NEIGHBORHOOD CENTERS MERCHANT MANUAL€¦ · Online Payments: The Merchant Portal provides the option of making your rent online, submitting your sales reports, and provides access

MERCHANT MANUAL

2016 / 2017

NEIGHBORHOOD CENTERS

IRVINE COMPANY RETAIL PROPERTIESBringing new dimension to the open-air shopping experience, Irvine Company Retail Properties has created some of America’s most popular retail centers. Since opening our first neighborhood retail center in 1963, we have focused on developing, managing, and marketing retail environments designed to enhance the surrounding community. The result is a vibrant and successful blend of merchants that keep our retail centers on the leading edge of consumer trends.

From regional centers such as Fashion Island to neighborhood shopping centers like Woodbury Town Center, each offers its own unique mix of shopping, dining and entertainment set among lush landscaping, relaxing fountains and comfortable, inviting gathering places. With forward-thinking retail and service mixes, each destination is meticulously planned and ideally located to support the community it services.

A B O U T

TA B L E O F C O N T E N T S

OVERVIEWIntroduction ......................................................................................................................................................................... 1Notices & Mail ..................................................................................................................................................................... 2Hours of Operation .............................................................................................................................................................. 3

ACCOUNTING & INSURANCERent Submission ................................................................................................................................................................... 4Billing Information ............................................................................................................................................................... 5Sales Reporting ..................................................................................................................................................................... 6Tenant Insurance Requirements ............................................................................................................................................. 7

POLICIESRules & Regulations ........................................................................................................................................................ 8-10Sign & Display Criteria ....................................................................................................................................................... 11Employee Parking Policy ..................................................................................................................................................... 12

SECURITY & FIRE LIFE SAFETYSecurity Policies & Procedures ........................................................................................................................................ 13-14Fire, Life & Safety Information ............................................................................................................................................ 15

MERCHANT RESPONSIBILITIES & CONTRACT SERVICESGeneral Maintenance .......................................................................................................................................................... 16Preventative HVAC Maintenance ......................................................................................................................................... 17Roof, Electrical & Phone Room Access Procedures ................................................................................................................ 18Trash Removal .................................................................................................................................................................... 19Water Quality Management ................................................................................................................................................. 20

MARKETING SERVICESMerchant Request Center Overview ..................................................................................................................................... 21

1 2016-2017 MERCHANT MANUAL

I N T R O D U C T I O N

This handbook is designed to emphasize areas which require the most attention and cooperation between merchant and landlord in the operation of the center in accordance with Exhibit G of your lease. This handbook is provided as a guide for ease of reference an is not intended to eliminate or change the provisions of your lease. These guidelines are in no way all-inclusive, and may be expanded, altered or revised periodically.

We recommend you keep this handbook where all employees have easy access to it. Please review it with your personnel to ensure their familiarity and cooperation with these guidelines, and to continue what we hope will be a long and profitable relationship with your tenancy.

We appreciate your thorough review of the information provided. Hopefully this can be useful to your staff in the future. Should you have any specific questions pertaining to this material or any other issues, please contact the Management Office at (949) 720-3100.

In the future, as information changes we will issue a revised handbook on an annual basis. Our goal is to keep you updated on all current information relating to the shopping center.

22016-2017 MERCHANT MANUAL

N O T I C E S & M A I L

FORMAL NOTICESAny notice or demand which you desire to make upon the Landlord shall be in writing and given to the Management Office or delivered by U.S. Certified Mail, or by other means specified in your lease. All notices must be addressed to:

INFORMAL NOTICESIt is the intention of the Management Team to keep you and your employees fully advised of all activities planned for the Center and any other matters that may affect your business. Such informal notices, bulletins, or memos will be delivered to your store by our Security staff or sent via email. A signature verifying receipt of the document(s) may be requested.

If you wish to have copies of bulletins sent to other representatives of your company, they will be sent upon receipt of your request together with the names and addresses of such representatives.

It is suggested that you display appropriate bulletins and properly communicate the information to all employees to keep your staff duly informed. Such information includes, but is not limited to, employee parking programs, notification of maintenance projects and new tenant announcements.

MAILBOXESPlease contact your Property Assistant for notification on which box is associated with your space. The Landlord does not retain keys and the Tenant will be responsible for rekeying each box following the Landlord’s designation of the box number.

