BUILDING SYSTEMS & OPERATIONS

University Circle features an electronic perimeter access control system monitored by Emcore. Outside business hours, tenants have access to the garage(s) and building entrances through the access control system.

BUILDING HOURS & AFTER HOURS

The exterior doors to the building are open from 7:00 AM to 6:00 PM Monday through Friday, after which time the building is automatically locked by the computerized building access system. The building will also be locked during building-recognized holidays. 

ACCESS CARD SYSTEM

Upon your move-in, access cards will be issued which provide building entry after hours.

The following guidelines and rules should be followed for building access cards: 

1. Should you require additional or replacement cards, please submit a work order in Building Engines. There will be a $25.00 fee for any replaced access cards.
2. All employees should be instructed not to lend their card to others and to keep the card in a safe place.
3. Should an employee be terminated or leave the company and not return their card, please promptly complete a work order with the name of the person and the card number so that we may deactivate the card.
4. Although the system has a record of card numbers and holders, we strongly recommend that each tenant maintain a record of employee names and card numbers for your files.
5. Upon move-out, all access cards must be immediately turned in to the Management Office.
6. To enable additional access for bicycle and/or garage use, please have your employees complete the Employee Access Form and submit to University Circle Property Management.

Your building may be equipped to allow mobile credentials at building access points. Please contact the Property Management Office to inquire about this feature. 

HOURS & CONTACTS

Security services at University Circle are provided 24 hours a day, seven days a week. Security officers assist visitors, monitor access, and prevent solicitors from entering the campus grounds. Building entrances are secured after business hours and unlocked between 7:00 AM to 6:00 PM Monday through Friday. 

You may call the lobby security office directly at 650.321.6361. You may also contact the Property Management Office at 650.324.2222 to provide a radio dispatch.

MOVING, DELIVERY, AND SERVICE PROVIDER REQUIREMENTS

Tenants are required to notify and schedule moves/deliveries with the University Circle Property Management Office. Please contact the Property Management Office for details and scheduling. For more information, please see the Moving, Delivery, and Service Provider Requirements form on the website at www.university-circle.com/tenant-resources.

University Circle uses the Building Engines work order system, which allows tenants to submit work orders  and notify the University Circle team of tenant requests. Building Engines immediately alerts the Property Management Office to an issue and is the preferred way to receive maintenance requests. Building Engines can also be conveniently accessed on our website at www.university-circle.com/tenant-resources/. 

TENANT ADMINISTRATOR

Each Tenant is responsible for designating at least two Tenant Administrators to authorize certain types of activities on behalf of the Tenant, including work orders.   

Your Tenant Administrators are empowered to determine the following for your firm: 

• Persons who will be granted after-hours access to the Building
• Lock changes and/or the ordering of additional keys
• Authorization for improvement work that is billable to the Tenant
• Persons who should be notified in case of an emergency
• Persons who will comprise your emergency life-safety team

If your designated Tenant Administrator should change, please contact the Property Management Office immediately to ensure that we have up-to-date records. 

All Tenant Administrators will have access to Building Engines, which will make it possible to track service requests; however, feel free to call the Property Management Office for any situations that require immediate attention.

SERVICE REQUESTS

Your Property Management Team is dedicated to servicing the needs of each tenant. We encourage you to share your questions, comments, concerns, and complaints with our team, so that we can best respond to ensure we maintain our standard of exceptional service. 

As a reminder, the Property Management Office is open 8:30 AM until 5:00 PM, Monday through Friday, excluding holidays. After hours and on weekends, on-site security can be reached at 650.321.6361. In the event of an emergency, a member of the Property Management or Engineering teams can be reached after hours through on-site security. 

How to report a building problem/request (of any nature): 

1. Report the problem/request to your in-house Tenant Administrator
2. Tenant Administrator submits a request via Building Engines and follows up with a call to the Property Management Office
3. Identify the nature of problem/request, i.e., “office too hot/cold, light out, toilet overflow, needs special cleaning”
4. Identify location of problem/request, e.g., “18th Floor, Keith Hyde’s office, Northwest corner”, always report the name of the person experiencing the problem so that we can follow up with that person
5. Indicate the priority level of the request

The Property Management Team logs all calls and dispatches them to the appropriate party (engineering, cleaning, etc.).

