thank you to everyone at boma calgary for the opportunity ... · thank you to everyone at boma...

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Thank you to everyone at BOMA Calgary for the opportunity to be a part of the Excellence

Annual Awards. At TransCanada we value the relationship we have with the BOMA community

and look forward to growing our connection over the coming years.

The BOMA Excellence Awards are committed to celebrating the successes of industry leaders

and inspiring members to achieve even greater levels of accomplishment. Similarly, as one of

the province’s leading electricity suppliers, TransCanada continually strives for higher levels of

achievement. Our western power group has built a reputation for providing Alberta industry

and businesses with competitive prices, unparalleled market knowledge, straightforward

contracting and tailored customer service.

We are proud to support the BOMA Excellence Awards and share in BOMA Calgary’s recognition

of companies and individuals whose efforts continually raise the bar of industry excellence.

We wish you the best on your award submission.

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A. Rules and Regulations a) Eligibility Requirements b) Submission Guidelines

B. Mandatory Documents

C. Tenant and Customer Relations

D. Conservation / Sustainability

E. Environmental / Health & Safety

F. Emergency Preparedness / Security Standards

G. Management Office / Training

H. Bonus Section a) Community Impact b) Above and Beyond

I. Building Presentation J. Judges Scoring Summary

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ELIGIBILITY REQUIREMENTS Industrial Building (or Park)

Building must be at least 1 year old from the date of occupancy of the first tenant, as of January 31, 2014.

One to two storeys in height, with more than 1% and less than 50% office area with a focus of business in manufacturing, distributing and other industrial uses.

The building must have a loading dock, roll-up or sliding rear door for loading, with no common area lobby or corridors except for utility and/or fire equipment access rooms.

Building must have been managed by present incumbent (Management Company) for at least 1 year at time of the submission deadline.

See Call for Submission Registration Form for further TOBY category eligibility requirements.

SUBMISSION GUIDELINES

Certification Certification must be renewed every three years to ensure that the standard of excellence is maintained. Entrants are advised that standards may be revised or enhanced in subsequent years, therefore re-certification should not be assumed. Certification is valid for a three year term as long as the property management firm does not change. Note: Any building receiving a local award at the time of certification is eligible for re-certification every three years. New Management Where a building/facility has been certified in the past, or is expected to be entered for certification, a submission will only be considered following a minimum of one year under new management.

They are for loading, with no common area lobby or corridors except for utility and/or fire equipment access rooms.

The building must be managed by the present incumbent for at least 1 year at the time of the submission deadline.

Building Presentation & Mandatory Document Review A mandatory building presentation and document review will be scheduled for your building shortly after the submission deadline. A member of the Judging Team will contact the Property Manager in advance to book a mutually agreeable date and time for a site visit.

The submitter will have a maximum of 3 hours to showcase the building and mandatory documents to the judges during the scheduled visit.

The Judging Team will require:

Meeting Space (boardroom or office will suffice)

Full set of mandatory documents, as outlined in Section B, either available online for review prior to the judges’ arrival or available at time of the visit.

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Building Presentation o Tour guide must be very familiar with building systems and areas.

Note: While not mandatory entrants in past awards have provided a slideshow presentation to the judges outlining information about the property. This has proven to be helpful for both the entrants and the judges in identifying key elements in the scoring guide and getting a better understanding of the building/property. As the judging tours take place in March you are also encouraged to submit seasonal pictures of the building(s).

SUBMISSION FORMAT

Limit the response to each section as outlined (10 pt. Arial Font). Additional material will not be considered. Submissions can be delivered: By mail, or hand-delivered to: BOMA Calgary Suite 120 4954 Richard Road SW Calgary, AB T2R 1E6 By email, to: [email protected] Mandatory documents can be submitted online once you are granted access. Submission Deadline Formal submissions must be received at the BOMA Calgary office by 4:00 p.m. February 25, 2013

mailto:[email protected]

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In addition to the detailed submission in the subsequent sections, the following documents must be available for the Judge’s verification, either online or during the scheduled visit to the building. For details on online submission for these documents, see Section A.