POST OFFICE INFORMATIONIf you are no longer receiving mail at your mailbox, it is possible that the post office has placed a vacant status on your suite, which occurs automatically when the mail has not been picked up within 7-10 days. If this occurs, please call the post office that handles the property. If you are unsure of this number, please contact your Property Assistant. The post office will begin delivering mail again but you will need to go to the post office to pick up any mail that was undeliverable while the vacant status was in place.

Mailing Address: For USPS Mail only

The Irvine Company LLC - Retail Properties P.O. BOX 6120 Newport Beach, CA 92658 Attn: General Counsel

Physical Address: For deliveries by FedEx, UPS, or courier

The Irvine Company LLC – Retail Properties 110 Innovation Drive Irvine, CA 92617 Attn: General Counsel


H O U R S O F O P E R AT I O N

Your store is required to be open during the Center’s minimum operating hours. Opening and closing times, as well as holiday closures, may vary in accordance with negotiated leases. However, it is a condition of each lease that all tenants keep the entire premises continuously open for business during the days and hours established by the Landlord. A penalty of up to $100 per hour, or any portion thereof that a tenant remains closed may be levied for failing to abide by this policy. The hours listed below are subject to change at any time:

HOLIDAYSTenant should maintain business hours and days established by Landlord as stated, including all holidays except Thanksgiving Day, Christmas Day, New Year’s Day, and Easter Day. These four days are therefore optional. Please check with your corporate office or owner on whether to remain open.

POSTING THE HOURSIn order to maintain consistency, Tenant hours may only be posted on the Tenant’s storefront glass in the format detailed below. Upon a new store’s opening, the cost for the cut vinyl and installation is handled by the Landlord and includes hours of operation, a braille exit sign, and an ADA handicap logo. For subsequent changes, however, it is the Tenant’s responsibility to cover such fees. All changes must be approved in advance by the Landlord.

STANDARD HOURS:Monday – Saturday: 10:00am to 7:00pm Sunday: 11:00am to 6:00pm

DELIVERY HOURS:Daily: 7:00am to 10:00am


R E N T S U B M I S S I O N

Monthly rent statements are sent via email and payments are due on the 1st of each month. Late fees will be assessed for any payment not received by the 5th of each month in accordance with the Lease. We offer several convenient methods for payment submission as listed below;

PAYMENT OPTIONS1. ACH or Wire Payments: Account numbers are specific for each tenant. Please contact your Property Assistant to receive

instructions

2. Check By Mail: Account numbers and PO Boxes are specific for each tenant and shopping center. Please contact your Property Assistant to receive instructions

3. Online Payments: The Merchant Portal provides the option of making your rent online, submitting your sales reports, and provides access to many useful resources. For your security, you will need to register to obtain access to the Merchant Portal. Please visit the site and click “Merchant Login” to receive prompts to complete your registration.

www.shopirvinecompany.com

MERCHANT PORTAL

2015 / MERCHANT MANUAL ACCOUNTING / BILLING INFORMATION

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RENT PAYMENTS Please make all checks payable to The Irvine Company LLC. Please be advised that rent is due and must be received at the post office box on the first day of each month (allow five days for receipt when mailing). We do send monthly invoices via email, so please ensure you keep the management office apprised of the most current e-mail address for your store. Late fees will be assessed for any payment not received in accordance with the Lease.

The Merchant Portal is a convenient, new resource found on our website at www.shopirvinecompany.com, which enables you to manage your account online making this option preferred for quickest transaction. If you have questions about your rent statement or payments, please contact Accounts Payable at (949) 720-4410 or [email protected] ONLINE PAYMENT OPTION:

1. ONLINE PAYMENTS: The Merchant Portal provides the option of making your rent online, submitting your sales reports, and provides access to many useful resources. For your security, you will need to register to obtain access to the Merchant Portal. Please visit the site and click “Merchant Login” to receive prompts to complete your registration.


B I L L I N G I N F O R M AT I O N

BILLS FOR SERVICE OR SUPPLIESServices and supplies provided other than those specifically mentioned under rent, CAM, marketing, or HVAC Lease articles will be billed on itemize invoices, due as stipulated on the invoice and billed to your account.

TAXESEach tenant is required to pay their proportionate share of all real estate property taxes and assessments which may be levied or assessed by any lawful authority for each calendar year against the land or buildings owned by major tenants as specified by Landlord. Common Area Taxes will be included in the Common Area charge, and demised taxes will be billed separately. These taxes are to be paid by the first of the month in the amount estimated by Landlord.

