Tenant Handbook

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  1. About
    1. Welcome
    2. Owner, Manager and Leasing Agent
  2. Commuting Information
    1. Driving Directions
    2. Waltham & Alewife Shuttles
  3. Building Management
    1. Bay Colony Property Management Office
    2. Important Phone Numbers
    3. Rent Payments
    4. Holidays
    5. Lost and Found
  4. Building Services
    1. Base Building Services
    2. Special Services
    3. Building Service Requests
    4. Fitness Center
    5. HVAC Systems
    6. Recycling
    7. Office Keys
    8. Customer Communication Contacts
    9. Rita's Cafe and Catering
    10. TV/Communication Services
  5. Policies and Procedures
    1. Miscellaneous Policies
    2. Customer Alterations
    3. Smoking
    4. Deliveries
    5. Housekeeping and Material Storage
    6. Moving Procedures
    7. Parking at Bay Colony
  6. Customer Solutions
    1. Overview
    2. Cleaning Services
    3. Repairs and Maintenance
    4. Security and Life Safety
    5. Space Improvements
    6. Green Services
  7. Green Operations
    1. Mission Statement
    2. Recycle
    3. Additional Recycling
    4. Green Services
    5. Resource Conservation

Housekeeping and Material Storage

STANDARD MATERIALS

These guidelines are intended to outline best practices for housekeeping and material storage in commercial office buildings. These guidelines do not relieve any party from their responsibilities of complying with federal, state or local ordinances and codes which may exceed these guidelines.

General

  • Smoking is prohibited in all storage areas.

  • Customers are responsible for disposal of trash and to maintain housekeeping standards.  Trash shall not be staged in common areas.

  • No materials shall be stored in electrical or telecommunications rooms or closets.

  • Customer storage shall be allowed only in designated areas.

  • Storage of material and supplies shall not block walkways, access corridors, stairs, emergency equipment or exits.

  • Storage of material shall be in stable piles or on racks or shelves designed for the weight of the material being stored.

  • Customers must coordinate any temporary storage or staging of materials in common areas with Bay Colony Management.

  • All material must be stored so as to maintain at least 18 inches of clearance between the top of the stored material and the deflector of the sprinkler system.

Designated Storage

  • Designated storage areas, where provided, shall be for general storage of materials typically found in office environments, such as office supplies, computer equipment, limited amounts of furniture and similar items.

  • Hazardous/controlled materials shall not be stored in general customer storage.  See the Hazardous or Controlled Materials section below for more detailed information.

  • Designated storage areas shall not be used for conduct of business or for process equipment operation.

  • Designated storage areas shall be arranged as to provide visual access to the area by Bay Colony Management.

  • Customers are responsible for maintaining designated storage areas neat and clean, including pest control where applicable.

 

HAZARDOUS OR CONTROLLED MATERIALS

Definitions
Hazardous or controlled materials are generally defined as those having properties that are a physical hazard such as toxicity, corrosiveness, flammability, reactivity, or are regulated because of environmental or health hazard concerns, or are classified as hazardous by the Federal OSHA Communication Standard, 29 CFR 1910 subpart “Z” or the ACGIH threshold limit values for chemical substances and physical agents in the work environment (latest edition).

Reporting Policy
All customers/contractors shall report all hazardous/controlled materials used or stored within customer space to Bay Colony Property Management at least annually, or whenever a change in the type and/or quantity of the materials change. 

Prior to commencement of any work, contractors shall furnish Bay Colony Management with a Hazardous/Controlled Material Storage Questionnaire, listing all chemicals intended for use or necessary to the completion of his/her contractual tasks.  Additionally, the location of where the Material Safety Data Sheets will be maintained and copies of any permits and/or registrations shall be provided to Bay Colony Management.  

Existing Hazardous or Controlled Material
All areas of Bay Colony have the potential for containing hazardous or controlled materials. Information regarding specific areas may be obtained by contacting Bay Colony Management.  Bay Colony Management will furnish customers or contractors with information applicable to their leased space and/or work areas, upon request.