MAINTENANCE REQUEST PRIORITY LEVELS

All problems/requests are handled on a priority basis and will be responded to as quickly as possible. For any situations that require our immediate attention, please also contact the Property Management Office. 

Priority Levels: 

• Priority 3: Immediate concern for safety and integrity of staff and items in your area.
• Priority 2: Zero concern for safety of staff and some concern for integrity and items and your area.
• Priority 1: Zero concern for safety of staff or integrity of your area but would like attention of building staff as soon as someone becomes available.

Routine service requests include: 

• Lock and key requests (must be coordinated by the building)
• Lighting requests (bulb out....)
• Plumbing requests
• Temperature/HVAC requests (too hot or too cold…)
• Electrical problems
• Mechanical problems
• Daytime janitorial “clean-ups”
• Restroom supply requests
• Telephone Closet/Electrical Closet Access

Please note, building personnel are not authorized to repair any personal property items including furniture, equipment, etc. The response time for common requests will be responded to as soon as possible but may take up to 24 hours depending on building activities. 

SPECIAL REQUESTS

From time-to-time, tenants may require additional services not provided for in their lease agreement. Should you require this type of service, our staff would be happy to assist you for a fee. Jobs scheduled after normal business hours will be charged at an overtime rate. Please contact the Property Management Office for current pricing for these services. 

Tenants may also require special services including minor remodeling or other construction work. Such alterations require approval by the Property Management Team prior to work commencement. Should you require an outside contractor, the Property Management Team will be happy to provide you with a list of approved contractors. Tenants with specific questions regarding alteration work should consult their Lease to familiarize themselves with applicable terms and conditions and contact the Property Management Office for assistance.

HOURS OF OPERATION

HVAC services are provided Monday through Friday from 7:00 AM to 6:00 PM. 

AFTER-HOURS REQUEST

After-hours HVAC service can be made available at the Tenant’s expense; however, please keep the following information in mind: 

• To provide after-hours HVAC services, engineering labor must be scheduled in advance. To make sure that an engineer is available to provide requested services, please submit your request through the Columbia Tenant Work Order System at least 48 hours in advance. 
• Invoices for after - hours HVAC service will be sent to your firm following the date of service based upon the rated defined within your Lease.

PERSONAL HEATERS

As a reminder, personal heaters of any kind are not permitted anywhere in the building.

Indoor environmental quality is a critical component of healthy buildings. Numerous studies have confirmed the effect of the indoor environment on the health and productivity of building occupants. Ventilation, thermal comfort, air quality, and access to daylight and views are all factors which play a role in determining indoor environmental quality.

Your building’s base systems, building common areas, and individual elevator cabs have been equipped with the latest bipolar ionization (BPI) technology. BPI is an air purification system that restores clean air to indoor space by safely emitting both positively and negatively charged particulates that attach to and deactivate harmful substances like bacteria, allergens, smoke, mold, and viruses.

Common areas are maintained by the Building Janitorial team. Night cleaning is provided as per the scope of work defined in your company’s Lease. Additional porter services are available on request. Invoices for additional service will be sent to your firm following the date of service based upon the current rates.

PORTER HOURS & SERVICES

Day porters are on duty Monday through Friday from 8:00 AM to 4:00 PM to keep the lobbies, corridors, restrooms and building perimeter clean during working hours. If you observe a janitorial problem in any of these areas or otherwise, please submit a work order through Building Engines, call our office, or email Property Management, so that we may immediately dispatch a day porter.

DUMPSTER/BIN REQUEST

For the removal of large amounts of paper, cardboard, and any other paper related recyclables, please request a plastic bin. All tenant requests for bins must be completed via Building Engines.  

NIGHT CLEANING

Nightly janitorial services are provided Monday through Friday evenings. Routine cleaning includes dusting, vacuuming, emptying wastebaskets and damp-mopping your kitchen area. In addition, all restrooms and common areas are cleaned and stocked each night. Additional cleaning services are provided on a monthly, quarterly, and annual basis. If you discover that an area in your suite has been overlooked, please advise the Management Office so that we can ensure better service for you in the future.