Any documents deemed not applicable to a building will not count towards the total score (ex: if a building does not have elevators, it can still achieve a full score in this section even though the elevator logs were not submitted). Ensure that you note if a mandatory document does not apply to your building. All relevant documents must be signed off by the entrant prior to submission. Should any of the applicable documents listed below be omitted from the submission, the entrant will be disqualified and no further submission material will be reviewed.

Note: if the document was uploaded to the online system, they need not be made available at the onsite verification. Any documentation not uploaded due to size or security concerns must be available at time of onsite review.

The following items are mandatory: Online Tour

Building Information o Cover sheet, including the following:

Building Name and Mailing Address TOBY Category Year Built Building Owner Building Management Company

Building Description o Summary of the physical description of the building(s) and

property. o Maximum 1,625 characters (approximately 250 words).

Photographs o One photograph of the building’s exterior. o One photograph of the management team responsible for

daily management of the building. o High resolution (minimum 300 dpi). o 4'' x 5'' color. o JPG or JPEG format. o To be submitted via email or on disk. o

Building Standards o Building Name o Number of Floors o Total Building Sq. Ft. o Office Area Sq. Ft. o Retail Area Sq. Ft. o Warehouse Area Sq. Ft. o Manufacturing Area Sq. Ft. o Other Area Sq. Ft. o No metric measurements. Area will be rentable area of the building using the

BOMA/ANSI Standard Method for Exterior Wall Methodology. o One paragraph each, describing the following:

Landscaping Building Identification Signage

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Utility Distribution Communications Distribution Elevators (if applicable) HVAC Distribution System (warehouse/office) Fire Life Safety Systems Loading Dock & Parking Exterior Building Description (type of façade, windows, roof, etc.) Emergency Generator/Back-up Power (if applicable) Ceiling height and clear ceiling height Truck/rail access (e.g. Truck drive lane width) Design flexibility Any distinguishing elements etc.

Online Tour N/A

Tenant Manuel

Tenant Work Order System o Include 12 month tracking record

Emergency Preparedness Plan o Fire o Disaster o Pandemic

Sustainability Plan

(Annual roof inspection, building caulking, exterior paving, etc.

Proof of MSDS Compliance

Elevator Maintenance Log

Occupational Health and Safety Meeting Minutes

Annual Fire & Safety Compliance Testing

Submission Requirements: (for documents that are not already pre-fabricated, ex:

Building Standards):

10 pt. Arial Font

8.5” x 11” paper

One or more buildings, comprising a total project, one to two stories in height, with more than 1% and less than 50% office area.

Scoring Guide

All documents present, either online or at time of visit. Total Point Score (2 points each) ______/24 Judge’s Signature____________________ Print Name________________________

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A well-maintained and professionally-managed facility should have satisfied tenants and/or customers. Provide a summary describing the approach to maintaining good Tenant/Customer Relations and use examples for demonstration purposes. Indicate if tenant and/or customer satisfaction surveys were conducted including the frequency and the date the last survey was completed and the results. Provide evidence of the major findings and the actions that management took to share results, alleviate concerns and problems, and to ensure that acceptable and “popular” procedures and activities were maintained. Mandatory Documents:

Tenant Manual

Tenant Work Order System

Submission Requirements:

Maximum single side of 8.5” x 11” paper

10pt. Arial font.

The following may be submitted to help support your description of the above: o Up to two newsletters. o Up to three photographs reflecting the events/amenities being described.

Scoring Guide

Tenant Relations (Internal Policies, e.g. move in/move out, conflict resolution, customer

service)

Tenant Survey, Results Tenant Survey Action Plan (within the past 2 years)

Tenant Retention Strategy (ongoing relationship building with tenant contact)

Tenant Services (communications/ newsletters)

Building or Business Park Identification signage

Total Point Score (1 point for each) ______/6 Comments: ________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________

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Provide a description of the programs and measures taken to conserve energy at the building.

