DENVER METRO BOMA 2017 2018 TOBY Competition … · 2018 TOBY Competition . Property Information Guide . ... Document use of BOMA floor measurement standard ... listed on a scale

DENVER METRO BOMA

2017 – 2018 TOBY Competition Property Information Guide

The purpose of the Property Information Guide is to serve as an outline to be customized for

your property and used during your presentation to the judging team.

Following completion of your presentation and building tour, members of the judging team may

take their copy of the Property Information Guide with them to use as a guideline and quick

reference when completing the scoring sheet specific to your building.

The following policies established by the TOBY Recognition Committee, and approved by the

Board of Directors, shall be strictly adhered to:

No photographs shall be included.

Graphs depicting the results of outstanding property management, such as energy

savings and/or tenant surveys, are acceptable.

Use standard 8 ½” x 11” copy paper; do not bind; do not place in a notebook; staple

sheets together at upper left-hand corner.

Keep it simple and direct. It’s a tool to be used by the members of the judging team.

DENVER METRO BOMA

2017 - 2018 TOBY Competition Property Information Guide

(Outline)

The outline below represents an overview of the entry requirements that will need to be summarized

in the online submittal at the Regional/International level by buildings that have won the local

competition. For the purpose of the local TOBY competition, this information may be simplified into

bullet points and discussed in greater detail during your oral presentation to the judging team.

I. Building Description and Standards (0-5 pts.)

Building name, owner, # of floors & floor plate sq. footage, # of acres, type of

construction, rentable square footage

Building age & year completed

Floor plan of lobby & site plan or aerial photo

Document use of BOMA floor measurement standard (section from lease), or other

standard, if applicable

Description of lobby, corridor, restroom & typical tenant suite finishes

Description of elevators, utility distribution, HVAC distribution, fire/life safety and

emergency backup systems

Describe certifications/awards

Any special attributes/capital improvements

Budget, Policy/ Procedures Manual (available for review)

II. Community Impact (0-15 pts.)

Jobs provided, amenities to community, blood drives, special events, contributions

(quantify if applicable) and duration of each program

Awards/letters of recognition

Tax impact

Corporate donations/activities if onsite management team personally participated

III. Tenant/Employee Relations (0-15 pts.)

Building’s Work Order Management System

Communication programs informing tenants of building operations issues

Building amenities, i.e. health facilities, childcare, food service

Tenant Surveys, including frequency/results/action plans

Samples of tenant appreciation letters, newsletters

Tenant Handbook

Tenant Appreciation Events/gifts

IV. Energy Conservation (0-20 pts.)

Energy Star benchmarking (include Statement of Energy Performance)

Education of staff/tenants on energy conservation

EMS/BAS Monitoring Systems

Sensor/control calibration

Preventative maintenance measures/ programs

Energy reduction initiatives

V. Environmental, Regulatory & Sustainability (0-15 pts.)

• Environmental/Regulatory programs – Describe a minimum of 7 programs (may

include ADA Plan, IAQ mgmt/testing, storage tank mgmt., generator testing,

hazardous waste mgmt., asbestos mgmt, emergency clean up, pandemic preparedness,

tenant environmental mgmt/compliance or any other not mentioned.

• Waste Management/recycling plan, exterior maintenance plan, green programs

• Sustainability programs – Describe at least 3 (may include policies/procedures for storm water mgmt., green landscape mgmt., integrated pest control mgmt., green cleaning, green purchasing policy, exterior bldg. maintenance plan, waste mgmt., recycling, lamp disposal, water reduction/mgmt., and traffic reduction initiatives or any other sustainability programs not mentioned.

VI. Emergency Preparedness & Safety Standards (0-15 pts.)

• Emergency Evacuation Plan (copy)

• Security Procedures manual

• ADA Plan/AED

• Access Control/Surveillance systems

• Training for staff/tenants

• Business Continuity Plan

VII. Building Personnel Training (0-15 pts.)

• Describe qualifications of building staff

• Professional designations

• Industry certifications or degrees

• Engineers licenses, SMA’s, Refrigeration license

• On-going training programs & continuing education

• Participation in BOMA sponsored events

DENVER METRO BOMA

2017 - 2018 TOBY Competition

Anticipating the Inspection

The judging team includes two property managers and an operating engineer.

