The following Rules and Regulations shall apply, without exception, to all Contractors unless specifically exempted in writing by Vanderbilt Office Properties, as agent for W-V PP Owner VIII, LP (Owner).
Violation of these rules and regulations may result in work stoppage by the Property Manager. In all cases, the needs and hours of the building’s customers (Tenants) will govern.
- Start-up
- Contractor shall notify Property Manager in writing prior to the start of any construction.
- All construction shall be scheduled with the Property Manager and Chief Engineer.
- Any work, which disrupts tenants in the building, shall be scheduled and performed at night or on weekends outside regular business hours of 7:00 a.m. to 7:00 p.m., Monday through Friday.
- Prior to start of construction, Contractor shall obtain the following documents and submit them (or copies as applicable) to the Property Manager:
- An executed construction contract with W-V PP Owner VIII, LP and Vanderbilt Office Properties as agent for Owner or an executed contract with a Tenant that has an executed lease with the Owner.
- Building permits from the City of Austin or a demolition permit, if demolition is to start prior to construction.
- Insurance certificates in the amount, and in the names of the parties, in accordance with Vendor Insurance Requirements Memo for Contractor and all sub-contractors.
- Construction documents approved by the Owner / Owner’s Agent and Tenant.
- If the project is design built, prior to start of any mechanical or electrical work, mechanical and electrical plans must be submitted to the Owner / Owner’s Agent for review. A minimum of five (5) working days is needed to review plans.
- A list of all Subcontractors with contact names and telephone numbers where they can be reached during normal business hours and after hours should an emergency arise.
- A construction schedule for review and approval that includes the start and completion dates of all major sub-trades and identification of all lead items.
- Contractor is responsible for examining the conditions of the space prior to the start of construction.
- A walkthrough with the Property Manager of all common areas to be accessed during construction is required to ascertain condition of common area finishes prior to the commencement of construction. Contractor will memorialize in writing to Property Manager any existing damage.
- All asbestos notification should be made to the Property manager, appropriate parties, and agencies prior to construction.
- Parking
Parking for all construction personnel must be arranged prior to the commencement of work, and will be provided in designated areas only. Vehicles in unapproved areas will be subject to citation and towing without notice. Any costs assessed by the parking operator are the sole responsibility of the Contractor. - Construction Hours
Normal business hours are Monday through Friday from 7:00 a.m. - 7:00 p.m. The following work must be performed after-hours unless given prior approval by building management:- Demolition
- Coring
- Shooting of studs into the deck and slab
- Drilling into the deck for mechanical fasteners
- Testing of the fire life safety systems
- Any use of volatile organic compounds
- Any work that will interfere with the occupants use of, Quiet Enjoyment and access to/from the building
- Security
Authorization for access into an occupied tenant space after- hours, must be provided by the tenant (if contract is between Contractor and tenant) or approved in advance by the tenant, in writing, and delivered to Property Management no later than 3:00 p.m., the business day prior. - Construction Methods and Procedures
- A project superintendent shall be assigned to the project while work is being performed and shall be responsible providing access to subcontractors and for securing the site at the end of each work day.
- Construction materials and equipment shall not be stored in any common area without prior written approval of the Manager.
- No welding, soldering or burning with an open flame shall be permitted without a Hot Work permit, issued by Property Management. Fire extinguishers shall be provided by the Contractor and shall be on hand during open flame operations.
- The Building has a return air plenum and as such, any cabling installed therein is to be a “Plenum Rated” cable or “Teflon” cable. Standard cable is acceptable only when completely enclosed in conduit (from origin to termination). All cabling must be suspended from the deck above by wires independent of all other trades. In no instance should any cable be tied off to any other trade including, but not limited to, the following: sprinkler heads or pipe, electrical conduit, HVAC ducting, or ceiling grid wires. All wiring is to be held 12” above ceiling and supported per code. In no instance should cable be left lying on ductwork or on the ceiling grid.
- All penetrations must be sealed with approved materials. During the work performed, the Contractor shall be responsible for the safety of the occupants and workmen, and shall protect the same as required by law and OSHA.
- Contractors requiring access to the roof must notify Property Management 24 hours in advance. The Chief Engineer will supervise access to the roof. There shall be no penetrations of the roof or installation of radio or television antennas or satellite dishes without the prior written approval of the Property Manager. The original roofing contractor or contractor of choice by the Property Manager shall perform all flashing, counter-flashing and roofing repairs.
- All “as-built” drawings are the responsibility of the Contractor and shall be submitted to the Property Manager or Construction Manager within 30 days of project completion. It is the responsibility of the Contractor to see that the location of life / safety devices be up to date on “as-built” drawings.
- The Contractor is responsible for all patching and replacement of finishes affected by tenant improvement work.
- Contractor is responsible for reinstating the services curtailed during tenant improvement work, including lighting, HVAC, and electrical.
- Industry standard first aid equipment must be provided by the General Contractor and is to remain on site at all times during construction.
- All electrical panels must be properly labeled and identified. The Contractor must provide an updated electrical panel schedule, and panel schedules must be shown on "as-built" drawings.
- Any work that affects the building systems, such as fire/life safety, plumbing, electrical, and HVAC, must be scheduled in writing with the Building Management Office at least 24 hours in advance of the work being performed.
- Fire / life safety tests must be scheduled forty-eight (48) hours in advance with the Chief Engineer and the Property Manager.
