| 1. Tenant Service
Requests
We strive to provide the best possible service for our Tenants
at Canada Way Business Park. We suggest the following actions
to ensure efficient and prompt handling of your service requests.
Building Operations Office
Please contact the Building Operations Office regarding service
requests relating to:
- changes regarding scheduled lighting and HVAC
needs
- signage
- new security cards/keys
- reporting lost/damaged security cards
- return of surplus security cards
- special janitorial needs/reporting janitorial deficiencies
- Fire Safety Plan matters
- freight elevator bookings
- gym access
- special security needs
- special parking needs
- replacement of lost or stolen transponders ($50.00)
- replacement of lost or stolen access cards ($15.00)
For our records we would ask that the foregoing requests
be confirmed in writing on company letterhead, signed by the
tenant contact person and faxed to 604-294-0979 or by e-mail
to canadaway@touchstoneproperty.com.
Building Operations Office (Phone: 604-688-4340)
The building staff handle all matters relating to the mechanical
systems of the building, including the following types of
requests:
- heating & ventilation adjustments
- lamp replacement
- electrical and plumbing problems
- any other matters pertaining to engineering & maintenance
Please forward your requests to the Building Operations Office.
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2. Parkade
Imperial Parking Ltd. (Impark) manages the parking facility
at Canada Way Business Park.
Touchstone Property Management Ltd. confirms with each tenant
the details of their parking allocations outlined in the lease.
Arrangements for parking are made directly with Impark by
telephoning 604-515-9273. Additional parking is available
subject to availability.
Parkade Hours: 7 days per week, 24 hours per day
Security
Please ensure all employees are aware not to leave valuables,
including cellular phones, visible in their vehicles. The
Management Office accepts no liability for incidents in the
parkade.
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3. Bicycle Parking
Bicycle racks are located at the following locations:
- north entrance to 4601, and at the main entrance
of 4611 and 4621 Canada Way
Secured bicycle lockups are located at*:
- loading bay/IBM reserved parking 4601 Canada
Way
- P-2 level parkade northwest corner 4611 Canada Way
- P-2 level parkade under 4621 Canada Way, near the north
parkade exit
*access to the bicycle lockups with access card only
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4. Gym
Canada Way Business Park has a gym located at 4601 Canada
Way, which is available for the benefit of all tenants. Prior
to allowing access for gym use, a waiver form must be signed
and users access card programmed. Although the gym is air
conditioned during business hours, 7:00 AM to 7:00 PM, Monday
through Friday, the users access card will allow 24 hour access,
seven days a week.
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5. Mail Services - CANADA POST
Designated postal code for all IBM mail is V5G 4X3. Designated
postal code for all other tenants of 4601 and 4611is V5G 4X7
and for 4621 the designated postal code is V5G 4X8.
Incoming Mail for 4621 Canada Way
Delivery time by Canada Post is at approximately 11.00 am.
Mail may be picked up from your designated mail box on the
ground level at any time. Arrangements for a mail box may
be made by contacting the Building Operations Office.
Canada Post will deliver large volume mail delivery, which
does not fit into mailbox, directly to the tenant's premises
Monday through Friday.
Outgoing Mail
Mail pick-up from the mailboxes in front of 4601 Canada Way
by Canada Post is at approximately 5:00 pm Monday through
Friday, and 3:00 pm on Saturday. Please note that Canada Post
requires any tenant with large volumes of outgoing mail to
use a Canada Post outlet due to the limited capacity of the
mailboxes in front of the building.
Any questions pertaining to delivery and collection of mail
can be directed to: Canada Post at 1-800-267-1177.
Deliveries
Hand held items may be delivered through the front doors
of 4601, 4611 and 4621 Canada Way. Heavy object requiring
dollies must be delivered via the loading dock at 4601 Canada
Way, then thorough the P1 parking level for 4611 and 4621
Canada Way.
Pallet jacks or hard rubber tires may not be used unless
protection is supplied for the lobby floors.
Elevator bookings may be made by calling the Building Operations
Office.
The freight elevator has a 3,500 lb. capacity. The dimensions
of the elevator are:
Width: 85 inches
Depth: 63 inches
Height: 105 inches
The door opening is 84 inches high and 47 inches wide, handrails
protrude by 3 inches.
Private passenger vehicles should not park in the loading
bays.
Use of the loading bay is for commercial vehicles delivering
to and picking up from Canada Way Business Park only. All
other vehicles are liable to be towed at the owner's risk
and expense.
Loading Dock
The loading dock is accessed just East of the North entrance
at 4601 Canada Way. It is intended for commercial deliveries
and pick-ups only. The maximum time for deliveries is 20 minutes,
which is strictly enforced. Vehicles parking longer than this
will be ticketed and towed. Contractors working in tenant's
space during business hours are not allowed to park in the
loading dock. Please ensure your suppliers and/or contractors
are aware of this information.
