Building Nine. Edinburgh BioQuarter. Tenants Handbook

Transcription

1 Building Nine Edinburgh BioQuarter Tenants Handbook 1

2 CONTENTS 1.0 Introduction Ground Floor Layout Plan 2.0 Property Management and Key Contact Information Services Access/Security Reception Services Parking of vehicles & bicycles Waste Disposal Cleaning Building Maintenance Transport Facilities Building Facilities Fire Safety & Bomb Threat Procedures Health and Safety Introduction Responsibilities for Health and Safety Responding to an emergency Accidents First Aid Trained Staff Smoking Children Animals Contractors & Alterations Environmental Issues Appendices 20 Version 1.2 Nov

3 1.0 Introduction This handbook acts as a guide for tenants to provide useful information for their occupation of premises at Nine Edinburgh BioQuarter. The handbook contains details of: Services provided by the landlord, Scottish Enterprise (SE), as administered by their appointed agents Colliers International (Colliers). Issues that should be addressed by the tenant useful contact names, addresses and telephone numbers Whilst the handbook summarises certain areas of responsibility and outlines various building regulations, full details are set out in the lease and in the event of any dispute arising, the lease will take precedence over the handbook. As a tenant, you are responsible for the upkeep of your suite, whereas the landlord is responsible for the common areas, the building structure and common plant. The cost of maintaining the common areas and running services such as security are recovered by way of the service charge. A layout plan of the ground floor of the building is shown overleaf identifying the location of a number of the common facilities including the loading bay and storage area; café and meeting rooms; and the central toilet and shower facilities. SE and Colliers are committed to: Providing a high quality service to tenants. Complying with public sector and SE guidelines when purchasing goods and services seeking to achieve value for money through the constant monitoring of service performance and competitive tendering of contracts. Delivery of SE s low carbon and sustainable development objectives. 3

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5 2.0 Property Management and Key Contact Information The incubator at Nine, Edinburgh BioQuarter exists to support the development of fast growing life science companies. Tenants will find themselves connected to a broad range of business support delivered by Scottish Enterprise and the BioQuarter Commercialisation Team. Additionally every tenant that moves into the BioIncubator will be allocated a single point of contact to ensure they make the best of the business support products available. Scottish Enterprise s support will be embedded in the building, with a broad range of business support in the areas of operations, leadership, innovation, technology, commercialisation, staff training, overseas market development and all aspects of property. The events programme at Nine will introduce tenants to professional services, entrepreneurial leaders, and subject experts, promoting the development of business networks and accelerating company growth. The BioQuarter team will ensure tenants at Nine connect with the science base in and beyond one of the UK s leading R&D locations. Immediate neighbours include University of Edinburgh Colleges of Medicine and Veterinary Medicine; and Science and Engineering, and the NHS Lothian amongst others. More information about Edinburgh BioQuarter can be found at SE have appointed Colliers to act as managing agents in respect of Nine, Edinburgh BioQuarter with the Colliers team consisting of onsite staff in the form of the receptionist and facilities supervisor/banksman. In addition the receptionist and facilities technician/banksman are supported by the wider Colliers network including a surveyor with principal day-to-day responsibility for the property and a facilities manager acting in a support role to oversee building and plant maintenance. In addition Colliers Property Management Accounts team, based in our Glasgow office, deal with the payment of supplier invoices and the issuing of rent and other payment charges. The Colliers team are supported by a variety of maintenance contractors responsible for undertaking ad hoc and routine maintenance at the premises and also by a security contractor, Mitie Facilities Management, who provide out of hours security cover. A schedule of key contacts is shown overleaf. 5

6 PRIMARY CONTACTS Building Receptionist: Trish Lang Tel: Facilities Supervisor: Keith Parker Tel: Mobile: Primary Contact/Building Manager: Ian Boxall Director Colliers International 9 George Square Glasgow G2 1DY Tel: Fax: Mobile: ian.boxall@colliers.com Building Monitoring Service 24hr Security: Tel: SECONDARY CONTACTS Facilities Support: Ian Graham, Facilities Manager Colliers International 9 George Square Glasgow G2 1DY Tel: Fax: Mobile: ian.graham@colliers.com Colliers 24 Hour Facilities Help Desk: Tel: APM.FMHelpdesk@colliers-uk.com Colliers Accounts Clerk: Patricia McNulty Tel: Fax: patricia.mcnulty@colliers.com Utilities Emergency Contacts: Gas: Total Gas and Power Tel: / Electricity: Scottish and Southern Energy Tel: Water: Business Stream Tel: Fire Safety Office - Lothian and Borders Fire Brigade Tel: enquiries@lbfire.org.uk Police - Lothian and Borders Police Tel: enquiries@lbp.pnn.police.uk Owner s Solicitors - SE Legal Atrium Court 50 Waterloo Street Glasgow G2 6HQ TENANT CONTACTS Each tenant should supply the Receptionist with a list of contact names together with their out of hours contact number to enable the management team to contact them in the event of an emergency. The contact names should be employees who are able to respond appropriately when informed of an emergency situation having occurred within the tenant s suite outside normal office hours. Tenants should notify the Receptionist of any changes. Please refer to Appendix A. 6