Prepare for your informal interview accordingly. You may include appropriate

people from your staff.

While a beverage is a good idea during the interview, do not provide breakfast or

lunch. The judges are congenial, but are there to do the business of judging.

It is a good idea to open by outlining for the judges how you intend to provide the

information they are seeking pursuant to the judging form. Make certain that you

structure your remarks around the judging criteria. Remember that the time is limited

to two hours – it’s best to use as much time as needed, but don’t exceed it. You may

want to plan 30 minutes for your remarks and one hour and 30 minutes for the

building tour. (The larger buildings may require more than two hours).

Have tenant handbooks, emergency procedures manuals, policy manuals, budgets,

etc., available in the room. Be sure to allow enough time for the judges to look

through your manuals.

Expect the judges to ask detailed questions. Often the discussion can get sidetracked

on matters that may even seem somewhat insignificant. It is from these discussions

that you can benefit from some very interesting ideas for improvements to your

property or operating procedures.

Carefully plan your building tour to cover all areas on the inspection sheets. Be sure

to end your tour in a “good final impression” location.

Be sure to have a copy of your Property Information Guide for each judge to take

with them.

Have fun. Brag about your property and don’t be threatened by any questions. No

one knows it all. This is a great opportunity for entrants and judges alike to learn

from their peers.

2017-2018

THE OUTSTANDING BUILDING OF THE YEAR (TOBY)

LOCAL BUILDING JUDGING SHEET

Building Name: __________________________________________ Category: ____________________________

A. Building Inspection

(Carryover from Inspection Form) Pass or Fail ____________

B. Building Description and Standards/ Owners Goals and Objectives Point Scale 0-5

Consider: * Overall Aesthetic Appeal Category Total _____________

* Typical Floor Plans/Building Standards

* Financial Performance/Leasing Performance

* Capital Improvements

* Leasing Performance

* Tenant Satisfaction

D. Community Impact Point Scale 0-15

Consider: * Charitable Organizations/Events Category Total _____________

* Medical/Health Facilities/Community Amenities

* Concerts/Special Events

* Awards/Letters from Local Governments

* Jobs Provided to Community

* Tax Impact

* Parks/Day Care

E. Tenant/Employee Relations Point Scale 0-15

Consider: * Building Amenities Category Total _____________

* Tenant Handbook/Newsletters

* Restaurants/Food Service

* Tenant Parties/Holiday Gifts

* Employee Parties/Recognition

* Blood Drives

* Tenant Surveys & Satisfaction

F. Energy Conservation Point Scale 0-20

Consider: * EMS/BAS Utilization Category Total

* Energy Retrofits and Education

* Preventative Maintenance

* Cost Savings

* Energy Star Score (below 74 = 3pts, 75-84 = 4 pts, 85-94 = 5 pts, 95+=6 pts)

G. Environmental, Regulatory & Sustainability Point Scale 0-15

Consider: * Environmental/Regulatory Programs Category Total

(ADA accessibility, Compliance, IAQ, Generator testing/mgmt,

Storage Tank Mgmt, Hazardous Waste, Asbestos Mgmt)

* Sustainability Programs (storm water mgmt, or green programs such as

cleaning, landscape, purchasing, Waste mgmt/recycling, water reduction)

H. Emergency Preparedness & Security Standards Point Scale 0-15

Consider: * Emergency evacuation training/drills Category Total

* Security Manual (if applicable)

I. Building Personnel Training Point Scale 0-15

Consider: * First Aid/CPR Category Total

* Professional Designations/Organizations

* Seminars/Courses

* MSDS/Hazardous Materials

* Operational/Policy and Procedures

POINT SCALE 0-100 TOTAL POINTS

(Minimum Required 70)

As one of the judges for the local “The Office Building of the Year” awards program, I have inspected the above named

building. The scores shown for each category reflect my opinions for the purpose of judging this entry.