COMMON AREA MAINTENANCETenant shall pay on demand, its share of common area costs, typically once per month. Amounts are initially based on the Center’s budgeted expenses. These amounts will be adjusted at the end of the fiscal year in order to reflect actual expenses. Each tenant will receive an adjustment billing noting a credit or outstanding balance.

CHANGE OF BILLING ADDRESSChanges of your official notification address or billing address must be submitted in writing and include the signature of a person who’s name appears on Lease. Please specify if the change is for your billing address, notice address, or both.

BILLING QUESTIONSIf you have questions about your rent statement or payments, please contact Accounts Payable at (949) 720-4410 or [email protected]


S A L E S R E P O R T I N G

REPORTING GROSS SALESA statement of gross monthly sales is due within ten (10) days after the close of each calendar month along with a check for any Percentage Rent due (unless otherwise specified in your lease).

At the end of each calendar year, tenants are required to submit a certified statement showing annual gross sales broken down by calendar month. Based on this statement, percentage rent due on your account will be adjusted accordingly.

Send all sales reports to: Fax: (949) 720-3101 Or submit online through the Merchant Portal

If you have any questions regarding sales reporting, please contact: [email protected] (949) 720-4410

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T E N A N T I N S U R A N C E R E Q U I R M E N T S


Your lease with Irvine Company specifies insurance requirements. Tenants must furnish the Landlord with a Certificate of Insurance stating the terms of their policy. Please refer to Exhibit F of your Lease for any insurance requirement variations. All insurance is due prior to commencement of any construction to your suite, and must be maintained throughout your tenancy.

Submit your Insurance Certificates to [email protected] or fax (949) 720-3101 Any questions in regards to your Insurance requirements can be answered by your Property Assistant.

PLEASE NOTE: There have been changes to the additional insured wording. Please adjust your records and amend and reissue the certificate accordingly.

GENERAL REQUIREMENTS » General Liability of not less than $2,000,000 per occurrence.

» Worker’s Compensation coverage of not less than statutory limits of $1,000,000.

» Additional Insured endorsement in favor of: The Irvine Company LLC and all entities controlling, controlled by, or under common control with either such entity, together with their respective owners, shareholders, partners, members, divisions, officers, directors, employees, representatives and agents, and all of their respective successors and assigns. *** This requires the proper Additional Insured Endorsement Form be issued.

» Certificate Holder: The Irvine Company LLC – Retail Properties Insurance Compliance PO BOX 12010-13 Hemet, CA 92546-8010

» Waiver of Subrogation Endorsement in favor of: The Irvine Company LLC and all entities controlling, controlled by, or under common control with either such entity, together with their respective owners, shareholders, partners, members, divisions, officers, directors, employees, representatives and agents, and all of their respective successors and assigns.

» Business Interruption/Loss of Income Coverage

» Please Note: Policy Numbers on certificates and endorsement form must match.

If an endorsement form cannot be provided immediately and has been requested from the Insurance carrier, please send fax/letter documenting such.

Binders are acceptable for 30 days from inception date. Carrier must be A-, VIII by A.M. Best & Co.


R U L E S & R E G U L AT I O N S

The following rules and regulations are binding for all Center tenants pursuant to the section(s) of each Lease Agreement pertaining to Policies, Procedures, Rules, and Regulations. If you have any questions, please contact the Management Office. CODE OF CONDUCTThe following activities are prohibited at the Center by customers, employees, and visitors:

» Running, shouting, horseplay, throwing objects, and disorderly disruptive behavior of any kind

» Standing or walking in large groups that cause inconvenience to others

» Use of loud or obscene language or gestures

» Loitering

» Possession of, or being under the influence of any illegal substance

» Possession of alcohol

» Possession of anything defined as a weapon

» Carrying an open display of any firearm, BB Gun, Pellet Gun, Air Soft Gun or replica firearm, both rifles and pistols, whether loaded or not

» Any act which could result in harm to a person or property

» Any act defined by Federal, State, or Local statute or ordinance as illegal

» Unleashed animals

» Bicycles, skateboards, or inline skates

» Unaccompanied minors after 10:00pm

USE OF COMMON AREAUse of the common areas is at the sole discretion of the landlord. Use of these areas by civic, community or other “outside” organizations or groups is at the sole discretion of the center management. All requests to solicit or demonstrate in common areas of the center should be referred to the center management and security should be notified. Your cooperation in this regard will ensure good relations with your neighboring tenants, center management and the public.