Employee Training
It is the responsibility of the customer and contractor to provide their respective employees with information, training, and essential safety equipment relative to hazardous chemicals or materials in their work areas at the time of their initial assignment and/or whenever a new hazard is introduced into their work area.

Storage and Transfer of Hazardous or Controlled Materials
Bay Colony Management must review and approve all proposed storage areas for hazardous or controlled materials.  Bay Colony Management reserves the right to require specific storage area arrangements including special containment, ventilation, fire protection, construction or other considerations.

Methods of storage, use and handling of hazardous or controlled materials shall be in accordance with applicable federal, state, and local regulations and/or with the manufacturer’s instructions.  Prior to storage, Bay Colony Management shall conduct a survey of the proposed area to identify active or inactive floor drains or other passages through which spills could be transported.

Bay Colony Management must review and approve the transfer route of materials from the designated storage area to the point of use.

Dispensing of hazardous or controlled materials shall not be done in common areas or other areas not specifically approved or equipped for dispensing.

Operating Procedures
Customer/contractors owning or using the materials shall be responsible for compliance with applicable federal, state, and local laws, ordinances, and regulations applicable to the use, storage, and disposal of hazardous materials as defined in applicable federal, state, and local laws, ordinances, rules, and regulations.  This includes any permits and/or other reporting requirements. 
Customers/contractors shall also ensure compliance with the following Bay Colony chemical safety operating procedures:

  • Flammable and combustible liquids are to be stored in approved, fire-rated flammable liquid cabinets inside the building.  If approved, fire-rated flammable liquid storage cabinets are not available, customer/contractor shall ensure that flammable and combustible liquids are removed from the building when not in use.  All containers shall be clearly labeled.
  • Customer/contractor shall ensure that flammable and combustible materials are used with extreme caution when near possible ignition sources.
  • Hazardous chemical containers are not to be stored directly on the floor/ground.  Secondary containers or baffled trays are to be used to ensure containment of potential spills.  Additionally, spill control kits and trained personnel to handle spills shall be provided by customer/contractor owning or using the materials.
  • All chemical containers utilized by the customer/contractor shall be labeled in accordance with state and federal regulations and have a sticker affixed identifying the customer/contractor by name and emergency phone number, chemical name and hazards associated with the use of the material.
  • All work performed with the following materials (i) Toxic Chemicals, (ii) Glues, (iii) Urethanes, (iv) Epoxies, (v) Oil Paint, Lacquers, etc. (vi) Any other product containing petroleum distillates or which emits a strong or offensive odor] must be scheduled and approved in advance with Bay Colony Management.  Depending upon the material, work location, time of day, outside temperature, etc., the appropriate ventilation precautions as listed below shall be implemented.
    • Proper ventilation shall be provided to minimize large concentrations of fumes generated from the materials.
    • Air handling equipment or other building ventilation systems may need to be arranged to minimize the transfer of fumes generated from the materials.
    • It may be necessary to complete the work during non-business hours.
    • It may also be necessary to implement a temporary ventilation system connected directly to outside air.
  • Chemicals of any type are not to be discharged or released into any sewer drain, placed in trash containers, or emptied onto the ground.
  • All unused chemicals and/or chemical containers and related waste products are to be removed by the customer/contractor and disposed of in accordance with applicable local, state, and federal regulations.
  • Customer/contractor shall notify the Boston Properties Control Center, at (877)-297-4411, in the event of any chemical spill or leak in order to initiate required emergency responses, proper notifications and clean-up procedures.  Chemically contaminated debris resulting or arising from actions of the customer/contractor (i.e., sand, gravel, dirt, concrete) are the responsibility of the customer/contractor and are not to be disposed of without notification to Bay Colony Management.
  • Customer/contractor shall report the location of any/all observed unlabeled chemicals/materials to Bay Colony Management.

Consumption of food and beverage is prohibited in areas designated for the storage of hazardous/controlled substances.