landlord tenant agreement

A&E Landlord-Tenant Agreement



A&E Building 041 Landlord-Tenant Agreement

June 6, 2008



This Landlord-Tenant Agreement sets forth the division of responsibilities for the management of the Administration and Engineering Building between BSD, the landlord for Building 041, and the departments and work groups, including BSD, that occupy the non-common areas of the building. The purpose of this agreement is to ensure that the responsibilities for work authorization, inspections, emergency preparedness and facilities management as detailed in the Building Manager Program Manual are assigned and performed for all physical space in the A&E Building. The building manager serves as the point of contact for all activities that affect the conventional facilities and provides oversight for ES&H requirements related to the non-programmatic facilities and activities in A&E. The building manager will nominate and the tenants agree to staff an appropriate number of assistant building manager positions. Assistant building managers may assume full responsibility for building management in the absence of the building manager. The tenants and their management representatives of Building 041 are as follows: BSD – Doug Kreitz Advanced Accelerator Research - Bob Siemann Advanced Computation Department – Cho-Kuen Ng Beam Physics - Yunhai Cai Accelerator Technology Research: Sami Tantawi Document Control – Olaf Muller DOE Site Office – Paul Golan Human Resources – Lee Lyon Medical – Maria Gherman ETS Administration – Nancy Matlin Assignment of Responsibilities (by area and by function) By Area Common Areas, Conventional Facilities, Outside Area: BSD Building Manager The building manager is to carry out all of the building management responsibilities for the common areas, conventional facilities and outside areas. Common areas are those areas of A&E that are available for use by all the building’s occupants, and include the main building corridors, stairways, rest rooms, conference rooms and the vending room. Conventional facilities include the building structure, exterior walls, roof, permanent interior walls, floor coverings, suspended ceiling, paint, electrical power to and including lighting and wall



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A&E Landlord-Tenant Agreement



receptacles, HVAC, domestic water, sanitary drains and fire protection. Movable partitions and furniture are not conventional facilities. Outside areas include the landscape area outside but adjacent to and associated with the building, entry sidewalks, A&E Parking Lot, Medical generator and enclosure, etc. Tenant Areas: Tenant and Building Manager The building manager and the tenants share the building management responsibilities for the tenant areas as described below. Tenant areas include every square foot of building space that is not a common area. The conventional facilities within the tenant areas are the responsibility of the building manager and therefore excluded from the tenant’s responsibility. By Function Work Authorization      Maintenance or routine tasks: building manager or tenant if tenant requested work. If others are affected, the tenant should notify the building manager. Construction: building manager Area Hazard Analysis: building manager External inspections and surveys: building manager



Inspections The building manager is responsible for conducting annually a Workplace Compliance Assessment, as described in ES&H Manual, Chapter 33, Line Management Self-assessment, of the conventional facilities in the tenant areas and documenting all findings not corrected on-the-spot in CATS. Tenants are responsible for conducting annually the Workspace Compliance Assessment on their space and documenting all findings not corrected on-the-spot in CATS. Tenants are to notify the building manager in advance of these inspections to allow the building manager the opportunity to participate. The building manager must ensure that all the physical space within A&E has had an annual Workspace Compliance Assessment.



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Emergency Preparedness  The building manager will prepare and keep current the A&E Facility Emergency Plan which includes the essential emergency information the building’s occupants need in the event of an emergency. The building manager will train the building Emergency Response Team. The tenants will provide personnel to staff the building Emergency Response Team. The tenants will familiarize their staff of occupant responsibilities and recommended actions during various emergencies as prescribed in the Facility Emergency Plan.



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A&E Landlord-Tenant Agreement



Facilities Management    The building manager is responsible for the common areas, the conventional facilities, and for the overall facilities management of the building. The building manager is responsible for the required building signage. Tenants are responsible for office occupant signage. Tenants are encouraged to submit routine maintenance service requests (i.e. burned out lights, HVAC adjustments) directly to Facilities. For more extensive repairs, tenants should notify the building manager. Tenants are responsible for maintaining assets other than conventional facilities, such as landscape partitions, furniture, etc. Tenants should report maintenance issues in common areas to the building manager for action. Projected modifications or improvements to tenant areas should be discussed with the building manager, preferably in the early planning stage. Projected changes in space configuration or utilization within tenant areas should be discussed with the building manager, preferably in the early planning stage.



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This agreement is acknowledged by the following parties:



________________________________________ Landlord -



________________ Date



________________________________________ Building Manager - Rick Challman



________________ Date



________________________________________ BSD - Doug Kreitz



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________________________________________ Advanced Accelerator Research - Bob Siemann



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________________________________________ Advanced Computation Department - Kwok Ko



________________ Date



________________________________________ Beam Physics - Yunhai Cai



________________ Date



________________________________________ Accelerator Technology Research - Sami Tantawi



________________ Date



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A&E Landlord-Tenant Agreement



________________________________________ Document Control – Olaf Muller ________________________________________ DOE Site Office - Paul Golan



________________ Date ________________ Date



________________________________________ Human Resources - Lee Lyon



________________ Date



________________________________________ Medical - Maria Gherman



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________________________________________ Operations Directorate & Planning Office - Lowell Klaisner



________________ Date



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