No merchant sale of merchandise by tent sale, truckload or sidewalk will be permitted without prior approval of the center management. Merchant storefront doors are to remain closed and unlocked during business hours for safety and conformance with health codes.

No merchandise of any kind is to be placed, exhibited or displayed outside any merchant’s premises AT ANY TIME such as balloons, banners, etc. except with written permission of the center management. Additionally, no vending machines, linen bins, cooking oils, beer kegs, firewood or stands of any kind are to be placed in or on any common area of the center, including trash enclosures.



DELIVERIESRetail merchants are requested to advise their carriers to deliver merchandise to their service entrances Monday through Friday between 7:00am and 10:00am. All merchants are requested to direct delivery trucks to approach their service or receiving areas (AT THE BACK DOOR) at a speed never in excess of 15 miles per hour. Additionally, please remind all delivery companies to never park along the red curbs for loading and unloading of deliveries.

OVERNIGHT PARKINGNo overnight parking or storing of tractor-trailers or other vehicles will be permitted on the property without permission from the Center Management. Tractor-trailers, which must be unhooked, must use steel plates under dolly wheels to prevent damage to the asphalt-paving surface. In addition, wheel blocking must be used.

NOISE » No loudspeakers, televisions, music systems, flashing nor illuminated OPEN signs, action signs, or other similar device

may be used in a manner so as to be seen or heard outside of the leased premises. Shopping Center Management shall determine the question of what constitutes an inappropriate decibel level.

» In order to comply with city ordinances, no loading and unloading that may cause loud noise that disturbs, or could disturb a person of normal sensitivity may occur prior to 7:00 am nor after 10:00 pm daily. All loading and unloading of goods and merchandise shall be conducted from the rear of the store when possible. Only stores without back doors will be permitted to receive goods/merchandise through their front doors within the permitted hours.

» Tenant shall not carry on any trade or occupation nor operate any instrument, apparatus or equipment that emits odor or causes a noise outside of the leased premises, which may be deemed offensive in nature.

BUILDING’S EXTERIOR / PREMISES » No awnings or other projections shall be attached to the outside walls of the leased premises or the building of which they

form a part.

» No radio or television aerial may be erected on the roof or exterior walls of the leased premises without prior written consent of the Landlord.

» No roof penetrations of any kind will be allowed without prior Landlord approval. Landlord’s roofing contractor must be used for any roof repairs. No exterior ladders are permitted on the roof.

» Tenants’ vendors and contractors may not perform any work outside of the demised premises during Center hours. This includes, but is not limited to, handymen, electricians, plumbers, window washers, and sign and lighting technicians. Proof of insurance with additional insured, is required for all vendors and contractors performing work on Tenant’s behalf within the common area. Additionally, any Tenant work conducted outside the suite including HVAC crane lifts or maintenance on your storefront sign, etc. will result in the need for the Landlord to install barricades around the work area as a public safety measure which will require coordination through our Property Management office.



SOLICITING » Distributing coupons, flyers, samples or any other form of soliciting of business in the parking lot or common area is strictly

prohibited.

» No auction, bankruptcy, liquidation, or “Going out of Business” sales shall be conducted on or about the leased premises.

ALCOHOL » Restaurants serving alcohol shall use ID checking hardware & software approved by Center Management in addition to visual

inspections of all patrons’ identification cards to prevent identity theft and underage drinking.

» Alcohol sold by authorized sellers shall not be permitted for consumption beyond the specified permitted area of your suite in accordance with your lease.

PHOTOGRAPHY » Photography of Center infrastructure, including all common areas, storefronts and fountains, is prohibited without prior

approval by Center Management.

Failure by visitors or customers to comply with the rules and regulations of the Center can result in expulsion from the property and possible prosecution by law enforcement.

Failure by tenants to adhere to the rules and regulations may result in a fine and/or default to your lease.


S I G N & D I S P L AY C R I T E R I A

The Center has an explicit sign policy, which is briefly summarized as follows: » No signs, banners, placards, trademarks or other written material may be attached to windows, doors, or exterior walls

of your store.

» No freestanding, permanent, or temporary fixtures or merchandise displays are permitted outside of the storefront, including within the doorway.

