Welcome The staff of State Services Organization (SSO) welcomes you to the Hall of the States. Conveniently located just blocks from the U.S. Capitol and Union Station, the Hall of the States is home to many Washington offices of the fifty states, U.S. territories, and associations of state officials. State Services Organization, which manages the 225,000 square feet of office space that make up the Hall of the States, is proud to offer a broad range of services to more than 95 organizations. SSO was founded in 1976 as a joint venture of the Council of State Governments, the National Conference of State Legislatures, and the National Governors Association. Our mission is to provide our affiliates with superior service at competitive prices achieved through economies of scale. Appreciating that time is a scarce commodity to many of our affiliates, we strive to offer a comprehensive range of services. These include a full-service library, 14 conference rooms, a print shop, Internet access, a mailroom, desktop publishing, Blast faxing, and state-ofthe-art telecommunication services. As tenants of State Services Organization, you have access to a fitness center, fine dining restaurant, convenience store, dry cleaner, and bank with automated teller machines. Our building services staff assists you with all your construction and building maintenance issues, allowing your staff to focus on the needs of your organization. Most of our member organizations have been with us for many years. The staff of State Services Organization appreciates that trust and constantly strives to meet or exceed the expectation of our affiliates. We appreciate the time you have taken to learn more about the Hall of the States and State Services Organization. Please feel free to call us to discuss any special needs or questions you may have. This handbook is provided to offer you a quick reference to SSO s services and procedures, including schedules and prices. Please contact specific departments at the numbers given to obtain more detailed information regarding services and procedures. If you have any suggestions regarding other services, please let us know. THE SSO STAFF
SSO Schedule of Services Service Cut-Off Time Schedule Break Room hours Colonial Parking (daily parking) Colonial Parking 24/7 (keycard parking) Colonial Parking (cancel) Congressional document delivery 4 business days before 1st of month 3:00 pm Convenience Copiers 24/7 8:30 am - 8:00 pm 6:00 am - 12:00 am FedEx Express 4:00 pm 7:00 pm final FedEx Express (standard airbill) 7:00 pm final FedEx Ground 4:00 pm 4:15 pm final Contents Welcome Building Services 2 Office Supplies 3 Lincoln Property Company - Property Management 4 Inclement Weather/Building Closures 4 Central Billing 5 Conference Room Rentals & Services 6 Internet Services 8 Library Services 10 Mail and Delivery Services 12 Office Services 13 Print Shop/Copying Services 14 Telecommunication Services 15 Fitness Center (Lincoln Property Company) Mail delivery (SSO tenants) Printing & copying (Extended hours by request) 5:00 am - 10:00 pm Monday-Friday Daily am 8:30 am - 5:30 pm Rent due Service bills due 1st of month net 30 days UPS 3:00 pm 3:30 pm US mail (outgoing) 4:00 pm 4:30 pm Effective July 1, 2010 16
Building Services Wendy Shapiro wshapiro@sso.org 624-8430 Telecommunication Services Towanna Gates tgates@sso.org 624-5480 Building Access. The building is open 24 hours a day/7 days a week. Tenants key cards will access the building anytime. Tenants guests are required to sign in and show a photo ID at the lobby front desk, and they will receive a temporary printed badge to gain access to the building. New Staff Orientation. SSO offers a walk-through tour for new staff summarizing services, contacts, and building amenities. Building Maintenance. SSO will assist with building maintenance issues such as office and restroom cleaning, trash and recycling pickup, carpet cleaning, office temperature adjustments, ceiling bulb replacement, or electrical problems. Please call 624-5490 to report problems. Construction. Remodeling, wiring, and renovation of office space are handled through SSO. An SSO work order form must be completed. All construction must be approved by SSO and Lincoln Property Company prior to work being started. Exercise Facility. The building provides a fitness center on G Level that is open from 5:00 am to 10:00 pm Monday through Friday. Your building access card can be programmed to access this facility. Please contact the SSO Front Desk if you are interested in using this facility. Break Room. SSO provides a break room located on the second floor, equipped with tables and chairs, sink, microwave, ice machine, vending machines with snacks and beverages, and a sitting area with a television. The break room hours are from 8:30 am to 8:00 pm. Parking. 