ADGAR BIT OFFICE BUILDING GUIDEBOOK UL. KONSTRUKTORSKA 11, WARSAW
$1. GENERAL PROVISIONS
- This guidebook is valid on the building and the external area of Adgar BIT building, hereinafter referred to as the “Building”.
- The Guidebook specifies the rules of:
- proper use of the Building, including Building’s technical equipment and infrastructure;
- protecting the Building and preventing damage to the Building;
- behavior of the Building’s users, especially the Tenants, staff and guests
- safety, fire protection and other requirements regarding the use of the Building, including the fit-out and other works of a similar nature.
- The Guidebook applies to all users of the Adgar BIT Building situated in Warsaw at Konstruktorska 11.
- Property management on behalf of the owner and supervising the fulfilment of the provisions of this Guidebook is performed by Green and Efficiency Services Real Estate Solutions spółka z ograniczoną odpowiedzialnością Spółka komandytowa with its registered office in Warsaw, hereinafter referred to as the “Administrator”.
- The Administrator fulfils its duties in the Building primarily through the following services:
- technical service,
- administrative service,
- security service,
- cleaning service.
- Building users are obliged to submit to the instructions of the Administrator’s services.
- Each Tenant is obliged to appoint its representative to represent it when contacting the Administrator in the scope of fulfilling the provisions of this Guildbook.
&2. FIRE PROTECTION RULES
- Building Users are obliged to comply with the fire protection regulations, technical and construction regulations as well as standards applicable in Poland and recommendations of the Administrator and requirements contained in the Building’s Fire Safety Instruction.
- Detailed requirements regarding fire protection applicable to the Building’s Users are set in the Building’s Fire Safety Instruction.
&3. ACCESS TO THE BUILDING RULES
- Building Users’ are obliged to apply and to obey to the instructions of the Administrator’s services.
- Moving across the Building is possible with the dedicated access card.
- In the case of bringing objects raising doubts of the security personnel into the Building, the visiting person at the request of the Building’s security staff is obliged to leave these objects at the reception.
- In justified cases, the Building’s security services have the right to refuse access to the Building.
- Guests visiting the Building’s Tenants must report to the Building’s reception in order to settle the formalities which allow access.
- Immediately after entering the Building, guests are required to introduce themselves to the receptionist and give the purpose of their visit. The receptionist has the right to ask the guest to present ID confirming their name.
- After registration of the guest in the Guest registration book, the guest will be given a guest access card.
- The guest card entitles you to enter a specific floor in the building.
- A visitor, authorized to enter the office part of the Building, should go directly to the tenant’s reception desk and leave the guest card there.
- The inviting person is liable for damages which may be caused by its guest in the Building.
- After the visit, the visitor is obliged to report his departure the receptionist of the building. The building’s reception is not responsible for unreleased guest access cards. Tenant should immediately report the loss of such a card to the building security to block it.
- A guest who does not obtain permission to enter the Building issued by a competent person (employed at on the premises of the Building), will not be allowed to enter its premises and is obliged to leave building immediately.
- Users present in the Building are obliged to have an access card on them.
- An employee who does not have its card must report at the Building’s reception and provide their data which will be registered by the security in the Building’s entry log. After the registration, the employee will be provided with the guest’s access card.
- Access cards are registered in the system and if they are lost or change ownership, it should be immediately reported to the technical service of the Building.
- Guests may stay in the Building only during the operating hours of the visited Tenant.
- Outside the operating hours and during days off the Guests have to have a permit for access to the Building from the Tenant. In such case, the inviting person is obliged to take the guest from the Building’s reception in person and escorts the guest to the reception in person after the visit has finished.
REFUSAL OF ACCESS:
- The security staff has the right to refuse permission to access the Building to any person who disturbs the others or who shows the signs of being under the influence of intoxicating substances such as alcohol or drugs.
- Access is denied to salesmen, vendors, people distributing leaflets.
&4. RIGHTS AND OBLIGATIONS OF THE TENANT
- Tenants’ employees have access to all common areas within the Building.
- Smoking is not allow in the Building.
- Smoking is also not allow in the area of 8 m from the building, including the outside tables of the retails tenants.
- Tenants are obliged to use the equipment and devices the Landlord provided to them in accordance with their purpose.
- Tenants are liable for the damage to or destruction of equipment and devices by its employees or guests (including subcontractors).
- All devices installed by Tenants in their premises must have the CE certificate.
- The Tenant is obliged in each case to receive permit to install in its office premises non-standard electric devices (such as additional heat sources or kitchen appliances etc.).
- It is forbidden to use devices which interfere with the devices of other Building users.
- The Tenant is obliged to immediately report to the Administrator’s service (technical staff) each breakdown of devices installed in the premises leased by the Tenant.