» Tenant signs and merchandise are not allowed in the common area. The Landlord has the right, without giving prior notice and without any liability for damage, to remove any signage or merchandise from the common area.

» No signage including advertising nor decorations may be taped nor otherwise adhered onto any exterior surface or window.

» For safety reasons and pursuant to Police requests, signs and displays may not obstruct the visibility of or entry into the store.

» No handwritten, stenciled, laser printed, neon, LED (light emitting diode) constant or flashing illumination, nor stick-on letters are permitted.

» Professional signage may be hung no closer than 12” behind the glass with fish wire or other such retail friendly display and must be maintained in good condition at all times.

» Display windows must be well lit during Center hours when either the Center or Premises is open. Lights may only be turned off after the Center’s operating hours.

» “Yelp”, “Visa/MasterCard”, “Help Wanted,” “No Smoking,” and “No Food or Drink” signage also fall under the guidelines described above and should not be placed on the window glass.

» Balloons, banners, standing signs, and A-frame signs are not permitted to be displayed in suite entrances, common areas or attached to the exterior of the building at any time.

» County of Orange, California “PASS” health signs should be posted within your store in a conspicuous / visible location, but should NOT be placed in the window in order to prevent a cluttered appearance. However, please note, signs must be visible to the public within your store.

All window displays and storefront signage must be approved by the landlord. If you are unsure as to whether your signs meet any of the criteria above, please call your Property Assistant. Landlord reserves the right to remove any signs that do not meet the above criteria.


E M P L O Y E E PA R K I N G P O L I C Y

Customer parking at the shopping center is one of the Center’s highest priorities. Parking has been designated for employees so that customers of the Center always have access to prime parking. It is crucial that all merchants, managers, and employees of the Center assist us in enforcing employee parking.

All employees, including store managers, must park in the designated employee parking area. Please contact your Property Assistant to obtain an employee parking map for your shopping center.

Any vehicle driven by an employee who parks outside the employee parking area and then enters his or her place of business and reasonably appears to begin work, will be towed and impounded without notice in accordance with your Lease Agreement and provisions for private property impounds within California state law. In the instance that the designated parking spots are full, employees may park in any available spots closest to the designated employee parking. Employees that come to the Center for their own leisure time will not be towed unless there is reasonable evidence that they are intending to work.

If employees feel there is risk that they might be misjudged as starting their shift (e.g. they drop by their place of business and go behind the desk – even if just to visit friends before going to dinner, etc.), please alert them to contact Security at that time or (800) 588-6443 to advise of their intent and avoid risk of towing. Without such notification, employees will be considered in violation of the employee parking policy and eligible for tow based on the reasonable evidence of employment, and refunds will not be provided.

NOTE: Park & Ride, or other non shopping center activity parking are prohibited. We appreciate your help in advising guests that such vehicles will be towed at Owner’s expense should the topic arise during the course of normal conversation. Please alert Security should you witness any such activities.


S E C U R I T Y

For the safety and protection of all customers and tenants, the shopping center employs trained security officers through Universal Protection Service.

Security Dispatch is available 24 hours a day 7 days a week by calling (800) 588-6443.The following is a list of recommended protocol for various security related situations:

AFTER HOURS ACCESSAll tenants of the shopping center may access their businesses during non-operating hours. All merchants are encouraged to notify Security if there will be any employees working after closing time. We will be able to make frequent checks of the stores for the safety of those inside.

INJURIES/ILLNESS When a customer is injured or becomes ill at the shopping center, you should use the following procedures:

1. If the injury or illness is serious, or if you are simply unsure, call 911 immediately. Be ready to provide as much detailed information as possible to the dispatcher, including the age, sex, and specific problems of the victim.

2. Offer assistance or first aid to injured persons only to the extent that you have been trained.

3. Call Security at (800) 588-6443 and tell them the situation. Make sure to let them know if you have already called 911 and which Center you are located at.

4. Never talk to anyone about the situation, except police officers, fire personnel, Center Security, or your store management personnel.

VEHICLE ACCIDENTSIf you witness a vehicle accident in the parking lot or one is reported to you, notify Security immediately. An officer will be dispatched to the scene. If the accident is serious, or if injuries are involved, call 911 first and then contact Security.