7 3.0 Services 3.1 Access/Security General: Access to the premises is available to occupiers 24 hours a day 7 days a week. During normal business hours the reception will be staffed and will act as the initial point of contact for all occupiers and visitors. The receptionist will be able to liaise directly with tenants by and telephone when required. Outside normal business hours the appointed security contractor, Mitie Facilities Services, will provide cover at reception as part of their overall duties. All access routes to the building, including the car park barriers and building doors, are linked to a central computerised access control system and are monitored by the security hardware systems and the security and reception staff. A strict security access regime is maintained with proximity access cards being issued to all occupiers, authorised visitors and contractors. All occupiers require security swipe cards to gain access to the main internal doors to the building on all floors. All cards will be programmed for each Tenant s specific requirements. All proximity access cards will be validated by the Receptionist / Facilities Supervisor. Tenants are required to provide the Receptionist with a list of staff names together with their access rights and the Receptionist / Facilities Supervisor will arrange for cards to be validated accordingly. It is the responsibility of tenants to notify the Colliers site staff of any access cards that require to be deactivated or to have the access rights changed due to a change of status of employees, such as employees leaving the company. This is of particular importance in terms of the Landlord s ability to effectively deliver its security obligations. Tenants are advised to have all cards returned prior to the departure of any staff members and to advise the Colliers site staff of the departure date in advance. Tenants who require extra or replacement access cards in addition to the base number provided when they take up occupation will be charged a fee of 10 per card. Tenants are responsible for the security of their own suites and for the integrity and maintenance of their own perimeter security and access control systems. Landlord s security staff will not be responsible for securing and patrolling tenants suites. It is therefore advisable to have a security/access control system in place. All fire escape exits at ground floor level will be alarmed and linked to the common intruder alarm system, but internal fire doors from the stairs will not. Out of Hours Access: An out of hours register will be maintained at the front reception desk to record the names and numbers of staff remaining in the building or entering the building after core hours to act as a register of those who are present within the building should there be a fire evacuation. The procedures noted below should be followed: Tenants should assist in the management of the building by completing the out of hours register located at the ground floor reception desk when arriving to work outside normal office hours. They must also return to complete the register when leaving the building. This applies to anyone working in the building as well as visitors. If staff are already in the building and they require to work late, they must notify the ground floor reception staff. (Core Office Hours are 08:30 Hours until 18:00 Hours). The details required are name, company, floor level and direct telephone number. All staff must notify reception when they are leaving the building to enable the out of hours register to be maintained accurately. Visitors: All visitors to the building are required to report to reception. Tenants should provide the reception team with details of all pre-arranged visitors at the earliest opportunity to minimise any delay in the visitor being received. Visitors to the building must be accompanied and wear a visitor s badge, which will be issued at reception, at all times within the building. Visitors are not permitted access outside normal business hours without the relevant authorisation from their host. There are a limited number of visitors parking spaces (4) and these must be booked in advance via Building Reception. Communal Facilities: The communal facilities within the building include reception, tea preparation area, toilets, showers and the break out space within the ground floor café. These are available for the use of all tenants. In addition the café area will be open for use by other users of the Edinburgh BioQuarter. All occupiers must treat these facilities with respect and ensure that they leave the facilities as they would wish to find them. Any maintenance issues arising should be reported to the onsite management staff who will take responsibility for attending to these. There a total of 40 individual lockers located adjacent to the shower facilities on the first and second floor. These are available for tenants on demand however when demand exceeds the available number of lockers these will be available on a pro-rata basis. The building management team will retain spare keys for the lockers and replacement keys will be made available at a cost of 5 per key. 7

