180queenstreetwest tenant information manual queen street... · tenant information manual –180...

180 QUEEN STREET WEST

TENANT INFORMATION MANUAL

Tenant Information Manual – 180 Queen Street West Page 1 of 11

TABLE OF CONTENTS

1. WELCOME TO 180 QUEEN STREET WEST

1.1 Introduction ................................................................................................................31.2 The Management Office ............................................................................................31.3 Maintenance & Service Requests ...............................................................................41.4 Tenant Suggestions/ Comments ................................................................................41.5 Frequently Used Numbers .........................................................................................5

2. GENERAL BUILDING INFORMATION

2.1 Building Hours of Operation .......................................................................................62.2 Leasing ......................................................................................................................62.3 Rent and Other Payments .........................................................................................62.4 Parking ......................................................................................................................62.5 Smoke Free Environment ..........................................................................................62.6 Emergency Procedures ..............................................................................................62.7 Keys/ Locks ...............................................................................................................72.8 Loading Dock .............................................................................................................72.9 Deliveries & Elevators ................................................................................................72.10 Access Control ...........................................................................................................72.11 Packing Materials & Boxes .......................................................................................72.12 Mail Address & Postal Facilities .................................................................................82.13 Utilities .......................................................................................................................82.14 Tenant Signage .........................................................................................................82.15 After-Hours Emergency Contacts ..............................................................................82.16 Daytime Tenant Contacts ..........................................................................................82.17 Insurance Cerificates .................................................................................................8

3. BUILDING SERVICES

3.1 Security .....................................................................................................................93.2 Recycling ...................................................................................................................93.3 Waste Management....................................................................................................93.4 Housekeeping ............................................................................................................93.5 HVAC Hours of Operation ..........................................................................................93.6 Maintenance Requests ...............................................................................................93.7 Tenant Construction & Renovations .........................................................................103.8 Pre-Construction Checklist ......................................................................................103.9 Contractor Insurance Requirements ……………………………………………………..10

4 FORMS REFERENCE

4.0 Available Forms ......................................................................................................11


1. WELCOME TO 180 QUEEN STREET WEST

1.1 INTRODUCTION

On behalf of GWL Realty Advisors Inc., we wish to extend to you our warmest welcome as you begin your Tenancy and hope that you enjoy 180 Queen Street West as your new address.

Our objective is to offer our Tenants the most pleasing and efficient work environment possible. This Tenant Services manual is a small part of the process. This manual has been designed to familiarize you with 180 Queen Street West, its operation, services and procedures to help you run your business smoothly and make your transition comfortable.

Completed in 2006, 180 Queen Street West is located directly adjacent to Toronto’s financial core, and in close proximity to Osgoode Hall, Four Seasons Centre for the Performing Arts, Osgoode and St. Patrick subway stations and provides easy access to the many shopping, dining and other amenities located on Queen Street. This smart new building is the Toronto home of Canada’s Federal Courts and associated agencies. It is the fourth building built around the fabulous Canada Life Building (of 1930s heritage), and was designed to provide an up-to-the-minute, modern profile while still respecting the historical and elegant feel of the Canada Life Campus. It possesses several distinctive architectural features, as well as installations of works by various Canadian artists in the main lobby.

Additional parking and bicycle storage is available in the above ground garage located at 206 Simcoe Street, just to the North.

1.2 THE MANAGEMENT OFFICE

The Property Management Office is located at 190 Simcoe Street, 2nd floor.

Office Hours: Monday through Friday 8:30 am to 5:00 pmTelephone: 416-552-3961Fax: 416-552-6351

Mailing Address: GWL Realty AdvisorsCanada Life Campus330 University AvenueProperty Management Office, S-2Toronto, ON M5G 1R8

Web Addresses: www.gwlrealtyadvisors.comwww.180queenwest.com

Onsite Security is located on the main floor of 180 Queen Street West, 24 hours per day. 7 days per week, and can be reached through Tenant Services at 416-552-3961.