24 hours a day/7 days a week parking is available through SSO at a discounted monthly rate. Monthly parkers carry a key card for access after hours. All requests and cancellations for monthly parking passes need to be made in writing to SSO four business days prior to the first of the month. There is a $20.00 charge for lost, stolen, or damaged cards. The Telecommunications department is located in Suite 237, Hall of the States. We offer a full line of state-of-the-art telecommunication services, including: Local and long-distance phone service Voice mail On-site technical support Calling card services Conference calling services Monthly itemized reports for long-distance calls Training Towanna Gates will be happy to meet with you and your staff to discuss these services and phone features in detail. Monthly Service Fees Tenant 1-19 stations $19.25 each 20-39 stations $17.50 each 40+ stations $16.25 each Monthly Voice Mail Fees Tenant 1-9 voice mail boxes $9.00 each 10-19 voice mail boxes $6.00 each 20+ voice mail boxes $5.25 each Monthly Hand Set Fees Set Model Tenant 6408 $5.65 each 6416 $7.50 each 6424 $7.70 each The following items are billed based on usage: Calling cards Conference calls Long-distance Local service 2 15
Print Shop Val Ogora vogora@sso.org 624-5493 Copying Services For more than two decades, SSO has been providing services to its clients. We continue to offer a complete print solution for our clients needs. We offer a complete range of reproduction services that include black & white, color, and oversize copies, while doing projects ranging from simple, one-page copies to large-volume copying and scans. We upgraded our equipment to provide you with the latest technology and software for all your projects. Our staff is highly skilled and ready to turn your projects around within your timeframe and meet your requirements. Our copiers are digitally networked to give you better quality and resolution in copies. Just provide us with the hard copy originals, artwork on disk or send your artwork via E-mail to our mailbox printshop@sso.org. Our full service print shop offers competitive prices: * Network digital BW and color copies * Bindery services * Print on demand * Shredding services * CD/DVD duplications * Custom Xerox tabs * Scan to PDF files * Oversized posters The department s normal hours of operations are from 8:30 am 5:30 pm M F in suite 237. We are available for overtime hours if your job requires our services (overtime rates apply). We also offer complete in-house finishing services including saddle-stitching, hand collating, folding, trimming, 3-hole punching, binding (velo, GBC), and laminating. We may also provide other service options; stop by or call to discuss your project. Print Brokering Services We have the capability to provide all your printing needs such as letterheads, envelopes, business cards, brochures, etc. with one of our many vendors. We also have the expertise to handle any small to large size printing project you have, anything from one color to promotional items. Call us for competitive bid pricing. Convenience Copy Centers To meet your daily photocopying needs, we have walk-up networked BW and color convenience copiers available 24 hours/7 days a week in rooms 213, 321, and 534. A number is assigned to each user to record monthly usage, which is billed on the monthly SSO service bill. 14 Property Removal. A Property Pass form must be approved by SSO before property may be removed from the building. Forms are available at the SSO front desk. Loading Dock/Deliveries. Tenants must notify SSO when scheduling large deliveries in and out of the building. Building management requires at least 24 hours notice to access the loading dock, which is open from 6:00 am until 11:00 pm Monday through Friday. Delivery of furniture must be scheduled between 6:00 pm and 11:00 pm Monday through Friday or on weekends. Office Moves. Building management requires that office moves be scheduled after 6:00 pm during the week or at any time on weekends. Movers must furnish clean masonite sections to be used as runners on all finished floor areas along the move route to prevent damage to the building. Prior to the move, the moving company must present to building management a certificate of insurance verifying that it has the required insurance coverages. For more detailed information about office move requirements, please refer to the Tenant Handbook at www.hallofthestates.info Office Supplies Wendy Shapiro wshapiro@sso.org 624-8430 State Services Organization has formed a buying group through Miller s Office Products. Through this service, SSO tenants are eligible for special discounts. An on-site sales representative from Miller s is available in the building every Thursday morning. To order directly, call 703-644-2200, ext. 2561, for next-day service. Discount off retail prices On-line ordering available Next day delivery Furniture purchases available Benefits 3