8 Deliveries Delivery companies must report to reception using the intercom at the entrance barrier and the Receptionist/Facilities Supervisor will direct them as appropriate, taking into account the nature of the delivery including liaising with the tenant company for whom the delivery is being made to ensure safe receipt of goods by the tenant themselves. If contact cannot be made with a representative of the tenant company the Receptionist/Facilities Supervisor will accept receipt of deliveries if they are available and an message will be sent to the tenant accordingly. In this situation tenants should arrange to collect the deliveries as soon as possible by liaising with the Receptionist/Facilities Supervisor. Delivered goods which are not immediately collected by tenants can be stored in the loading bay storage areas on a short term basis only. This also includes temperature sensitive deliveries which may be stored in the communal fridge/freezer on a short term basis only prior to collection by a tenant representative. SE/Colliers accept no liability for incorrect storage of temperature sensitive goods if the Receptionist/Facilities Supervisor are not previously advised of the nature of the goods being delivered and their storage requirements. In exceptional circumstances when neither the tenant not the Receptionist/Facilities Supervisor are able to take delivery of an item then the delivery company may be turned away. For larger delivery vehicles this will entail the Facilities Supervisor fulfilling the dual role of banksman in the delivery area. Wherever possible, tenants are requested to provide details of all delivery companies used by the tenant and to ensure the operatives display corporate identification on their person when entering the building. Tenants are requested to notify reception staff of all known visits by delivery companies each day where possible. Deliveries should, ideally, take place during normal hours. If deliveries are expected outside normal hours, we request that the onsite management staff be advised of the anticipated delivery time. Standard mail items will be delivered to the building reception and distributed to individual tenant s post boxes adjacent to the ground floor lift lobby for collection by tenants. 3.2 Reception Services General The reception area will be staffed by a dedicated receptionist during normal office hours to provide on-site assistance to tenants as appropriate and greeting and assisting visitors to the building. The receptionist s role includes: Informing appropriate person on arrival of visitors. Dealing with car parking arrangements for visitors. Directing visitors and tenant staff to information (e.g. where to get services, local travel information etc.) Telephone answering services including answering calls in the name of tenant companies, transfer of calls or taking messages, including recording of these services as necessary for invoicing purposes. Acting as first point of contact for tenants for building maintenance issues. Dealing with mail management. Day to day responsibility for and care of the Reception area and all other central services equipment. Managing social and meeting space bookings Meeting Rooms The building benefits from 4 meeting rooms each with audio visual facilities which are available for usage by building occupiers. 2 of the rooms can be joined to form a larger meeting space and can be laid out in either meeting or lecture room format. Meeting room 4 has an intelligent whiteboard and meeting room 1 has video conferencing facilities. Booking of the meeting rooms should be arranged through the building reception staff who can also provide training on the use of facilities. A schedule of up to date charges for usage of the various facilities can be obtained from the building reception Vending Machines There are vending machines located in the café area providing drinks and snacks for use by all tenants Other Common Facilities There are a variety of additional common facilities for the use of occupiers of the BioIncubator as follows: Freezers the freezer room has 4-80oC freezers with 2 lockable compartments in each freezer. Each compartment has a capacity of 244 litres. Each freezer is alarmed and linked to the main Building Management System and has the capability of providing CO2 backup facilities for 18 hours. These will be available for use by occupiers of the Bio Incubator on a first come first served basis with no more than one freezer being available for any one tenant and will be managed by the building receptionist. Additional charges apply for freezer usage and up to date charging information can be obtained from the building reception. Autoclaves/Glass Washing there are common autoclave facilities and glass washing facilities for the use of occupiers of the BioIncubator. Access to these facilities will be controlled by tenants programmable access swipe cards. Ice Making Machine there is a common ice making machine located within the autoclave/glass wash room for the use of occupiers of the Bio Incubator. Gas Supplies individual occupiers will have responsibility for their own specialist supplies of gas. The BioIncubator lab units incorporate lockable gas cabinets and three ring mains for gas distribution. A separate gas bottle storage area is provided within the loading bay storage area for spare and empty gas bottles. 8