- The Tenant is not authorised to independently regulate Building equipment, including sanitary and air conditioning equipment, except for regulating temperature.
- If any fit-outs are planned on the leased area, which interfere with Building systems or infrastructures, the Tenant is obliged to present detailed technical documentation illustration a full scope of these changes signed by experts, confirmed by relevant bodies and supervisor inspectors and receive consent for them from the Landlord.
- All works ordered by the Tenant and conducted by third parties must be properly secured. After they have been finished, the area in which the works were performed must be cleaned and the potential resulting damage immediately removed. The Tenant is liable for all irregularities related to the execution of these works.
- All works which may be cumbersome for Building’s users must be reported in writing by the Tenant to the Building Administrator at least 48 hours before their planned execution. The company conduction the works must be familier with the terms and conditions of this Guidebook and The Guidelines for External Companies. In case of executing works which pose a fire threat, it is compulsory to follow the provisions of the Fire Safety Instruction and deliver the signed copy of Fire Protection Protocol.
- In the case the Landlord is not informed about the works executed by the Tenant in advance and without a Landlord’s permite, the Tenant is obliged to cease them at the request of the Landlord and restore thea rea to original state.
- The Tenant is obliged to provided access to its premises on the request of the Administrator in order to carry out necessary repairs and inspections. The tenant should secure its equipment for the period of these works.
- The Tenant is obliged to deliver the keys and/or access cards to its premises, to be used in urgent cases such as breakdown or threat or flooding. The keys and/or card will be deposited in a safety envelope at the Bulding’s reception. If the Tenant changes a lock to its premises, the Tenant is obliged to deliver a new key to be deposited at the Building reception.
- The Tenant is informed of every use of the key and/or card to the Tenant’s area. In order to pass such information to the Tentant, the Tenant shall provide to the Administrator the name of a person authorised to confirm the possibility to enter the Tenant’s area. This person should be available by telephone to the Administrator around the clock.
- It is not allowed to place any advertising and marketing material or announcements on common areas with a prior approval from the Administrator.
- Works which are noisy and cumbersome for the normal functioning of the Building may be executed only after working hours of the offices – from 6 PM to 6 AM on business days or at any time during
- The Tenants is obliged to send to the Administrator monthly reports for the purpose of LEED certificate showing in between quantity, value and type of materials used in the office including the cleaning materials and equipment, office supplies and electrical devices.
- In case of breach of any of the rules stated in this Guidebook, the Landlord/ Administrator may issue a fine at the value ranging from 1000 PLN to 5000 PLN for each incident.
&5. WASTE MANAGEMENT
- The Tenant is obliged to keep all leased rooms clean.
- Waste from the Tenant’s premises, also when they use their own cleaning crew, must be disposed of to special containers located in the Building premises.
- Tenants are responsible for disposal of all materials requiring waste utilization or recycling from their leased areas.
- Cardboard containers must be torn apart before being put into the waste bin in order to decrease their volume.
- The discharge of any flammable materials or substances harmful to the environment directly into the sewage installation is strictly prohibited.
&6. RULES OF CONTRACTING WORKS BY TENANTS
- Any works or fit-out on leased areas require an approval of the technical manager.
- A Tenant may ask the Administrator to execute certain works for the tenant within its’ leased area for an agreed fee.
- Prior to the commencement of works, the Tenant must obtain an approval for those works in the from of the “Works permit” form the Administrator or Technical manager.
- If works include any fire hazardous works, the Tenant or its contractor has to fill in the relevant document and provide fire extingshishing equipment relevant to the works.
- All works and cleaning have to be conducted in line with LEED certificate.
- The cost of works described in paragraph 2 above may increase by the cost of acquiring relevant expert opinions, arrangements, the supervisory inspector and the cost of project manager.
- Prior to commencements of works the Tenant should present in writing the order for works and approval of costs presented by the Landlord/Administrator.
- The Tenant that ordered works to be executed is obliged to cover the full costs of the ordered works even if it withdraws from the lease agreement.
- The Landlord may not increase the costs of executing the works without prior written arrangement by the Tenant.
- The Tenant is liable for the damage or destruction of equipment caused by third parties carried out any works on the benefit of the Tenant.
&7. ACCESS OF THE OWNER AND ADMINISTRATOR TO THE OBJECT OF LEASE
- During the working hours of the Tenant’s office, the authorized employees of the Administrator and/or security staff have the right to access the premises of the Tenant only in the presence of a Tenant’s employee.
- After the working hours of the Tenant’s office, the Administrator’s services may enter the premises of the Tenant only after prior consent of the person indicated by the Tenant, and in an emergency without such consent, but with an obligation to provide the Tenant with the detailed report from the visit.