Lincoln Property Company Property Management 347-5203 Lincoln Property Company is the property manager responsible for the operations of the building (heating, cooling, lighting, security, building engineers, landscaping, restrooms, etc.). The Tenant Handbook contains information regarding building hours, building amenities, building access, security, emergency procedures, and other building related policies and procedures. Along with building information, it includes neighborhood information such as local hotels, restaurants, and transportation, including maps of the area. To access the web-based Tenant Handbook, please go to www.hallofthestates.info Please note: Work requests or building issues should be processed through the SSO front desk at 624-5490. Inclement Weather/Building Closures SSO Main Number 624-5490 State Services follows the lead of the federal government when determining whether State Services will be closed, on liberal leave, or closing early. Each office should have their own policy and procedures related to inclement weather. If the building remains open, you still have access to your office even if SSO is closed. If a decision is made to close SSO before working hours, information regarding the closure will be available by calling the SSO main number at 202-624-5490. In the event of an early closure, SSO will attempt to contact each office via e-mail, voice mail or memo. During closures, most SSO services will not be available. However, Internet access and Telecommunications should be available unless service from the provider is interrupted. Office Services Lindsay Baldino lbaldino@sso.org 624-5490 Desktop Publishing State Services Organization produces typeset-quality reports, conference programs, newsletters, and other documents in a wide variety of formats and type styles. These documents can be created from scratch or converted from pre-typed documents, spreadsheets, database files, and graphics made available in hard copy or electronically. SSO also has graphic designers on staff to assist in the production of design and layouts. The cost is $50 per hour. Blast Faxing The department maintains fax numbers for the U.S. House of Representatives and the U.S. Senate. Faxes can also be BLASTED transmitted simultaneously rather than consecutively to members of Congress, increasing the speed at which they are sent to as fast as one hour. Provide SSO with an electronic file or hard copy of what you wish to send. You may send to specific members of a group or committees as well. Prices for this premium service are as follows: 1 page 2 pages 3 pages 4 pages 5 pages House $110 $145 $180 $215 $250 Senate $ 85 $ 95 $100 $110 $115 House & Senate $118 $161 $205 $250 $290 (Check with SSO on the price for premium faxes exceeding 5 pages in length, as well as for the cost of faxing to sub-sets of Congress, such as specific committees.) State Services does not determine whether the building closes. Lincoln Property Company determines whether or not the building closes due to inclement weather. Given the number of news agencies in the building, it is highly unlikely that the building will close, so you should have access to your office suites even if SSO closes. Heating and electricity should not be affected unless service from the provider is interrupted. 4 13
Mail and Delivery Services Val Ogora vogora@sso.org 624-5493 US Mail US mail and interoffice mail is delivered daily by 11:30 am, M F to SSO tenants. All outgoing mail in need of postage should be dropped off in suite 237 or 237B no later than 4:00 pm. Postage is applied and processed throughout the day. Mail slips are available for outgoing mail and billed through the monthly SSO service bills. Mail is picked up from the center at 4:30 pm daily and taken directly to the Post Office. Mass mailings and label affixing services are also available. Affixing Labels Adhesive labels $.07 per label for affixing Processing Mass or Bulk Mailings #10 envelopes $.05 per envelope for each insert 9 x 12 envelopes $.06 per envelope with one insert $.05 for each additional insert Bulk mailing $.05 per envelope Manual sealing $.05 per envelope FedEx FedEx Express and Ground packages processed by the mailroom must be in the department by 4:00 pm in suite 237B. If you are using the standard airbills for Express delivery, the package may be dropped off at the drop box located in suite 237B before the final pick-up at 7:00 pm. Final pick-up for FedEx Ground is 4:15 pm. Remember to register with the SSO Mail Room for the on-line system of fedex.com. This feature of fedex.com gives you inside access to the online shipping system you use every day, helping you gain better control over shipping processes and costs. SSO contracted with FedEx to receive volume discounts that are passed directly on to our customers. UPS UPS packages should be in the center by 3:00 pm for processing. Final pick-up is scheduled at 3:30 pm in suite 237B. Messengers If you are in need of same-day deliveries, SSO arranges for messengers to pick up your package from the SSO Front Desk in suite 237 or by calling us at 624-5490. SSO contracts with local messengers to provide same-day deliveries at competitive rates for you. 12 Central Billing Audrey Williams awilliams@sso.org 624-5488 SSO bills monthly for all services rendered on one itemized statement. Statements for services are distributed to customers by the 15th of each month and payment is due within 30 days of receipt. Each statement should be reviewed promptly and any discrepancies reported to Tyrone Spears at 624-5420. Please do not short pay your invoice without first discussing any questions or concerns with Tyrone. SSO also invoices monthly for rent. The invoices are distributed in advance and payment is due by the 1st of each month. Any questions regarding rent invoices should be directed to Audrey Williams at 624-5488. To ensure the proper posting of rent and service statement payments, please attach a copy of your rent or service statement with payment. 