9 Liquid Nitrogen there are storage facilities for liquid nitrogen in the main building storage area. Individual occupiers will have responsibility for maintaining their own supplies. Access to the storage facility will be controlled by Building Management and access will only be allowed on completion of appropriate training. Emergency Generator an Emergency Generator provides power in the event of a utility power failure. All lighting, power, heating, water & ventilation systems will operate as normal during a utility power failure. However, the building comfort cooling will not be energised. A short break in supply (approximately 20 seconds) will be experienced following a utility power failure and on re-instatement and tenants may therefore wish to ensure that any critical data is protected by their own CPU battery backup ICT Services & Protocol The building benefits from a modern integrated Information and Communications Technology infrastructure and provides tenants with a central IP telephony system, Local Area Network (LAN) and Wireless Local Area Networks (WLAN), Network Services and Secured Storage. Please note the following details of each of these services. Central IP Telephony System (Ground Floor ONLY) The Central IP Telephone System is provided to the serviced offices and laboratories on the ground floor. There are a number of features of the system some of which some are subject to acceptance of an additional cost including: Call hold, transfer and retrieve Direct dial inward System speed dial Voic Call forwarding Class of service Remote/Home Working Individual call billing Central reception for call handling Telephones are provided throughout the serviced laboratories and offices for tenant use, if your requirements are over and above what is supplied it is your responsibility to procure the additional services/hardware direct. If you require any assistance in sourcing a supplier please contact us and we will endeavour to provide you with a list of appropriate suppliers. Local Area Network (LAN) There is a single Tenant LAN infrastructure in place which is segmented into multiple VLANs, each supporting an individual Tenant LAN which services: Tenant PCs Tenant Servers Tenant analytical equipment. All active equipment for the Tenant LAN is located in the common IT room, access can be granted on a case by case basis and under emergency with the supervision of Building Management Personnel. The connection to the VLAN will incur a cost for an engineer to deliver on the bespoke requirements by the individual tenant. If the tenant chooses to connect and manage this process direct a charge will be incurred to ensure the appropriate processes are followed. Details on the cabling infrastructure and design can be provided upon request. Wireless LAN (WLAN) A wireless network service is provided in the following areas: Café Reception Meeting Rooms The WLAN only provides connectivity to the internet, no other connections are permitted restrictions are set in place from the Firewall. The policy for using the WLAN is displayed on a splash screen when connecting and would ask that you relay to your employees and visitors to adhere to this policy. The WLAN filters all requests through a proxy server which will restrict access to certain web sites. Network Services The Landlord is able to offer as part of the IT services High Speed Internet Access which is available now and on the basis the appropriate orders are made by the Tenant, the service could be made live within 7 working days of placing the order. The service will provide a fast, reliable, highly secure and with no contention ration which can cause intermittent issues common in an ADSL connection. Subject to availability the service can be scaled to meet your requirement and adjusted to meet business demands through your period of occupation. 9

10 Secure Storage In the common IT room there is an availability of secured cabinets allowing tenants to house network equipment such as servers. The IT room is secure access controlled and fully air conditioned, there is a room based UPS System and the storage units are 10u with dimensions of 800mm wide by 800mm deep. Use of IT services All of the above will be subject to each tenant completing an order form confirming acceptance of terms and conditions. This order form will be on the basis of each tenant s individual requirements and will set out the costs which will be payable by the tenant. In order to assist tenants in deciding what IT service they would like to procure a more comprehensive list of the services that can be delivered is available upon request including a questionnaire asking specific questions related to what your potential requirements are for IT functionality. 3.4 Waste Disposal SE and Colliers are committed to reducing the amount of waste disposed of into general landfill waste as part of their overall sustainability objectives. Waste types are broadly categorised as follows: General waste Recyclable waste Specialist & clinical waste It is important that different waste streams are not cross contaminated and tenants should take particular care in this regard to ensure that the correct bins are utilised. Any queries should be directed to the Facilities Supervisor or Building Manager. 3.3 Parking of vehicles & bicycles The building benefits from a total of 156 numbered car parking spaces adjacent to the building, 8 of which are designated as disabled parking spaces and 4 visitor spaces. 2 of the car parking spaces have provision for electric car charging. Any tenant wishing to make use of the car charging points should arrange use through the building receptionist. In addition there are 8 motorcycle parking spaces. Disabled and visitors spaces are for general common usage and are not designated for the use of any particular building occupier. The use of disabled and visitor spaces will be allocated by the building receptionist on a day to day basis. Access to the car park area is controlled by a secure card operated barrier. The allocation of car parking spaces for each tenant will be as set out in their lease document. All users of the car park must ensure: - Speeds are kept to an absolute minimum so the safety of all personnel is maintained at all times. The maximum speed within the car park is 5 MPH. No maintenance work or fleet maintenance work of any kind on any vehicle is to be undertaken whilst in the car park. Access routes are not blocked and that all directional signs and traffic notices are adhered to at all times. Adherence to the one way system. There are a limited number of visitors parking spaces and these must be booked in advance with Building Reception. In addition there are 40 covered bicycle parking spaces. Bicycles must be parked in the bike racks provided and will be available on a first come first served basis. Cyclists must be responsible for securing their own bicycles. General Waste There is a designated area for refuse storage adjacent to the loading bay of the building. General waste from tenanted areas must be taken to the refuse storage and collection area by the tenant or their agents/contractors and deposited in the appropriate storage container. This must be undertaken on a daily basis. Thereafter waste will be removed by a licensed waste contractor by arrangement through Colliers. Recyclable Waste We encourage all tenants to segregate any waste that is recyclable into the separate bins provided. In general terms the materials which will be recycled will be as follows: Paper Cardboard Plastic Bottles Aluminium Cans Recyclable waste from tenanted areas must be taken to the refuse storage and collection area by the tenant or their agents/contractors and deposited in the appropriate storage container on a daily basis. Tenants are advised that any recyclable waste which is contaminated by other waste types may result in the recyclable waste going to landfill instead of being recycled. Tenants are therefore requested to encourage all new employees, and regularly remind established employees, to correctly dispose of all other materials. 10