- After the working hours of the Tenant’s office, the Tenant is obliged to appropriately ensure the possibility to enter its premises to a security guard. Each such entry must be duly justified and documented by the shift commander of the security personnel.
&8. POWERS OF THE SECURITY SERVICE
- Every person in the Building is obliged to obey the instructions of the security personnel.
- A security staff has the right to remove from the Building every person disrupting the others or behaving in an unappropriated manner disturbing the work of others.
- A security staff has the right to refuse access to the Building to any unauthorized person.
- A security staff has the right to request every person in the Building to place a personal ID at visible place.
- Security staff are not obliged to provide any information.
- Security staff do not execute any commands issued by the Tenant’s employees if it is not related to the protection of life, health or property.
&9. RULES OF CONDUCT IN THE CASE OF TRANSPORTING EQUIPMENT AND MATERIALS TO AND FROM THE BUILDING
- Any transport and deliveries of goods should be arranged between 18:00-6:00 on working days and at any time during weekends.
- Lifts should be protected from the damage that transport of goods can cause.
- All transport works must be reported to the Building Administrator at least one day in advance, and the estimated time of the should be provided together with the surname of the person responsible for the delivery. In justified cases, the Administrator may deny the right to park the delivery car in front of the building and direct the car to the external parking.
- Each delivery car parking in designated places around the Building premises may stay there no longer than it is required to unload or load goods.
- It is forbidden to park on the driveway leading to the underground parking.
- Delivery cars used for transport , with the consent of the Building Manager, may go to the parking lot at level “-1” to load or unload them.
- The tenant for whom the transport service is performed is responsible for damages caused by employees employed in the transport and for maintaining order after completion of transport works.
- In the case any damages occurred during the delivery, the Tenant’s representative is obliged to immediately inform the Administrator thereof.
- Delivery must only be transported in elevators intended for this purpose.
&10. SMALL DELIVERIES / COURIERS
- Small deliveries such as Poczta Polska and couriers can take place during the standard working hours of the building.
- The delivery car should be parked at the external parking, at the back of the building. There is a time limit free of charge for the couriers.
- The drivers who parked in the illegal parking place on the …. route to the building will not be given access to the building.
- Each supplier is obliged to report at the Building’s reception in order get access to the building and permit for the delivery.
- The supplier is obliged to present the ID.
- When leaving the Building, the supplier informs the reception personnel and is obliged to return the visitor’s card.
- The Tenant of the premises receiving delivery is liable for damages caused by suppliers.
&11. RULES OF REPORTING AND REPAIRING REPORTED FAULTS
- Faults and breakdowns regarding Building equipment are reported by Tenants’ employees through the Maximo helpdesk.
- Faults and breakdowns should be reported only by staff specially indicated for that purpose by the Tenant.
- If there is a justified need, the Tenant may report the fault by telephone.
- The Building technical service is available from Monday until Friday from 8 AM until 4 PM.
- The Tenant is obliged to make its premises available to relevant services in order to conduct the repairs.
&12. PROPERTY PROTECTION
- The Tenant is responsible for appropriate protection of its property, including locking rooms, cabinets, desks, etc.
- The Administrator or security personnel must be immediately notified in the event of unauthorised seizure of property.
- The Administrator and the Building owner do not bear any liability for property left unattended in the common areas of the Building.
&13. RULES FOR STORING AND PROVIDING KEYS
- It is the responsibility of the Tenant to administer the keys (this includes the access cards) to its premises.
- The Tenant is responsible for the keys to its premises received from the Landlord, and for their appropriate storage.
- It is possible to install additional locks at the expense of the Tenant, subject to a written consent from the Administrator and settlement of securing access to these keys for security personnel in the case of an urgent breakdown or fire.
- The lost the key to one of the Tenant’s rooms by its employees should be reported to the via the Help Desk system.
- The Tenant is obliged to provide the Administrator with a set of keys (keys and/or access cards) which will be placed in a secured envelope and used in accordance with the procedure in case of emergency.
&14. RULES OF CONVEYING COMMUNICATIONS
- The incoming post is delivered directly to Tenant’s receptions’.
- The Building receptions staff is not authorized to accept any deliveries for the tenants.
- Outgoing post is to be handled by Tenant’s employees directly.
&15. RULES FOR USING THE GARAGE
- The rules of functioning of the Adgar Building car park are specified in detail in a separate document.
&16. RULES FOR USING EXTERNAL PARKING SPACES
- Between 8:00-18:00 hours all delivery cars should be directed and parked at the external parking.
- A driveway outside the Building may be used only by taxi drivers, special services such as fire brigade or
- In urgent cases cars can be allowed permit to park in front of the building, however it requires a written approval from the Administrator. Security staff must be informed of this fact.