JUDGE: __________________________________________________________________________

DATE: _______________________________________________________

2017-2018 THE OUTSTANDING BUILDING BUILDING NAME: ______________________________________________________ OF THE YEAR® (TOBY®)

CATEGORY: __________________________________________________________

INSTRUCTION FOR THE JUDGES: This inspection is organized geographically within the building to ensure efficient inspection. Please grade

each item listed on a scale of 0 to 4 using the following guidelines:

0 = Poor/Unacceptable 1 = Below Average 2 = Fair/Average

3 = Good/Above Average 4 = Excellent

Add up the values for each item to arrive at the category total. Divide the category total by the number of questions answered to derive an average rating for each category. IF THERE ARE ITEMS WITHIN CATEGORIES OR ENTIRE CATEGORIES WHICH DO NOT APPLY TO A PARTICULAR PROPERTY, BE SURE THAT THEY ARE NOT INCLUDED WHEN CALCULATING THE OVERALL PERCENTAGE AT THE END OF THE INSPECTION FORM. (*When calculating maximum possible points, multiply the number of items judged in the category by 4 (the highest score). Do not include items that are not applicable or are not judged. Example: If there are 9 items in a category, and all are judged, the maximum possible points = 36. If only 7 are judged, maximum possible points = 28).

Entrance/Main Lobby Grade Comments Greeting/Helpfulness of Lobby Attendants ________ ______________ Housekeeping/Maintenance ________ ______________ Aesthetic Appeal ________ ______________ Directory/Signage ________ ______________ Lighting ________ ______________ Lobby Desk/Equipment ________ ______________ Accessibility (ADA) Provisions ________ ______________

Category Total Points/Maximum Possible* ________ /________ Security/Life Safety Access Control/Lobby ________ ______________ Professionalism of Staff ________ ______________ Cameras ________ ______________ After Hours Access ________ ______________ Security Manual/Emergency Procedures ________ ______________ Staff Training and Development ________ ______________ Access Control/Loading Dock ________ ______________ Fire and Life Safety Equipment ________ ______________ Fire Safety Plan ________ ______________ Emergency Generator (cleanliness, testing procedures, safety) ________ ______________ Evidence of Evacuation Drills conducted within past 12 months ________ ______________

Category Total Points/Maximum Possible ________ /________

Management Office/Administrative Housekeeping/ Maintenance ________ ______________ Aesthetic Appeal ________ ______________ Responsiveness to Tenant Issues ________ ______________ Policies and Procedures Manual (risk management, contract administration,

performance appraisals, insurance certificate administration, tenant manuals) ________ ______________ Annual Budget/Reporting Procedures ________ ______________ Operating Expenses (consider what is being done for the amount being spent) ________ ______________ Appropriateness of Staffing/Level of Professionalism ________ ______________ Technology (are computers on a network; does the office use e-mail; an

interactive Web site; desktop publishing, etc.) ________ ______________ Staff Training and Development ________ ______________ Service Call Procedures ________ ______________ Construction/Floor Plans (current plans should be on site in Property

Management Office or in Chief Engineer’s Office) ________ ______________ Construction Administration ________ ______________ Key and Inventory Control ________ ______________


BUILDING INSPECTION FORM

2017-2018 THE OUTSTANDING BUILDING

BUILDING NAME: ______________________________________________________ OF THE YEAR® (TOBY®)

CATEGORY: __________________________________________________________

Elevators Grade Comments Housekeeping/Maintenance ________ ____________ Aesthetic Appeal ________ ____________ Operation (consider proper leveling, door timing, response time, etc.) ________ ____________ Lighting Accessibility (ADA) Provisions ________ ____________ Emergency Provisions ________ ____________


Multi-Tenant Corridors Housekeeping/Maintenance/Aesthetic Appeal/Signage ________ ____________ Lighting Accessibility (ADA) Provisions ________ ____________ Fire Extinguishers ________ ____________ Floor Janitorial Closet/ Electrical and Telephone Closet(s) ________ ____________


Restrooms (consider time of day) Housekeeping (consider air quality, adequate paper and soap supplies and refuse handling) and Attractiveness ________ ____________ Accessibility (ADA) Provisions ________ ____________


Stairwells Housekeeping/Maintenance/ Aesthetic Appeal/ Lighting/ Signage/ Fire ________ ____________ Extinguishers and Hoses (have extinguishers been checked as required by fire code?) ________ ____________ Category Total Points/Maximum Possible ________ /________

Typical Tenant Suite Housekeeping/Maintenance ________ ____________ Aesthetic Appeal (consider quality of standard tenant build-out) ________ ____________ Comfort (consider lighting, room temperature, etc.) ________ ____________