5
Conference Services Erin Henry confservices@sso.org 624-7849 Library Publication Discount Program The following publications offer significant savings to SSO tenants when purchased through the library. Prices are subject to change. With our newly remodeled rooms, we can accommodate meetings of 1 to 75+ people. Organizations renting the rooms can request a wide range of upgraded audio-visual equipment and beverage service consisting of coffee, soft drinks, juice, and bottled water. Special room set-ups and last minute changes must be approved by SSO with at least 24hrs advance notice prior to your scheduled meeting. SSO now offers on-line Meeting Room Manager scheduling software for booking your meeting rooms and services, including A/V equipment, set-ups and catering. Meeting Room Manager (MRM) is easy to use, flexible, and solves your daily scheduling problems with ease. Just go to www.sso.org and click on the link to get started. You may request a Log-in directly from vogora@sso.org to get started. You will be able to view what rooms are available as well as accommodate your meeting room needs. We have a computer available in Suite 237 to check on room availability. You will need to fill out a form on-line with MRM or by hand to specify requests and you will still receive confirmations for the reservation requests. Rooms are opened at the time specified on the form; if you need the room opened early due to your required set-up, please include this in your reservation times. SSO staffs the conference rooms from 8:30 am to 5:30 pm M F. If a client rents a room outside normal hours, pre-arrangements are made prior to your meeting if we cannot accommodate your request to be staffed. All visitors entering the building need to present a photo ID at the building s front lobby entrance. The building requires a list of attendees if they will be entering the building between the hours of 7:00 pm and 6:00 am weekdays, or on a weekend or holiday. If you have more than 20 guests, you must provide us with a list 48 hours prior to the scheduled starting time. Name badges are left inside the room and it is your responsibility to hand them out to your guests down in the building lobby. For any cancellations, charges will be based on the time reserved unless written cancellation is received 2 full working days prior to the start time of the meeting for an SSO tenant, 5 full working days for a non-sso tenant with an SSO customer number, and 3 weeks for a cash customer. If an organization has rented more than one room per day, 10 working days notice is required for cancellation. The requestor is responsible for cleaning and straightening immediately upon adjournment of the meeting. If SSO cleans the room, you will be billed for the cleaning. If catering services are desired, organizations with SSO customer numbers can order food through SSO and charges will appear on their service bill. Cusomers that do not have SSO numbers will need to make their own food arrangements. Publication Retail Price SSO Price Savings CongressDaily AM/PM $ 4,420.00 $ 1,681.00 $ 2,739.00 CQ Today 3,726.00 1,888.00 1,838.00 CQ Weekly Report 3,065.00 1,888.00 1,177.00 Daily Report for Executives (electronic) 2,810.00 Environment & Energy Daily/Greenwire/ Climate Wire/Landletter 4,500.00 916.00 1,584.00 The Hotline 7,661.00 1,485.00 6,176.00 National Journal Magazine 2,250.00 1,066.00 1,184.00 National Journal Package 14,850.00 4,015.00 10,835.00 (all products: CongressDaily, Hotline, National Journal Magazine) Congressional or Federal Yellow Books 515.00 350.00 155.00 Contact SSO for information regarding other online or print subscriptions. Non-SSO Tenants Non-tenants may purchase a library card for $1,100 a year. This allows them access to library resources and services, including the Library Publication Discount Program. Additional services available to non-tenants are: On-line Searches Searches available on Lexis/Nexis, Westlaw, and Factiva Base price - $26.00 per hour, minimum 1/2 hour, plus the cost of the search, which is calculated monthly. News documents - $4.00 each Legal documents - $40.00 each Additional charges may apply for complex searches. Interlibrary Loan $20.00 per item, plus the cost of the messenger (if required) and any charge from the lending library. 6 11