11 Specialist Waste In general terms, specialist waste may include: Clinical waste (including needles) Sanitary waste Hazardous waste streams air filters / fluorescent tubes Pressurised containers. All specialist waste streams are to be removed from site by Colliers or their sub-contractors. If tenants require any specific specialist waste removal (for example sharps boxes or pressurised containers) then the Facilities Supervisor must be informed so that the waste can be disposed of by an approved contractor. Additional charges may apply for the disposal of specialist waste. 3.5 Cleaning Colliers have implemented a cleaning regime which includes the following services. Cleaning of all internal and external common areas. Supply of washroom consumables. Cleaning of all internal common windows and external windows. Waste management and recycling If occupiers require cleaning services within their suites Tenants will be obliged to use the Landlord s appointed contractor who will provide these services at additional cost to be paid by tenants direct. Costs can be provided on request. The Facilities Supervisor will also be on site to undertake a variety of general cleaning and basic maintenance tasks such as: managing waste recycling; washroom consumable replenishing; shower room cleaning and maintenance; routine and reactive cleaning within the common parts. 3.6 Building Maintenance Responsibilities for building maintenance will be as set out within your lease. External and common area repairs are the responsibility of the building owner. If any tenant becomes aware of any building maintenance issues these should be notified to the building receptionist or security. If, for any reason, reception or security are not available concerns can be escalated to the Building Manager or Secondary contacts as noted on the contact sheet on page Transport Facilities Access to the site is available: By Road Edinburgh BioQuarter is situated adjacent to the A7, one of Edinburgh s arterial routes heading south from the city centre. The BioQuarter is situated 2 miles from the Sheriffhall Roundabout at the A720 City Bypass, which provides easy access to the A1 to the east, and M8, M9 and M90 motorways to the west. Edinburgh city centre is 3 miles north of the BioQuarter. A total of 156 car parking and motorcycle parking spaces have been provided adjacent to the building including 8 designated disabled car parking spaces By Bus There are eight bus routes to the adjacent hospital site, all of which run a regular service throughout the day from Edinburgh City centre with journey times of approximately 15 minutes. The bus routes are 8, 18, 21, 24, 33, 38, 48 and 49. Shawfair Park & Ride, located close to the Sheriffhall Roundabout at the A720 City Bypass, offers a 750 space car park and 5 minute bus journey to the site. For further information regarding routes and timetables please check The reception area includes a real time bus information facility By Rail Edinburgh is served by two mainline railway stations, Waverley and Haymarket, covering the entire UK network. There are 23 daily services to London, average journey time is 4hrs 45mins. If travelling by public transport, the BioQuarter is a 15 minute bus journey from Edinburgh Waverley Station. For further information regarding timetables and general rail enquiries please check By Air Edinburgh Airport is approximately 11 miles to the west of the BioQuarter. Scotland s largest airport, it provides direct access to over 100 European destinations including London, Amsterdam, Paris, Munich & Stockholm, major hubs for the Life Sciences sector. There are also direct daily flights to New York. For further information regarding flights to/from Edinburgh please visit By Bicycle Edinburgh has an extensive network of cycle paths throughout the city, following both traffic free and standard vehicular routes. For further information and ability to download maps, highlighting the extent of cycling routes, please visit: There are 40 covered bicycle parking spaces. Bicycles must be parked in the bike racks provided and will be on a first come first served basis. Cyclists must be responsible for securing their own bicycles. 11

12 As part of their commitment to encourage the use of a variety of means of transport, SE have established a Travel Plan for Edinburgh BioQuarter. This sets out to encourage staff located at the site to consider schemes such as car sharing and to promote cycling and public transport. It is intended that a programme of regular monitoring of travel patterns will be established involving annual staff and visitor travel survey. 3.8 Building Facilities Details of the building services and controls including heating & ventilation system, lifts, hot & cold water systems, lighting and other technical information are provided within the technical handbook which can be made available to tenants upon request. 12