- Drywall and material should at all times be stacked over beams. Live loads must not exceed designed ratings.
- Chief Engineer and Property Manager shall be notified of any security system being installed in a tenant space, including the name of the vendor monitoring and servicing the system, and the pass code. Building Management shall be included on the monitoring vendor’s notification list.
- Property Manager shall be notified of any electronic access card system being installed in a tenant space.
- Demolition - Disconnect all electrical and plumbing (if any) prior to demolition. All abandoned phone lines, plumbing supply and waste lines, air conditioning ductwork, electrical conduits, etc. are to be removed. Coordination with Chief Engineer is required prior to the disconnection of services or work relating to Building Systems.
- A written request approved by the Property Manager, with at least forty-eight (48) hours notification, is required to schedule the services listed below:
- Elevator usage
- Sprinkler / fire / life safety shut down
- HVAC shut down
- Access to the site after normal business hours
- Major deliveries and tenant relocations
- Trash removal operation
- Security detail
- Any work/activity not performed during normal business hours
- Work involving asbestos containing materials.
- Electrical shut downs
- Plumbing shut downs
- Elevators
- Construction personnel should minimize elevator usage during to the extent possible during business hours.
- All stocking and deliveries must be performed after hours (7:00 p.m. - 7:00 a.m.). Any problem with the elevators should be reported to Property Management immediately.
- Contractor may not hold the elevator on floors except for the time required to load or unload the materials. Property Manager or Chief Engineer may designate a specific elevator car to be used exclusively by construction personnel.
- Arrangements need to be made with the Property Manager or Construction Manager for the delivery of oversized items that will not fit into the elevator. If these items must ride on top of the cab, or cause the cab hatch to be removed to accommodate them, the elevator mechanic must be on site to aid the contractor. Fees for this service will be paid by the Contractor.
- UNDER NO CIRCUMSTANCE SHOULD DEBRIS BE SWEPT INTO AN ELEVATOR PIT.
- CONTRACTOR WILL BE RESPONSIBLE FOR CLEANING ELEVATORS AFTER EACH USE INCLUDING TRACKS.
- Any damage caused by Contractor use will be billed to the Contractor.
- Housekeeping
- Construction personnel shall behave in a professional and dignified manner. Inappropriate behavior or dress will be reported to the Contractor for redress. Loud, abusive, or profane language will not be tolerated. No radios are allowed on the construction site.
- Contractor shall provide carpet / floor protection for all construction requiring the Contractor’s use of lobbies, elevators or common areas in accordance with the following standards:
- 1/4-inch Masonite panels taped to the floor, all corner edges and joints shall be anchored to provide safe and “trip free” transitions
- Carpet masking
- Walk-Off pads must be placed at the entrance to all construction areas.
- Restroom washbasins shall not be used to fill buckets, make pastes, wash brushes, etc. If facilities are required, arrangements for utility closets shall be made with the Property Manager or Chief Engineer.
- Contractor shall be responsible for touch up of paint to repair any damage during construction, and/or testing. Contractor shall be responsible for repair of damage caused by Contractor and/or the Contractor’s subcontractors.
- Contractor shall be responsible for daily removal of all trash and debris from the job site. At no time shall the building dumpster be used for disposal of any trash or debris. Contractor must coordinate the delivery and removal of trash dumpsters with the Chief Engineer.
- Food and related lunch debris shall not be left in the construction area or in the building and shall be immediately and properly be disposed of by the Contractor
- All construction areas shall be kept broom clean / mopped at all times. Contractor shall detail clean all affected areas at completion of project (or prior to tenant move-in).
- SMOKING IS PERMITTED ONLY IN THE DESIGNATED SMOKING AREAS. Employees of contractor or subcontractors found smoking in the building or outside of the designated smoking areas may be asked not to return to the site.
- Alcoholic beverages, drugs or any other controlled substances are not to be brought into or consumed in the building.
- Material Safety Data Sheets (MSDS) for all applicable products and materials must be signed, dated and submitted to Vanderbilt Office Properties prior to delivery to the premises. NO ASBESTOS containing materials or products will be used on or at the property.
- Restrooms
- Construction personnel may not use restrooms located in a tenant suite. Any malfunctions should be immediately reported to Property Management.
- Any cost to repair damage to the restrooms by Contractor or its Subcontractors will be the responsibility of the Contractor.
- Lobby
- The main lobby of building may not be used for the staging or loading of material or equipment during business hours.
- Fire / Life Safety System
- All work on the life / safety systems and the fire sprinkler system must be coordinated with Chief Engineer at least 48 hours prior to commencement.
- Contractor shall at no time, or in any event, perform any work that causes the fire / life safety system to alarm.
- At no time shall the life / safety systems be disabled without the Chief Engineer present.
- Overtime costs associated with after- hours work involving disabling of the life / safety systems may be billable to the Contractor.
- When any work is to be performed in proximity to the elevator lobbies or return air ducts, precautionary measures must be taken to protect smoke detectors from dust and paint over spray. The use of gas powered air compressors in these areas is prohibited.
- Project Superintendent shall be responsible for removing all smoke detector covers prior to departing the site each day.
- NO PORTION OF THE FIRE / LIFE SAFETY SYSTEM SHALL BE DISABLED WITHOUT PRIOR KNOWLEDGE OF THE CHIEF ENGINEER.