After business hours, Security can be reached in the main lobby of 330 University Avenue(24 hours per day) at 416-552-5330.


1.3 MAINTENANCE & SERVICE REQUESTSTENANT SERVICES INTERNET MAINTENANCE SYSTEM

GWL Realty Advisors utilizes a web-based Tenant Service system known as Angus AnyWhere. This system allows tenants to communicate with our Tenant Services Coordinatorelectronically on all types of maintenance and service requests. This system can provide you with tracking on progress of all your Work Order requests and notifies the sender when the work has been completed.

We ask that you provide us with the e-mail information of one or two of your staff who will be responsible for communicating maintenance and service requests. We will arrange to have your representative(s) oriented with the Angus AnyWhere system.

Please contact our Tenant Services Coordinator at [email protected] or 416-552-3961 for further information.

1.4 TENANT SUGGESTIONS/COMMENTS

We always welcome your feedback and would appreciate hearing from you if you notice anything that needs attention within the building or if you have suggestions as to how we can improve any aspect of our operation.

Your comments can be emailed to [email protected] or called in to our main line 416-552-3961, faxed to 416-552-6351 or dropped off at the security desk in the main lobby.

An example of the Tenant Suggestion/Comment form is located on the website at www.180queenwest.com.


1.5 FREQUENTLY USED NUMBERS

Security – Main Lobby 416-552-3961

After Hours Security 416-552-5330

Tenant Services Coordinator Uju Umenyi [email protected]

Manager, Technical Services Joaquim Miguel [email protected]

Supervisor, Technical Services Gavin Miller 416-552-3202 [email protected]

Program Manager, Bruce Wilhelm 416-552-3982Technical Services [email protected]

Administrative Assistant Rowan Kersley [email protected]

Property Administrator Auryn Braini 416-552-3149 [email protected]

Property Maintenance Supervisor Tom Christakis [email protected]

Senior Property Manager Audrey Thompson [email protected]

Assistant Property Manager Jeff Watson [email protected]


2. GENERAL BUILDING INFORMATION

2.1 BUILDING HOURS OF OPERATION

The standard building hours of operation are Monday to Friday from 6:30 am to 6:00 pm.

After hours HVAC and lighting may be arranged through the Property Management Office. Depending on the terms and conditions of your lease, if a charge applies, a work order will be prepared for your approval. While the building is closed, access can only be obtained with a valid access card.

2.2 LEASING

All Leasing inquiries should be made through our Leasing Representative at 416-359-2963.

2.3 RENT AND OTHER PAYMENTS

Rent and tenant charges are due and payable on the first day of each month. All cheques should be made payable to GWL Realty Advisors Inc. ITF, and delivered to the Property Management Office at:

GWL Realty AdvisorsCanada Life Campus330 University AvenueProperty Management Office – S-2 (190 Simcoe)Toronto, ON M5G 1R8

2.4 PARKING

Inquiries regarding available Tenant Parking should be made through the Property Management Office at [email protected] or 416-552-3961.

2.5 SMOKE FREE ENVIRONMENT

180 Queen Street West and the Canada Life Campus have a smoke free policy throughout the complex including all lobbies, common areas, washrooms, stairwells, service areas, elevators and docks.

2.6 EMERGENCY PROCEDURES

The Tenants’ responsibility for emergency procedures is to be fully aware of the contents of the Fire Safety Plan. Your area Fire Warden and/or member of the Toronto Fire Department are in charge of your personal safety.

Your co-operation may save your life. During evacuation or emergency procedures, stay calm and follow the plan. As circumstances dictate, the plan may be adjusted by Fire Wardens or the Toronto Fire Department. They have been trained to protect you, but they need your co-operation to do so!

Under NO circumstances should you proceed to the parking garage during evacuation procedures, or attempt to move your vehicle. This will cause congestion in the parking garage


and the surrounding streets, which may be closed for use by emergency vehicles. “Fire Lane” and “No Parking” signs must be obeyed at all times.