Building Staff Education Describe any programs in place to educate building operations staff, property manager, leasing agents, and other personnel about the importance of methods for energy conservation. This may include encouraging or requiring participation in BOMA energy Efficiency Programs, Webinars, pursuing industry certification and professional development programs.

Building Operations and Maintenance Describe your building maintenance procedures and how they contribute to energy conservation. This should include consideration of the following: preventative maintenance programs. Include a description of energy-conserving projects completed or scheduled to be completed in next 12 months (ex: interior/exterior lighting upgrades, landscaping upgrades, installation of occupancy sensors, irrigation upgrades, annual roof maintenance programs etc.). Describe and quantify the savings to the owner and to the tenants when projects and programs have been implemented to reduce energy. Include graphs demonstrating reduction and savings where possible. All graphs should be combined into a single PDF. List any certifications and awards you have received that relate to energy conservation. Mandatory Documents:

Sustainability Plan/ Exterior Building Maintenance Plan or Program


8.5” x 11” paper

10pt Arial Font

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Company goals/targets in place for reducing energy

Energy efficient projects in place or intent to commit within 36 months (ex: solar panels,

lighting retrofits, energy efficient roofing) Tenant Awareness

Building Staff Education

Building Operations and Maintenance Procedures (frequency of inspections, contract

follow up, checklists) Tracking/Benchmarking of utility consumption and comparison year over year, showing results /savings

Equipment Maintenance Logs (Preventative Maintenance Schedules and Completion Logs)

Green Landscaping

Total Point Score (1 point for each) ______/8 Comments: ________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ ___________________________________________________________________________ ____________________________________________________________________________________

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Provide a summary of policies and procedures the building uses to meet or exceed environmental and health & safety regulations. Include things such as:

Accessibility for handicapped or disabled tenants/visitors

Storm water management

Hazardous waste management

Asbestos management (if applicable)

Emergency clean-up procedures

Pandemic preparedness

Evidence of WHMIS training and compliance

Fall Protection Plan Describe measures taken to ensure that tenants/customers in the building are able, and are encouraged to, participate in environmental programs. Mandatory Documents:

Proof of MSDS Compliance

Elevator Maintenance Log (if applicable)

Occupational Health and Safety Meeting Minutes Submission Requirements:

8.5” x 11” paper

10pt Arial Font

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Scoring Guide

Environmental Management Plan/Manual

Tenant Compliance

Asbestos Management Plan

Health and Safety Plan

Procedures (Staff & Contractor) (e.g. Hot work permits, spill control procedures/containment kits, roof waivers):

List examples: __________________

__________________

__________________

EH&S Committee (Record Keeping, Display Board with postings)

Equipment (e.g. Protective gear, eyewash station) List examples:

____________________

_____________________

WHMIS Compliance

Roof Top Management Plan & Inspection

Fall Protection Plan

Total Point Score (1 point for each) ______/13

Comments: ________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________

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Provide a summary of procedures, policies, and programs for Life Safety, Fire, Disaster and Security standards. You can include the table of contents from your emergency management and security standards manuals. Include where in the building these policies/procedures are located. Include how, when, and how frequently fire and evacuation drills are conducted. Describe the training that is provided to both building staff and tenants for emergency situations, including recovery procedures. If the building works with local first responders and conducts live training, explain how this is accomplished. Provide a summary about your Business Continuity Plan / Pandemic Plan and - if drills are conducted - how they are documented and communicated. Mandatory Documents:

Emergency Preparedness Plan o Fire o Disaster o Pandemic

Annual Fire & Safety Compliance Testing



10pt. Arial font

Scoring Guide Evacuation Procedures Evacuation Drills for Tenants

Emergency Systems Records/Log Books Business Continuity Plan / Pandemic Plan

Emergency Equipment (PPE, first aid/trauma kits) Communications Equipment (cell phones) Key Control Policies/Procedures Staffing (proof of training and licenses)

After Hours Access Control Plan

Total Point Score (1 point for each) _____/9 Comments: ________________________________________________________________

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Management Office: Describe the procedure for managing and tracking building contracts, budgets, and drawings in the management office. Include where these policies/procedures are located.