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6. Tenant Move-In / Move-Out Procedures
For all move-in and move-out arrangements please call the
Building Operations Office at least four weeks prior to the
planned moving date.
We will be happy to coordinate all aspects of the move which
impact on Canada Way Business Park with your moving contractor.
Because of the necessity to protect the building finishes,
Canada Way Business Park will only allow tenant move-in or
move-out arrangements which comply with the following policy
guidelines.
a. Tenant and moving contractor must sign a moving
agreement document provided by Canada Way Business Park
(Online version here.
PDF version here).
b. Canada Way Business Park will determine the number
and type of elevator(s) to be used during the move and the
hours during which the move will take place. Office moves
may only take place after normal business hours or on weekends.
A security guard must be present at a cost to the Tenant.
c. The moving contractor will supply to Canada Way
Business Park evidence satisfactory to the Building Operations
Manager of adequate property damage and Workmen's Compensation
insurance coverage and will designate the person responsible
in its organization for all aspects of the move.
d. Canada Way Business Park may, prior to and after
the move, erect and dismantle any protective materials deemed
necessary in the common areas of the building to protect
building finishes. The tenant will pay to Canada Way Business
Park an additional tenant charge to cover the cost of the
said protection procedures.
e. If, in the opinion of the Operations Manager,
the move will necessitate additional personnel to adequately
protect the common areas of the building during the move,
the tenant shall be responsible for the cost of the same
and shall be billed for same as an additional tenant charge.
f. All work should be accomplished with a constant
effort to eliminate unnecessary noise, obstructions and
other annoyances.
g. All areas of Canada Way Business Park must be
kept clean and work performed in a neat and orderly fashion.
h. All crates, cartons, wrappings and waste, at
the completion of each working day, should be removed and
disposed of off site by the moving company.
i. All interior surfaces including carpet, floor
finishes and wall coverings concerned in the move should
be protected.
j. Tenant will be liable to the Landlord for replacement
or repair of any damages incurred to the building property
during move-in or move-out. Replacement or repair is to
be completed at the convenience of Canada Way Business Park
as determined by the Building Operations Office. This includes
and is not limited to damage to the lobbies, loading dock,
elevator and corridors.
k. Regulations of the City of Burnaby and Canada
Way Business Park will govern the work to be performed regarding
parking, receiving, handling and storage of materials, equipment
and all safety, fire and other regulations.
l. The premises, streets and sidewalks should be
kept clean of debris caused by tenant move-in or move-out.
m. The tenant should instruct the moving contractor
to maintain proper access to areas within the building at
all times.
n. It should be the tenant's responsibility to see
that all labour used during the move in or move out of Canada
Way Business Park will be such that no situation within
its control is allowed to develop or interfere with work
being done by other trades. The tenant should cooperate
with any trades not directly in its jurisdiction.
o. The moving contractor employed by the tenant
should use only the washroom facilities designated by the
Operations Manager.
p. Upon completion of the move and removal of the
debris caused by the move, the building janitorial contractor
will clean the common areas of the building affected by
the move and the cost of this cleaning will be billed to
the tenant as a tenant cost.
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7. Property Removal
Tenant's employees removing property larger than a briefcase
(i.e. computers, typewriters, boxes, etc.) must have a property
removal authorization form (Page 10 of your printed manual.
Click
here for online form. PDF version here.).
Staff have been instructed to question persons removing items
larger than this. They will request that the individual show
photo identification and the removal authorization form. The
form should be signed by the tenant contact or one of the
after hour contacts or by the Building Operations Office.
This policy is for the benefit of all tenants, to ensure
that no items are removed from the building without the proper
authorization.
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8. Tenant Move In / Move Out Agreement
[Click
here to access online form. PDF format here.
Print out, fill and fax.]
*Note: You need Adobe Acrobat Reader 5.0 to access
and fill out forms in PDF format. For the latest version of
FREE Acrobat Reader, click
here.
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9. Property Removal Authorization Form
[Click
here to access online form. PDF format here.
Print out, fill and fax.]
*Note: You need Adobe Acrobat Reader 5.0 to access
and fill out forms in PDF format. For the latest version of
FREE Acrobat Reader, click
here.
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10. Building Hours and Security
Normal business hours as defined in your Lease are 7:00 a.m.
to 7:00 p.m. Monday to Friday, holidays excepted. Due to security
issues these times have been revised and the building will
be open from 7:30 a.m. until 6:00 p.m. Monday through Friday.
That is, the building's entrance doors are unlocked providing
free access to the building during that time period. At all
other times a building access card will be required to gain
entry to the building and/or the desired floor. All those
entering the building at hours other than stated above must
comply with the after-hours entry requirements as follows:
The building security system consists of an exterior door
alarm and contacts, card readers and visitor entry system.