If you have a physical condition that you feel may deter your safe evacuation from your work location, please advise your Fire Warden now so that they can assign sufficient personnel to assist you when needed.

If you have any questions in regards to 180 Queen Street Emergency Procedures please contact the Management Office at 416-552-3961.

2.7 KEYS/LOCKS

Any future lock or key changes, if required, must be made with Landlord’s approval. For emergency purposes, Tenants are requested to notify the Landlord of any required lock changes and are not permitted to change their locks without notifying the Landlord.

2.8 LOADING DOCK

The loading dock is located at 17 St. Patrick Street, west of University Avenue and north of Queen Street. All deliveries must be made via the freight elevator. Please notify the Property Management Office for any deliveries via the loading dock.

2.9 DELIVERIES & ELEVATORS

To make your move-in arrangements, please contact Tenant Services at 416-552-3961 with your requirements. Your moving contractor should be made aware that any moves must be carried out after hours and temporary access card arrangements must be made.

Please make elevator reservations with the Property Management Office at least 48 hours in advance. An elevator booking form is located on the website at www.180queenwest.com.

Elevator bookings must include the services of a building Security Officer, the charges for which are twenty-five dollars ($25.00) per hour with a four (4) hour minimum.

2.10 ACCESS CONTROL

After-hours access will require a security access card to gain entry into the building and operate the elevator to your floor.

Prior to move-in, a letter should be sent to the Property Management Office listing the names of personnel who will require access cards. The access cards will be assigned to individualsand will contain their name and photograph, and should not be transferred to other personnel.

The first-issued card is at no cost; however, the replacement cost for lost or damaged cards istwenty dollars ($20.00).

2.11 PACKING MATERIALS & BOXES

It is the Tenants’ responsibility to remove packing materials and boxes resulting from the Tenant’s move and place any such items on the loading dock, broken down and bundled flat.


2.12 MAIL ADDRESS & POSTAL FACILITIES

The Tenant is responsible for informing Canada Post of their change of address.

Canada Post can be contacted at 416-979-8822.

2.13 UTILITIES

Bell Canada 416-310-2355Enbridge 905-447-4911Toronto Hydro 416-542-8000City Water Department 416-392-7737

Please note that the Landlord pre-bills Tenants for their own consumption based on monthly meter readings. Annual reconciliations will adjust for any discrepancies.

2.14 TENANT SIGNAGE

We will require written confirmation as to the exact manner in which you would like your corporate name to appear on any suite plaques and elevator directories.

2.15 AFTER HOURS CONTACTS

Please ensure that the Property Management Office has up-to-date information regarding after-hours emergency contacts. In the event of an emergency within your premises, the Property Management Office may need to contact someone in authority in your company. To ensure the best possible communication, we ask that all contact numbers be provided, including cellular phones and cottage numbers where applicable.

An example of the “After Hours Emergency Contact” form can be found on the website at www.180queenwest.com. Please fill in this form and return to the management office prior to move-in. All emergency contact information must be provided in writing by authorised personnel and is kept confidential.

2.16 DAYTIME TENANT CONTACTS

To ensure the Property Management Office is able to provide consistent service to our Tenants we require up-to-date information regarding pertinent Tenant contacts including: office managers, head office, and financial/accounting contacts. Please provide the Property Management Office with all tenant contact information in writing using the “Daytime Tenant Contacts” form provided on the website at www.180queenwest.com.

2.17 INSURANCE CERTIFICATES

All tenants are required to provide annual proof of valid insurance coverage, in accordance with their lease. An insurance certificate is required prior to occupancy and is to be renewed and resubmitted each year thereafter for the balance of the term.

Please email your annual insurance certificate to the attention of the Tenant ServicesCoordinator at [email protected] or fax to 416-552-6351.


3. BUILDING SERVICES

3.1 SECURITY

Building Security is provided by Intercon Security, 24 hours per day.

Security is located on the main floor and can be reached through Tenant Services at 416-552-3961. In the event of an after business hours emergency please contact 416-552-5330 24/7.