As a reminder, please do not place any object near or against trash receptacles if the material is not to be thrown away. 

Please note that the janitorial crew will NOT dust any computer equipment, including terminals, hard drives, or keyboards; nor will they vacuum or dust near computer cables or wires. This is for your protection to avoid disrupting any sensitive computer equipment.

GREEN CLEANING POLICIES & PRODUCTS

University Circle has a green cleaning policy and plan in place focused on reducing the overall impact of cleaning on health and the environment through a variety of measures, including the use of low-environmental impact cleaning products. For details, please see “Our Green Cleaning Policy” in this Handbook under “Sustainability, Energy Conservation, and Green Services.”

WINDOW CLEANING

Exterior and Interior window cleaning is performed regularly. The Property Management Team will notify all Tenants in advance of the date(s) on which the window cleanings will occur. To protect your office and team’s belongings, we ask that all personal property, boxes, and equipment be moved away from the windows prior to when the window cleaning begins. 

E-Waste

The city does not permit any electronic waste in the regular trash flow.  Electronic waste includes computers, printers, copiers, telephones, remote controls, etc.  An outside vendor must be contacted to pick up e-waste.  The Property Management Office can provide contact information for e-waste vendors.  Property Management also hosts an e-waste pickup event for all tenants quarterly. Tenants will be able to drop off e-waste at the garage during this event. 

• Do not keep open, unsealed food in desks or file cabinets.
• Clean up crumbs or spilled drinks — even a few crumbs or a small spill can attract unwanted pests.
• Do not over-water plants.
• Rinse and dry recyclables before placing in bins.
• Keep work areas neat and organized.
• If you do see a pest, call the Property Management Office promptly.

Each building is equipped with 3 passenger elevators, with one serving as a service elevator. Passenger elevators are for the exclusive use of people. Carts, dollies, hand trucks, large packages, etc. are not permitted on passenger elevators and must be transported via the service elevators. 

Delivery of all large materials and supplies must be done via the service elevators. . If tenant employees need to move large items, please notify the Property Management Office.. More information about the service elevator can be found under “Deliveries” in this Handbook.

ELEVATOR MALFUNCTION / ENTRAPMENT 

All passenger and freight elevators are professionally maintained and are inspected regularly to ensure proper operation and safety.  Should you encounter any irregularity or interruption in the operation of the elevators, please note the car number and notify building security or the property management office immediately.

If you become trapped in an elevator – 

1. Remain calm.
2. Use the car emergency call button, intercom or telephone to contact building or emergency personnel.
3. Please be prepared to provide the car number and location of the car if it is known.
4. Never attempt to force the elevator doors or exit the elevator yourself and never accept the help of anyone except building personnel, elevator company personnel or emergency responders to exit the car. Doing so can be highly dangerous and may result in serious injury.  Wait for help to arrive.

If Electrical Service Is Interrupted:  

If normal electrical service to the building is interrupted, elevator lights will blink, and elevators will stop temporarily. They will then automatically return to the lobby level one-by-one and open doors for you.

There are 2 stairwells which service the building. Depending on the buildout of your suite; they may be accessed directly from your premises or via the floor lobby. Each stairwell can be located either North or South of the elevators, and both lead down to the first floor.

Never prop stairwell doors open, as this may compromise the balance of the HVAC system and may create a serious breach to security and fire protection. The only way out of a stairwell is to go down to the ground floor and exit the building. 

Deliveries of packages, supplies, or office equipment requiring the use of dollies or carts should be delivered between the hours of 7:00 AM and 6:00 PM, Monday through Friday. Use of the service elevator(s) during this time is on a first-come, first-serve basis. Please note that no pallet jacks are allowed in the main lobbies. 

Any large deliveries should be made after hours Monday through Friday, 6:00 PM – 7:00 AM, or by appointment Saturday or Sunday. These deliveries should be coordinated through the Property Management Office. 

Building personnel including Engineering and Security are not permitted to accept deliveries of any kind (furniture, supplies, etc.) on your behalf. The Property Management Team cannot be held responsible for deliveries made to the building lobby. 

Service Elevator Measurements 

• Cab: 92” W x 68” D x 112” H
• Front Door (opens to Lobby): 48” W x 96” H