The system is monitored by Intercon Security Limited.
During non-business hours, holidays and weekends, the exterior
doors (with card readers) and two main elevators will only
allow access via a card reader. Visitors may also be given
access to the front doors only by use of a visitor entry system
and intercom. The intercom can also be used during normal
business hours. Entry cards will be issued to each tenant
upon written request. Cards should be distributed only to
staff members requiring access to the building outside normal
business hours.
Access Control
Building access cards may be obtained from the building operations
office by providing a request by e-mail to ebraun@touchstone-advisors.com
or in writing on the Security Card Request Form supplied by
Touchstone. There is no cost for the initial supply of the
cards on move in. However, any further cards required to replace
lost, stolen or broken cards will be a tenant cost of $ 15.00
plus applicable taxes per card.
Visitor Entry System
The property is equipped with a Sentex Infinity Intercom
System, which is located outside of the main entrance. Please
ensure that you provide Intercon Security Limited with the
telephone number that you require to be connected to the intercom.
Its operation is as follows:
a. The intercom uses your existing telephone to
let you talk with visitors and allow them access to the
building. A visitor is instructed to find your "directory
code" on the system's built-in electronic directory
and to enter the code via the keypad. The system will then
dial your telephone number. Your telephone number is kept
confidential.
b. Upon answering your telephone, you will be in
a normal conversation with the visitor. The call can only
last for a limited time (30 seconds), after which the call
will end. Ten seconds towards the end of this time a short
warning tone will be heard. Press "#" to extend
the time.
c. You may dial "9" to open the door or
"*" to hang-up and bar entry. Do not hang up until
one of these options has been entered.
d. Upon entering "9" the door will unlock
for a pre-set time. The system will display the message
"ACCESS GRANTED - PLEASE ENTER NOW" at the main
door, and emit short tones. You will hear these tones and
the system will automatically hang-up.
e. Please instruct your visitor to proceed immediately
to the elevators since, after hours, the call button is
only available for a limited time after granting entry to
the building (and the above steps will need to be repeated).
f. If you are on the telephone when a visitor arrives
he/she will receive a busy signal at the main door (unless
you have Call Waiting). If you have Call Waiting, you can
simply switch over to the call from your visitor and let
them gain entry.
After Normal Hours Entry: Tradesmen
If a tenant wishes to have a tradesman given access to their
premises outside of normal office hours, i.e. carpet cleaners,
furniture repairers, it will be necessary for the tenant to
request by e-mail giving details as per page 10 or complete
an access request letter on company letterhead (see page 10
of your printed manual or click
here). The Building Operations Office must receive
this request at least 48 hours in advance of the intended
visit.
Access Card Audit
Twice each year the Operations Manager carries out a verification
of access cards held by each tenant. Tenants must immediately
collect the access card when a staff member leaves their employ.
This also applies to employees with an access card that only
gives access to the gym. Cards are to be returned to the Building
Operations Office. IF ANY CARDS ARE LOST, STOLEN OR NOT RETURNED
WHEN EMPLOYEE'S LEAVE, THEY SHOULD BE REPORTED IMMEDIATELY
SO THE CARD CAN BE DEACTIVATED.
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11. Request For Access After Hours
[Please copy the form onto your Company letterhead, fill
in all the required information and submit to the Building
Operations Office 48 hours prior to the intended visit. Click
here to access online form. For PDF version, click
here.]
*Note: You need Adobe Acrobat Reader 5.0 to access
and fill out forms in PDF format. For the latest version of
FREE Acrobat Reader, click
here.
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12. Security Checklist
Please review the following security checklist. This is a
list of general office security suggestions which is offered
to you as an aid in establishing whether your internal security
procedures are adequate to meet your needs.
1. Restrict office keys and access cards to those
who actually need them.
2. Keep complete, up-to-date records of the disposition
of all office keys and cards.
3. Have adequate procedures for collecting keys,
company I.D. cards, and building security entry cards from
terminated employees.
4. Secure all computers, photocopiers, laptops,
etc. if possible with locks.
5. Restrict duplication of office keys, except for
those specifically ordered by you in writing.
6. Require that all keys be marked with "Do
not Copy". This will prevent legitimate locksmiths
from making copies without your knowledge.
7. Establish a rule that keys must not be left unguarded
on desks or cabinets.
8. Require that filing cabinet keys be removed from
locks and placed in a secure location after opening of cabinets
in the morning.
9. Prevent unauthorized personnel from reporting
a "lost key" and receiving a "replacement".
10. A responsible person should be in charge of
issuing all keys.
11. Store keys systematically in a secured wall
cabinet of either your own design or from a commercial key
control system.
12. Keep a record showing issuance and return of
every key, including name of person, date and
time.