13 4.0 Fire Safety & Bomb Threat Procedures Introduction The safety of all staff, visitors and contractors whilst on the site is extremely important to SE and Colliers. To assist you in formulating your emergency procedures to meet statutory requirements, the following is enclosed for your guidance: Information sheet (to be completed and returned) (Appendix A). Fire and Emergency Evacuation Procedures (Appendix B). Template Personal Emergency Evacuation Plan (Appendix C) Fire Warden Feedback Form (Appendix D) Further information or advice can be obtained from the Facilities Supervisor. Your co-operation would be appreciated in all matters relating to safety in an effort to maintain a safe working environment. The need for good liaison between tenants and building management staff is essential to ensure the safe day to day running of the building from a fire safety point of view. Tenants must ensure that all staff are aware of the emergency procedures within the building and are in no doubt with regards to their responsibilities and actions should an emergency situation arise within their tenancy. If any of your employees or visitors are disabled you must take account of this in your emergency procedures and appoint a buddy to them. SAFETY MUST TAKE PRIORITY On hearing the fire alarm all tenants must leave the building, in this situation all fire doors within the building will fail safe into a closed position. Colliers are responsible for managing fire drills, fire alarm tests and of the building fire alarm system. They are also responsible for co-ordinating evacuations from the building during fire alarm activations or other similar emergency. Each tenant is responsible for the safe evacuation of all staff and visitors from within their suites and for cooperating fully with Colliers in this regard. The building s Fire and Emergency Evacuation Procedures are attached as Appendix B. A Personal Emergency Evacuation Plan (PEEP) should be in place for anyone who may have difficulty evacuating the building safely and quickly, for example due to a mobility issue or sight impairment. A template PEEP is enclosed at Appendix C. Temporary waiting areas are provided at the landings of all stairwells where communication is available. This communication panel will be checked & the emergency services informed that somebody is located within the building awaiting assistance. Staff working outside normal working hours must notify security/reception staff of their location. Lone workers within Laboratories should notify Reception/Security that they are in the building & where they are located. Contractors working outside normal working hours must notify the Reception/Security Officer. Fire Exits There are three dedicated common emergency escape exits from the building (see plan at Appendix B). All designated means of escape must be kept clear and free of goods, refuse or other obstructions at all times. Temporary obstructions will not be permitted at any time. Emergency Evacuation Assembly Points In the event of an evacuation of the building, each tenant will be responsible for ensuring their suite is clear of staff and visitors. The most effective means of doing this is by ensuring all staff are aware of the evacuation plan, and by using fire wardens to assist the evacuation. On hearing the fire alarm, occupants must leave the building, and assemble at the designated assembly point see Appendix B. This Emergency Assembly point should be communicated to all staff as part of their company induction. This information should also be contained in the fire action notices permanently displayed within the tenant s suite. The purpose of the emergency evacuation assembly point is to concentrate all employees and visitors within your care at a safe distance away from the building so that they are within easy communication distance of each other, your company fire wardens and the Fire Precautions Officer(FPO)/Facilities Supervisor). All tenants must remain at the Assembly point to ensure that emergency services have a clear access to the building and must remain there until the Emergency Co-ordinator indicates that it is safe to return to the building. Fire Warden & Deputy Fire Wardens Each tenant will nominate a Fire Warden. A deputy Fire Warden should also be appointed where appropriate for companies of sufficient size. Deputies should be appointed at a ratio of 1 for every 30 employees. Tenants must keep the Fire Precautions Officer (FPO)/Facilities Supervisor advised immediately of any changes with these nominated individuals. It is the tenant s responsibility to ensure that their Fire Warden and Deputies are appropriately trained. The principal duties of the fire warden are to:- Take appropriate and effective action should a fire occur Ensure that escape routes are available for use Identify hazards in the workplace Record & report their observations 13