LOST CHILDRENIf a child is reported missing, notify Security immediately. If there is any indication of crime, call 911. Find out the child’s name, age, sex, height, clothing description, and last known location. Have the parent or other responsible parties remain at your location to wait for a Security or Police Officer. Though most lost children are located within minutes, this is considered to be a top priority of Center personnel, and the efforts of all merchants are appreciated. If you find a lost child, notify Security immediately at (800) 588-6443.


S E C U R I T Y

SHOPLIFTING/THEFTShoplifting is a police matter. We can assist you by maintaining a high profile at the scene of confrontation, to de-escalate any problems that may arise. Security will respond to your calls about shoplifters and remain with you throughout the ordeal, however, it is your responsibility to handle the situation by filing the complaint directly with the Police Dept. It is helpful to confirm and train your staff about your company’s policy on shoplifting. In the event of a shoplifting emergency, first contact the Police Department or 911 and then contact Center Security at (800) 588-6443.

DISTURBANCES Disturbances or fights within a tenant’s establishment are also its responsibility. Security cannot remove any customer from any place of business, and cannot take responsibility for any intoxicated persons. If you have a disturbance inside your business, first call 911, then call Security for back up until police arrive.

EMERGENCY TENANT NOTIFICATIONIrvine Company maintains a list of store owner/manager cell and home telephone numbers that are used to notify you in case of an emergency after closing hours. Please be sure and notify the Management Office of any changes in management or phone numbers.

TERRORISM AWARENESS – WHAT TO DO1. Report any suspicious activities to Security or the Police Department.

2. Adapt, as appropriate, the same techniques used to prepare for other emergencies.

3. Remain calm.

4. Be aware of your surroundings.

5. Follow your company’s preparedness plan.

6. Stay informed.

7. If an evacuation is ordered, follow the instructions of authorities regarding routes and shelter locations.

8. If shelter within your place of business is recommended, local officials will provide instructions on necessary actions.

9. Do not leave your shelter location or return to the evacuation area until it is safe to do so according to local officials.


F I R E , L I F E & S A F E T Y I N F O R M AT I O N

FIRE AND SAFETY REQUIREMENTS » Fire prevention starts with good housekeeping. Check areas in your store such as selling areas, dressing rooms, stock rooms,

utility closets, etc. daily for any possible fire hazards. Do not block the back doors with trash.

» You should keep storage at least 36” from electrical panels and electrical transformers.

» You are required by the Fire Department to keep stored items at least 24” from the bottom of sprinkler heads.

» For general safety, you should keep at least one flashlight and extra batteries on hand at all times.

» Install required fire extinguishers and have them checked yearly as required by fire codes. Additionally, all stores are equipped with automatic fire sprinkler systems. The Fire Department is willing to survey your store.

» In case of fire, call 911. Give the exact location and extent of the fire. Call Security at (800) 588-6443 after notifying the Fire Department.

» Only fire sprinkler contractors approved by the Management Office may perform work.

FIRE ALARM PROCEDURESUpon hearing a general alarm staff and merchants should do as follows:

1. If there is a fire, ask customers to leave through the nearest exit calmly, followed by you and your staff.

2. If time permits, check changing rooms, restrooms, and stockrooms to be sure everyone is out.

3. Notify Management if a person with a disability needs assistance leaving the Center.

4. Listen for further instructions from the Fire Department and/or Management staff.

5. Meet your staff at a pre-determined staging area for a head count. In the event of evacuation, merchants should meet somewhere far away from the building on the perimeter of the property.

6. If announced as a false alarm, please resume business.

7. Please make yourself familiar with the following:

» Location of fire extinguishers and pull stations within your premises and the Center.

» Location of exits and alternate exits.

FIRE SYSTEM INSPECTIONS & REPAIRSIt is extremely important to ensure that all fire safety systems are functioning properly at all times. Quarterly, Annual, and Five-Year inspections are contracted by the Landlord and are performed in accordance with California Title 19 requirements as set forth by the US Fire Marshal.

Fire sprinkler deficiencies found during these inspections that exclusively serve a tenant’s suite are considered a tenant responsibility to repair and can be coordinated through our office with our preferred vendor. You may use any vendor of your choosing, however, all contractors intending to perform work to the fire system must be approved by the Management Office in advance of the work being scheduled and must meet all insurance requirements set forth in the lease.

Additionally, if you are preparing for repair work that may trigger the fire monitoring alarms, please notify the Management Office at least 24 hours in advance to request that the alarm is put into “test” mode.