3.2 RECYCLING

180 Queen Street West is committed to recycling and currently recycles all types of paper, cans, glass, and cardboard. Recycling boxes will be provided to all tenant suites and employees are asked to separate the recyclable materials for our waste management contractor to collect.

Cardboard boxes are to be flattened and placed in the bin provided for recycling.

3.3 WASTE MANAGEMENT

Office Tenants will have pre-arranged garbage and recycling removal set up for them uponmove in. If you have any questions regarding this service please contact the Property Management Office.

The Ontario Fire Code prohibits garbage from being left in any common area of the building in the event of evacuation. Cardboard boxes or any other garbage must not be left in the elevators, lobby or common areas of the building.

3.4 HOUSEKEEPING

The housekeeping at 180 Queen Street West is performed by an outside cleaning contractor, and is administered by the Property Management Office. The first service under this contract will be provided on the evening of the first business day of occupancy, and will continue thereafter as provided in your Lease.

The Tenant is responsible for the cost of any pre-cleaning service prior to move-in and following any Tenant-related construction.

3.5 HVAC HOURS OF OPERATION

All tenants are provided with heat, ventilation and air conditioning (HVAC) during regular building operation hours in accordance with their Lease.

Should you experience your premises to be overly warm or cool, please submit a request through our Tenant Service System, Angus Anywhere during Property Management office hours. The link can be located on our website at www.180queenwest.com. Please contact our Tenant Services Coordinator at 416-552-3961 if you need assistance.

3.6 MAINTENANCE REQUESTS

Any requests regarding burnt out light tubes and bulbs, building repairs in common areas, washroom concerns, or anything else maintenance-related should be submitted through our


Tenant Service System, Angus Anywhere during Property Management office hours. Please contact our Tenant Services Coordinator at 416-552-3961 if you need assistance.

3.7 TENANT CONSTRUCTION & RENOVATIONS

A Tenant Design Criteria Manual and Construction Rules and Regulations Manual will have been distributed to you at the time you started to design your new premises. Additional copies are available on the website at www.180queenwest.com .

The design manual should be referred to whenever alterations are planned within your premises to ensure no last minute surprises or delays.

Drawings must be submitted to the Landlord for approval prior to commencing construction work.

3.8 PRE-CONSTRUCTION CHECKLIST

Before commencing construction, please ensure the following:

1. Submit Drawings to Landlord for written approval;

2. Apply for building permit;

3. Supply Landlord with the following documentation:

a) Copy of building permit application;b) Submit name of contractor and sub-trades;c) Tenant contractor to submit proof of liability insurance for a minimum of $5 million

per occurrence;d) Tenant contractor to submit WSIB clearance certificate.

4. Obtain Landlord’s written approval to commence construction;

5. Arrange elevator bookings through the Tenant Services Coordinator. An Elevator Booking Request form can be located on the website at www.180queenwest.com.

6. Ensure temporary access cards are issued for any after-hours work.

3.9 CONTRACTOR INSURANCE REQUIREMENTS

Before any contractor can enter the building or site of work, they must provide liability insurance and WSIB. This is required for ANY contractor that comes into the building to perform work. A current WSIB clearance certificate is required. Liability insurance requirements are as follows:

Commercial General Liability: Must have a $5,000,000 per occurrence coverage (not including umbrella liability coverage).We also require to be listed as the additionally insured, named as follows:

GWL Realty Advisors Inc. and The Canada Life Assurance Company330 University AveToronto ONM5G 1R8


Please note that this requirement is the same for every contractor that will be doing work.


4.0 FORMS REFERENCE

PLEASE REFER TO OUR WEBSITE AT WWW.180QUEENWEST.COM TO FIND

WORKING COPIES OT THE FORMS LISTED BELOW:

After Hours Emergency Contact Form

Daytime Tenant Contact Form

Elevator Booking Request Form

Tenant Suggestion/Comment Form

Fire System Bypass Request

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