14 If a fire is discovered a fire warden should: Ensure that the alarm is raised, i.e. break the nearest break glass in the area and notify as many people as possible, Evacuate personnel from the building or area involved, Check that any staff or visitors with disabilities are assisted as planned, Do not attempt to fight any fire, even if trained to do so. When the evacuation signal is heard, the fire wardens should ensure that everyone leaves the area as quickly and calmly as possible. Electrical equipment should also be turned off if possible. Laboratory gases should also be isolated if possible. There is a yellow isolation switch in each lab to switch off power in laboratories. When the area for which the warden is responsible has been evacuated, a rapid, methodical search should be undertaken to ensure that no one remains in storerooms, toilets or similar areas. The fire warden should then go to the assembly point and take part in the roll call procedures. The fire warden should ensure that nobody re-enters the building until given the all-clear by the Fire Brigade Officer in charge. During a practice exercise this will be the FPO/Facilities Supervisor. All fire wardens have an important role to play in their fire risk assessment. Any changes to work practices or modifications to existing processes may introduce unforeseen problems. Similarly, changes in procedures may result in the introduction of additional sources of ignition or different types of combustion materials. Any hazards that may be perceived should be reported to the FPO/Facilities Supervisor who should consider them, in light of the fire risk assessment, at the earliest opportunity. Fire Alarm Testing Weekly tests will be undertaken each Friday at 10.00am. The audible fire alarm sounders operate as an electronic wailer. If tenants are aware that the alarm cannot be heard in any part of the building they must report it to the FPO/Facilities Supervisor. In the event of a fire, gas cylinders and containers may explode causing significant damage and potential injury. It is important that any gas stored within tenant areas is noted on a plan with information about the type of gas stored and the type of storage container. This information can then be passed to the Fire Brigade in the event of a fire. Gas containers within tenant areas must be stored away from sources of ignition and within the lockable cupboards, provided within each lab. Fire Fighting Equipment Portable fire fighting appliances and signage within common areas of the building will be assessed as part of the Landlords Fire Risk Assessment. The Landlord will arrange for the appliances within the common areas to be inspected and tested as required. In the event of a fire you should not attempt to tackle the fire but should follow the Procedures at Appendix B. Fire Prevention Suggested good practice measures for reducing the risk of fire within office areas are as follows: Clear desk policies adopted All waste removed at the end of each day All electrical equipment is regularly inspected and tested in compliance with all statutory legislation for portable appliances. Avoid the use of multi-point socket adapters Remove charging units and transformers from sockets when not in use. Fire Drills Fire evacuation drills will be undertaken at six monthly intervals, the exact date and time will always be disclosed to your appointed Fire Warden however to ensure fire drills are used effectively this should not be communicated to other staff. It is essential that all building occupiers fully evacuate the building as part of all fire drills. Bomb and Chemical Threats and Other Emergencies In the event of an emergency occurring which requires the occupants to move further away from the building than is acceptable during a fire alarm, secondary or tertiary assembly points may be established at a location which will be determined by the Emergency Services. On site building management will liaise with the Emergency Services and nominated representatives of the tenants. Each tenant is strongly advised to devise their own plan for receiving: telephone bomb threats Fire Risk Assessment Each tenant is responsible for the safety of their premises and staff. In the case of occupiers with more than five employees the tenant is obliged to produce a Fire Risk Assessment for their suites. A copy of this must be provided to the Building Manager. This will ensure that any conflicts between the various Fire Risk Assessments can be properly assessed. notification of a bomb threat from another source discovering a suspected explosive device It is essential that any plan incorporates informing the on-site building management staff and the Building Manager to ensure the whole building is considered when devising a response plan. 14

15 In the event of a threat being received by the staff representing the landlord, the Police will be immediately notified and the Emergency Co-ordinator will notify the key personnel representing the tenants and request an immediate briefing. The Colliers Emergency Co-ordinator / Building Manager will decide, where time and circumstances permit, on the course of action to take after consultation with the Police and the tenant s representatives The decision to evacuate will be taken after considering the safest means of evacuating the building quickly against the perceived threat where time and circumstance permit. 15

16 5.0 Health & Safety 5.1 Introduction Each tenant must take responsibility for the health, safety and welfare of their own staff, anyone visiting their premises and those who may be affected by their work practices including other occupiers and users of the building. Under the Health and Safety Legislation, any person who has control over a workplace or business operation must take reasonable care not to cause harm to anyone who may come into contact with those activities. This includes direct employees, employees of others, visitors, contractors and members of the public. To fully co-operate with Colliers in the effective management of on-site health & safety arrangements and with any reasonable request from Colliers to make improvements or changes to your fire and health & safety regime Provide the Colliers Building Manager with details of your on-site health & safety representative. 5.3 Responding to an Emergency If an emergency should arise, such as a fire or bomb threat, it is important that all staff are able to respond correctly and promptly to such situations in accordance with Section 4 above. 5.2 Responsibilities for Health & Safety The key responsibilities for Colliers are highlighted below: To undertake risk assessments periodically Comply with all relevant legislative requirements that are in force at the time Ensure that common areas and all plant and equipment are maintained in a safe condition Undertake regular checks and assessments of common parts to ensure that the health & safety arrangements remain effective Ensure that any hazards identified within the common areas are properly controlled and that any defects are rectified promptly Liaise with all tenants to ensure that they are aware of health & safety issues affecting their business, and to bring any changes in local procedures or regulations to their attention Control third party service providers working in the building to ensure compliance with health & safety requirements The key responsibilities for tenants are highlighted below: Fulfil your obligations to meet all current statutory health & safety requirements applying to your business To ensure that any area under your control is properly maintained, and that no hazards exist which could affect the health and safety of your staff or others. Ensure that any work activities undertaken do not present risks to other persons who use the building Inform Colliers immediately of any health and safety problems or hazards including notifying the Building Manager of the intention to use, store or transport any noxious, dangerous or hazardous materials within the building or external storage areas. In this regard the Colliers on site staff will circulate a register of hazardous materials to be updated by tenants on a regular basis. 5.4 Accidents The reporting and monitoring of accidents is a vital step in the successful management of health and safety. Tenants will need to make sure that they have formal procedures in place to record and investigate accidents, and where necessary to report to the relevant enforcing authority, as required by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR). In addition, to assist Colliers in meeting its own health and safety objectives, each tenant must: Report all accidents that happen in common areas to Colliers Building Manager. This will help identify and remove any hazards that may be present. Adopt any reasonable measures or recommendations that are identified as being necessary following an accident investigation. This should help to prevent similar accidents in the future. 5.5 First Aid Trained Staff Each tenant must appoint a First Aider and/or Appointed Person as appropriate, as required by health & safety regulations, and keep Colliers advised of these individuals names. 5.6 Smoking In compliance with legislation within the UK, smoking is not permitted anywhere within the confines of the building. All staff and visitors must comply with this requirement. In the interest of good estate management, and in the interest of promoting an aesthetically pleasing and professional environment to occupiers and visitors alike, smokers should not smoke near entrances to the building. Tenants are expected to inform their employees and visitors of these requirements and to co-operate in enforcing these. 16