Central Plant/Engineering Office Housekeeping/Maintenance ________ ____________ Lighting ________ ____________ Safety/Security (consider first aid supplies, signage, HazCom program, product labeling, storage methods, fire extinguishers, etc.) ________ ____________ OSHA Compliance/Lockout/Tagout ________ ____________ Energy Management System (optimal start, chiller/boiler sequencing, condenser/chilled water reset) ________ ____________ Equipment Maintenance Logs (should be current and in an organized, ready-to-use format) ________ ____________ Preventive Maintenance Schedule and Tenant Request Program/Procedures ________ ____________ Level of Physical Organization ________ ____________ Inspection Procedures ________ ____________ Use of Current Technology ________ ____________


BUILDING INSPECTION FORM – page 2

2017-2018 THE OUTSTANDING BUILDING BUILDING NAME: ______________________________________________________ OF THE YEAR® (TOBY®)

CATEGORY: __________________________________________________________

Equipment Rooms/Service Areas Grade Comments Electrical (cleanliness, labeled panels, safety) ________ ____________ Air Handler (cleanliness, filter condition, safety) ________ ____________ Telephone (cleanliness) ________ ____________ Shop (cleanliness, organization, safety) ________ ____________ Janitorial Closet (cleanliness, organization, safety) ________ ____________

Category Total Points/Maximum Possible ________ /________ Roof Cleanliness ________ ____________ Repair and Maintenance (consider water ponding areas, blisters, bubbles, exposed roof felts, etc.) ________ ____________

Category Total Points/Maximum Possible ________ /________ Parking Facilities (grade only if Owner/Agent Operated) Cleanliness/Maintenance/Striping ________ ____________ Attractiveness (consider whether or not covered, user-friendliness, signage, etc.) ________ ____________ Proximity to Building Security/Safety/Lighting ________ ____________ Security/Safety/Lighting ________ ____________ Accessibility (ADA) Provisions ________ ____________


Landscaping/Grounds Cleanliness/Maintenance/Attractiveness ________ ____________

Category Total Points/Maximum Possible ________ /________ Refuse Removal and Loading Dock Areas Cleanliness/Air Quality/Free from Insects Overall ________ ____________ Appearance/Maintenance Recycling Compliance ________ ____________

Category Total Points/Maximum Possible ________ /________ Tenant Amenities Outside Plaza Seating Area ________ ____________ Inside/Atrium Seating Area ________ ____________ Cafeteria (open to all tenants) ________ ____________ Health Club Facilities and Conveniences (Sundry, dry clean, car wash, etc.) ________ ____________ Management Office Implemented Amenities ________ ____________


Total of All Points/Total Maximum Possible___________ /_____________ (45 Minimum points required to pass)

(Divided by maximum number of points possible. Indicate Pass or Fail on line A of local judging sheet.)

IF THERE ARE ITEMS WITHIN CATEGORIES OR ENTIRE CATEGORIES WHICH DO NOT APPLY TO A PARTICULAR PROPERTY, BE SURE THAT THEY ARE NOT INCLUDED WHEN CALCULATING THE OVERALL PERCENTAGE AT THE END OF THE INSPECTION FORM. INDICATE “N/A” IN GRADE SCORE AREA IF LINE ITEM IS NOT APPLICABLE.


2017-2018 THE OUTSTANDING BUILDING

BUILDING NAME: ______________________________________________________ OF THE YEAR® (TOBY®)

CATEGORY: __________________________________________________________

Additional Comments: _________________________________________________________________________________________

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Judge’s Affidavit As one of the judges for the local BOMA TOBY Awards Program I have reviewed the written submission of the above entry on this judging form. The scores shown for each item listed above reflect my opinion for the purpose of judging this entry. In addition, I have reviewed the category definition for which this building has entered, and I am satisfied that this building has entered the appropriate category based on the 2017 - 2018 TOBY Entry Requirements.

Judge’s Name (please print): ___________________________________________________________________________________

Judge’s Signature: ___________________________________________________________________________________________

Date: ______________________________________________________________________________________________________


Documents

DENVER METRO BOMA 2017 2018 TOBY Competition … · 2018 TOBY Competition . Property Information Guide . ... Document use of BOMA floor measurement standard ... listed on a scale