G E N E R A L M A I N T E N A N C E

Pursuant to the Lease, each Tenant is responsible at their sole cost and expense to keep their premises in good order and repair. This includes, but is not limited to, all plumbing, electrical work, HVAC, kitchen equipment, doors, lighting and storefront window cleaning.

To familiarize yourself with your maintenance and repair responsibilities in greater detail please review Article 8 of your Lease. Onsite maintenance personnel are responsible for the common areas only and are not authorized to perform repairs within a tenant’s suite or for repairs to utilities or equipment that exclusively serve a tenant’s suite.

Please contact your Property Assistant for list of vendor recommendations.


P R E V E N TAT I V E H VA C M A I N T E N A N C E

PREVENTATIVE MAINTENANCE - HVAC (HEATING, VENTILATION & AIR CONDITIONING)

Per the terms of your Lease, it is the tenant’s responsibility to ensure that regularly scheduled preventive maintenance is being performed on their HVAC units no less than four (4) times per year. To meet this requirement, tenants should contact the HVAC service provider approved by Landlord. If a tenant contracts with their own service company, the service company will need to provide a certificate of insurance and a copy of the service contract to the Landlord’s office.

Special attention should be given to the HVAC system before the summer season and in early winter, as seasonal changes require different functions of the unit. The contractor should also regularly check the overflow pipe for stoppage as this generally causes ceiling leaks within tenant spaces. If the overflow pipe becomes clogged, the overflow or drip pans can spill over causing damage to merchandise. To save energy and keep pests out, please keep doors closed at all times.

CHECKLIST □ Change filters □ Check proper airflow □ Check the control circuitry for proper operation □ Check for algae growth in condensation lines

BLOWER SYSTEM □ Inspect belts and pulleys. Replace belts and adjust

as necessary. □ Inspect blower wheel. □ Inspect bearings and shaft. Lubricate as needed.

EVAPORATOR SYSTEM □ Visually inspect coil. □ Inspect expansion valve and capillary tube. □ Check evaporator temperature. □ Blow out condensate drainpipe with C02.

CONDENSER SYSTEM □ Inspect coils, clean as required. □ Lubricate fan and motor bearings per manufacturer’s

recommendations. □ Clean and check fan blades. □ Check for misalignment of fan and motor.

COMPRESSOR SYSTEM □ Inspect compressor. □ Check for adequate refrigerant charge. □ Inspect filter drier. □ Check for excessive vibration and leaks. □ Inspect start capacitor and potential relay

(if applicable). □ Inspect compressor contractor. □ Clean all sight glasses. □ Check for proper temperature split.

CONTROL PANEL UNIT □ Inspect contacts and relays. □ Check time delays. □ Check operating voltage and amp draw. □ Inspect and calibrate thermostats as needed. □ Check all wiring connections and insulation.

SEASONAL CHECK OF HEATING SYSTEMS □ Inspect burners and controls. □ Check and adjust pilot assembly. □ Check standing pilot. □ Check electronic spark ignition controls. □ Adjust burner for efficiency. □ Lubricate moving parts as necessary. □ Inspect heat exchanger. □ Check temperature rise. □ Inspect complete furnace cycle. □ Check operating safety devices.

SEASON CHECK OF COOLING SYSTEMS □ A complete check of the DX system. □ Complete inspection of piping. □ Inspect all controls □ Inspect all safeties. □ Check for proper freon levels. □ Inspect and lubricate all moving parts per manufacturer

recommendations. □ Inspect coils and straighten fins as required.


R O O F, E L E C T R I C A L & P H O N E R O O M A C C E S S P R O C E D U R E S

Access requests for the roof and electrical rooms must come directly from you, the Merchant only and will not be provided at the request of your vendor. Access is available Monday through Sunday 24 hours a day.NOTE: 24-hour advance notice is required for scheduling Vendor access

STEPS TO REQUEST ROOF/ELECTRICAL ROOM ACCESS:

1. Contact Universal Protections Services Security Dispatch 1-800-588-6443

2. Provide your name, title and the name of your restaurant/store

3. Provide name of the shopping center

4. List the access required- Roof or Electrical Room

5. Provide the exact time, date and duration that access is needed.

Please see Vendor Insurance Requirements. The following guidelines are intended for those workers needing roof access and must be adhered to when requesting roof access:

» Read all notices posted at the base of the roof access ladder.

» Access to the roof is permitted only through the existing roof access hatches and not via ladder or crane.