Library Services Charles Walton cwalton@sso.org 624-5485 The Library, located in Suite 237 of the Hall of the States, provides access to a comprehensive collection of print and on-line services. Tenant organizations have access to all library facilities and services between the hours of 8:30 am and 5:30 pm Monday through Friday. Library Services Library Publication and Discount Program (CQ, BNA, Environment & Energy Daily, National Journal, etc.) Lexis/Nexis, Westlaw, and Factiva/Dow Jones searches are available Interlibrary Loan program that allows the SSO Library to borrow materials from other libraries to fill tenants information requests Library Orientation, Tours, and Training Reference Assistance Library Website - www.sso.org/library.htm Procedures Most general reference books may be checked out from the library for one full working day and should be returned by the close of business on the day they are borrowed. The loan period for non-reference books is one week. SSO tenants have access to all library resources in electronic format and databases. Loan period for selected high-use titles including CongressDaily AM/PM, CQ Today, Daily Report for Executives, and all newspapers is 15 minutes. Each borrower must sign out all books, newspapers or other items by using the sign-out sheet located in the library. The borrower is responsible for recording his name, office name, suite number, and date of loan. Borrowers are responsible for clearing their names from the circulation records. 10 Conference Room Rental Rates Tenant Room Room Capacity 1st 3 Hrs/ Add. 1/2 Hr 285, 331, 337A, 337B, 338, 381, 385 10-25 $17.00/$3.00 231, 233, 235, 283, 337A/B, 383 30-50 $32.00/$6.00 233/35, 283/85, 333/35, 383/85 50-75 $50.00/$9.00 Beverage Service Coffee Standard coffee Starbucks coffee For 10 people $15.00 $21.00 For 20 people $23.00 $35.00 For 30 people $35.00 $47.00 For 40 people $47.00 $59.00 For 50 people $58.00 $70.00 For 60 people $70.00 $82.00 For 75 people $87.00 $100.00 For 100 people $116.00 $130.00 Soda $1.00 per 12 oz. can Juice $1.00 per bottle Bottled water $1.00 per bottle Ice Water $5.00 per pitcher $5.00 charge for missing or non-returned bucket and/or ice tong * Pre-arranged deliveries may also be made directly to offices. Audio-Visual Equipment 1/2 day Full day Easel/Flip Chart $10.50 Standing Podium w/microphone $15.75 Wireless Microphone only $25.00 Digital Tape Recorder $35.00 TV with VCR/DVD $21.00 $31.50 Conference Phone in small/med room $31.50 $42.00 Conference Phone in large room $52.50 $78.75 Sound System w/ mics and conf phone $63.00 $78.75 LCD Projector $105.00 Built-in LCD Screen $15.00 Laptop Computer $105.00 Internet Connection w/each configuration $40.00 7
Internet Services Towanna Gates tgates@sso.org 624-5480 The State Services Organization Internet department offers the following Internet services: Web Hosting, Internet access, E-Mail accounts, and VPN access. The Network Administrator for SSO is available from 8:00 am 5:30 pm, Monday through Friday. Description of SSO Services Internet access is provided through Cogent Communications, with an available OC-1 line of 100Mbps. Cogent Communications has a 24-hour support service that works with SSO to ensure Internet connectivity. SSO s network security is provided by Alteritech; SSO and Alteritech work closely together on the SSO Firewall, VPN access, and to ensure tight network security to our Internet customers. SSO s Network Administrator is responsible for the creation and removal of mailboxes, maintenance, access to services, and working with the third party vendors that SSO has contracted with to make sure that our services are providing the best level of support. E-Mail: Microsoft Exchange accounts are created for SSO Internet users. SSO has contracted with Alteritech to filter email accounts to eliminate spam from every mailbox on the Exchange Server. You can access e-mail through Microsoft Outlook client, Web Access, or Outlook Express. To have an account created or removed contact 202-624-5487 or support@sso.org. Internet: Providing secure Internet connection through SideWinder Firewall, with 24- hour support through Cogent Communications OC-1 line. Technical Assistance - Help Desk SSO has a Help Desk Technician from Alteritech who is available from 8:00 am to 5:30 pm, Monday through Friday to provide technical assistance at an hourly rate. Help Desk Contact: 202-624-5487 or support@sso.org Internet Costs Costs of Services SSO Tenants using SSO s mail server: 1 st connection $29.00 2-20 connections $21.50 per user 21+ connections $13.50 per user SSO Tenants not using SSO s mail server: 1 st connection $35.00 2-20 connections $25.50 per user 21+ connections $16.75 per user VPN Firewall Specialist $135.00 1 st User $38.00 2-5 Users $35.00 each 6+ Users $29.00 each VPN Access: This allows you to securely reach your files at the office with an off-site computer. SSO now supports Vista operating system and Mac computers for VPN service. 8 9