Training: Provide a building-specific staffing organization chart of the building management staff.

Describe ongoing training programs for both on-site and off-site building personnel. Examples could include:

Seminars

Completed in-house training and continuing education

Designations

Participation in professional organizations and team building Provide information on how this is managed and tracked for all personnel. Indicate changes that have been implemented within the past 12 months, as well as planned changes for the next 12 months. Submission Requirements:


10pt. Arial font

Scoring Guide

Contract Administration

Budget Management/Tracking

Building Drawings

Building Staffing Organizational Chart

Staff Development (ex: succession planning, skills, upgrading, retention, seminars,

professional development, personal growth, mentoring, team building efforts)

Training (Job specific, tracking of required courses and certifications, formal job descriptions.

Industry/Internal Awards & Recognition

Staff: Existing Professional Designations/Qualifications (can be included in Building Staffing

Organizational Chart)


Comments: ________________________________________________________________ _________________________________________________________________________

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a) ABOVE & BEYOND This category is an opportunity for entrants to showcase how they are leading the industry by developing and implementing programs that are above and beyond the industry standard (e.g.: organic programs, etc.). Describe each program, including why it was initially developed and/or implemented. Explain what constitutes each program as being above and beyond. Submission Requirements:

Maximum three single-sided 8.5” x 11” paper

10pt. Arial font

Scoring Guide

BOMA BEST Certification

o Include a copy of the building’s official certification letter. o The status of the entry will be confirmed by BOMA Calgary.

Program Name: _____________________________________________________________

Program Name: _____________________________________________________________


Comments: ________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________

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b) CUSTOMER IMPACT

Provide a written description of the building management’s impact on the community and how efforts in this area have helped make the property a benefit to the local community. Include examples of the following:

Tenant Christmas gifts

Stampede or community breakfasts/lunches or events

Tenant focus groups

Annual tenant meetings If the impact can be quantified as additional income for the community or charitable event or has some type of savings associated with the impact, please describe. Notes: The submission should reflect activities as they relate to the building/property specifically - not the company's activities - and how long programs have been in place. This section should be utilized to describe services specifically related to the community outside the building. For services related to tenants or customers, please refer to Section D. Submission Requirements:

Up to three attachments may be included to help support your description of these activities/programs.

Maximum single side of 8.5” x 11” paper (not including attachments)

10 pt. Arial Font

Scoring Guide

Jobs Created/Community Involvement

Local Community Outreach

Amenities to the Community

Recognition


Comments: ________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________________ __________________________________________________________________________________

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Judges will review the Building Description and Building Standards provided in Section B prior to visiting the building. Scores will be derived from the criteria provided to the judges, based on the overall presentation of the building. The Building Presentation will be scored based on the overall presentation of the property’s existing features rather than the presence of the “latest and greatest”. Considerations will include cleanliness, maintenance of fixtures, and the general presentation of the building. NOTE: In order to be eligible to receive a Certificate of Excellence, entrants must score at least 3 out of 5 in the Building Presentation portion.

Scoring Guide

1 = Poor/Unacceptable 2 = Below Average 3 = Good 4 = Above Average 5 = Excellent

Total Point Score: ______/5

Comments: ________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________

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A minimum of 70 points must be earned to be certified.

Judges to verify the following: B. Mandatory Documents 24 ______ min. 23 to qualify

C. Tenant and Customer Relations 0-6 ______ D. Conservation / Sustainability 0-8 ______ E. Environmental / Health & Safety 0-13 ______ F. Emergency Preparedness / Security Standards 0-9 ______ G. Management Office / Training 0-8 ______ H. Bonus Section – Above & Beyond/ Customer Impact 0-7 ______ I. Building Presentation 0-5 ______ min. 3 to pass

TOTAL 0-80 _______

Judge’s Signature Print Name