17 5.7 Children Children are not permitted within the building unless they are accompanied with a parent or guardian on legitimate business within the building and remain supervised at all times and only in exceptional circumstances. Reception staff will record the details of any visitor or staff member entering the premises in the company of a child and will require to make enquiries as to the nature of their visit and to remind the parent or guardian of the requirement for complying with this requirement. Children arriving for work experience within any of the occupied floors must also be accompanied by an adult at all times. However, work experience children must be subject to a specific risk assessment undertaken by the tenant and this risk assessment must take into account their access and egress from the building and movement within the common areas of the building and as such the tenant is required to provide a copy of that risk assessment to the Building Manager. 5.8 Animals Animals are not permitted within the building unless they are guide dogs for the blind or hearing dogs for the deaf. 17

18 6.0 Contractors & Alterations The Colliers Building Manager requires to be fully aware of any work being undertaken within the building which may affect the common parts/systems and, or the other occupants of the building. It will therefore be necessary for the Building Manager to obtain a full written scope of work, method statement and risk assessment prior to any proposed work being undertaken except in the case of emergency. It is advisable that the tenant provides an appropriate period of notice where possible, to ensure that any delay in obtaining consent to proceed is kept to an absolute minimum. The Building Manager will require the following information as part of the normal notification process: Name of contractor s company. Name of operative(s). Precise details of work together with method statement and risk assessment. Details of all equipment to be used. Area where work to be carried out. Details of any special access arrangements. Commencement/completion date of work Timescale/duration of works. Depending on the nature of the works additional information may also be required and a formal Licence for Works may also be required. All contractors visiting site to undertake work on behalf of the landlord or tenants will be required to sign in on a daily basis. 18

19 7.0 Environmental Issues Introduction SE recognises its responsibility to the environment and is committed to taking positive steps to address the environmental impact of its business operations which will be achieved through good environmental management. SE has established a variety of policies covering sustainable procurement, environment management and sustainable development. Nine, Edinburgh BioQuarter has been designed and built with environmental considerations in mind and has achieved a BREEAM rating of Very Good SE and the occupiers of the building must work together collaboratively to maintain and, where possible, improve the environmental performance of the building and retain the existing BREEAM rating. Specifically this will include: Sharing of data in relation to consumption of utilities Sharing of data in relation to waste production and recycling Co-operation in formulating and delivery energy efficiency strategies Co-operation in developing and implementing waste reduction strategies Considering energy efficiency ratings and suitability for purpose when replacing equipment Ensuring cleaning and maintenance contracts are aligned with the principles of sustainability Undertaking fitting out, alteration and refurbishment work in accordance with the principles of sustainability and reflecting the existing BREEAM rating Encouraging staff to car share, use public transport or cycle to work 19

20 8.0 APPENDICES APPENDIX A : Tenants Out of Hours Contacts form APPENDIX B : Fire Emergency Procedures and Muster Point Location Plan APPENDIX C: Personal Emergency Evacuation Plan (PEEP) APPENDIX D: Fire Warden Feedback Form APPENDIX E : Tenant Handbook Guide receipt form 20

21 APPENDIX A TENANTS OUT OF HOURS CONTACTS Please provide details of your organisation s key-holding personnel who can be contacted in the event of a serious incident occurring within your suite or one which may seriously impact upon your business operation. The order of the contacts names should be listed in the order of who should be contacted first etc. Please provide their out of hours contact telephone number and a mobile number if applicable. The listed personnel should have unrestricted access to all locations within your suite. Note: This information will be treated as confidential and used only for the purpose of contacting representatives of your organisation in the event of an emergency relating to your suite. Contact No. Name Company Telephone Number Mobile Number Please notify the Building Receptionist immediately as and when any key holder changes occur 21