13. Use telephone locks to prevent long distance
calls when the office is unattended.
14. Provide at least one lockable drawer in every
secretary's desk to protect purses and other personal effects.
15. Establish a rule that purses and personal property
such as cameras should be kept inside employees' desks.
16. Instruct male employees to remove wallets from
jackets hung in closets on the back of office doors or hung
on coat racks.
17. Shred all important papers before discarding
in wastebaskets.
18. Insist on identification from repairmen who
come to work in your office.
19. Deposit incoming cheques and cash each day so
that you do not keep large sums in the office overnight.
20. Clear all desks for important papers every night
and place them in locked fireproof safes or cabinets.
21. Frequently change the combination of your safe
to prevent anyone from memorizing it or passing it on.
22. Ensure the front door is locked as soon as the
receptionist leaves work. Do not leave the area unattended
with the door unlocked. When working alone in the office
at night, set the front door lock to prevent anyone else
from entering.
23. Keep the police, fire, building maintenance/superintendent,
and security telephone numbers posted and handy.
24. Check to see that no one remains in hiding behind
you at night if you are the last to leave the office.
25. Double check to see that all doors are securely
locked before you leave.
26. Have an inventory listing all office equipment in your
office space including serial number and identification.
27. Require written authorization by a responsible
person before any office equipment is released for repair
or maintenance.
28. For those offices that are equipped with a burglar
alarm system, make sure the alarm equipment is set properly
each night, and advise the Building Operations Manager of
a contact person in the event of alarm.
29. Please report immediately the presence of any
unfamiliar or suspicious individuals within the building
to the Building Operations Office.
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13. Janitorial
Janitorial services are contracted out to a janitorial service
company. Cleaning occurs Monday through Friday. Weekend or
holiday cleaning must be arranged through the Building Operations
Office. The current cleaning specifications for tenants' offices
are outlined below.
Concerns or questions regarding the level of janitorial service
should be directed to the Building Operations Office. Tenants
requiring additional services such as scheduled refrigerator
cleaning, washing of walls, etc. may contact the Building
Operations Office or contact the janitorial contractor directly
if preferred.
The janitorial company will not remove large amounts of refuse,
other than what is in or on a garbage can, unless labeled
with a "GARBAGE" tag.
Office Janitorial Specifications General Guidelines:
1. Offices - daily:
Remove garbage
Dust and remove finger marks from desk tops (only if tenant
clears desk top prior to cleaning)
Sweep and wash hard floors and surfaces - H/D
Wash sinks and counter tops in kitchens and coffee
stations, provided no dishes in sinks
Remove finger marks on doors and partitions glass
Vacuum common area carpets
2. Offices - weekly:
High and low dusting on a rotating basis
Spot clean walls
Vacuum corner to corner
Clean telephones - handsets and cradles only
Vacuum corners and edges
Vacuum fabric furnishings on request
Dust and damp wipe fabric furnishing/cafeteria chairs
3. Offices - monthly:
Dust leather furniture as required
Dust blinds
Scrub and wax hard floor surfaces excluding wood flooring
- H/D
Spot clean filing cabinets and desk sides
Dust ceiling vents as required
4. Offices - yearly:
Strip and refinish hard floor surfaces excluding
wood
flooring - H/D
5. Washrooms - daily:
Garbage removal
Clean and disinfect sinks, toilets, urinals and chrome fixtures
Refill hand soap and paper products
Clean dispensers
Clean mirrors
Sweep and wash floors - H/D
Spot clean walls, doors and partitions
Low dusting
6. Washrooms - weekly:
High dusting
Spray and buff floors - H/D
Scrub toilets/urinals inside and out
Dust and spot wash walls
Dust ceiling vents
7. Washrooms - monthly:
Scrub and wax floors
Wash walls, doors and partitions
8. Washrooms - yearly:
Strip and refinish floors
9. Main entrance areas - daily:
Sweep and wash hard floor surfaces
polish doors - inside and out
High and low dusting
Clean thresholds
10. Elevators - daily:
Sweep and wash hard floor surfaces
polish doors - inside and out
High and low dusting
Clean thresholds
Vacuum floor
11. Main entrance areas - weekly:
Polish door tracks and kick plates
12. Main entrance areas - monthly:
Scrub and wax hard floor surfaces
13. Lunchrooms - daily:
Clean table tops and counters
Dust furniture
Empty garbage containers and replace plastic liners
Sweep and wash floors
14. Lunchrooms - monthly:
Spray and buff floors
15. Stairwells - weekly:
Sweep and wash stairs
Dust and damp wipe handrails
Vacuum carpeted stairs
16. Stairwells - monthly
Scrub and wax landings and corridors
17. Stairwells - yearly
Strip and refinish landings and corridors as required.
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