» Use walk pads, where provided, at all times.

» Avoid pushing, pulling, or dragging equipment or tools across the roof.

» Penetrations or mechanical alterations to the roof are not permitted without prior approval of the Landlord.

» No chemicals are to be used on rooftop equipment without written consent from the Landlord.

» When working with tools or replacing equipment, protect area with a layer of plywood. Also, place tools/equipment on unit or walk pads, not the roof membrane surrounding the unit.

» Remove all tools, equipment, obsolete material, containers, etc. when completing work. The work area must be left in a clean and orderly condition. Report any roof damage to the Management Office.

» Should your vendor need to leave the property for parts or re-assignment, you must let the Management Office know, even if the job is incomplete.

» You should retain a copy of completed service/work order when your vendor checks out with you.

» If service requires the use of a crane or helicopter, Center Management must be given ten (10) business days notice. A Certificate of Insurance will be required with $5,000,000 General Liability and the following as additional insured: The Irvine Company LLC and Irvine Retail Properties. All permits and insurance must be approved by Center Management and be on file 24 hours before work is to be done.

Please contact the Center Management if you have any questions regarding the above procedures.


T R A S H R E M O VA L

Trash bins and/or compactors are available in the loading docks and/or back of house areas for discarding all trash and recyclable cardboard.

It is imperative that all merchants utilize adequate containers within their leased premises to ensure trash is not visible to the public. Constant attention to adequate trash handling within the store and compactor area is essential to reduce fire hazards and to prevent insect and animal infestation.

Please adhere to the following guidelines:

1. All trash must be bagged and wet trash should be double bagged.

2. All cardboard boxes are to be broken down / folded and stacked neatly in the cardboard bin. Note: the more you recycle, the less the overall garbage bill fees, reducing hauling costs which are paid in part by each Tenant.

3. No trash is to be left in the common area, or loading docks for any reason. This is a fire hazard.

4. Do not place any trash on the floor or in the common areas. If trash is left in the loading dock or service corridors and management removes it, your business will be charged.

5. Construction dumpsters are not to be used by Tenants.

6. No Tenant trash may be placed within common area trashcans designated for customer use.

7. Please do not leave furniture, pallets nor other large items by trash bins. They will not be picked up. You will need to call for a specific “large pick up” and pay the fee directly to your hauler.

To make sure our customers have a clean, enjoyable entertainment experience, please ensure that all employees comply with these policies.


WAT E R Q U A L I T Y M A N A G E M E N T

It is among The Irvine Company’s top priorities to ensure that no pollutants enter the storm drains in the Center’s common area or parking lots. As such, you will notice that all storm drains on the property are well labeled “No dumping – drains to ocean”. Only rainwater may go into storm drains. Please ensure that your staff and vendors abide by the following procedures to avoid violations of government codes and consequential fines of up to $20,000 per occurrence.

» Ensure that water use for washing down mats and other items are handled within your space and not outside. This ensures runoff water is directed into interior drains, such as mop sinks or floor drains, which lead to grease interceptors and sewer lines rather than storm drains.

» Educate custodial staff about the importance of never dumping soap buckets into storm drains.

» Never wash down exterior areas including back of house areas, nor concrete/asphalt that would allow runoff water to spill into storm drains.

» Should an exterior area within your lease line need cleaning, please ensure that employees or vendors handling this work reclaim any water used to clean such areas. Any water dispersed outside of your venue by accident or otherwise must be reclaimed or mopped up.

» If you are responsible for a sewage spill caused by blockage or a break in sewage lines:

» Sweep up all food waste within your kitchen before hosing down kitchen areas to prevent needless backups to your grease lines that lead to the grease interceptor.

» Please double bag your wet trash to prevent leakage in transit to the trash bins or compactors.

ENVIRONMENTAL HEALTH AND SAFETY » Use fly fans (wind screen door fans) at all times for exterior back doors as in accordance with government codes.

» Ensure that all food, including condiments, is kept in secure walk-in freezers at all times.

» Keep windows, floors, and interior areas of your space in clean condition at all times.

» Keep dumpster lids closed and surrounding area clean.

» Place mats on slippery floors during rainy days or seasons.

» Please keep rear doors closed.

1. Notify Center Management immediately.

2. Wear gloves and wash your hands should you be exposed to sewage.

3. Control and minimize the spill as much as possible by blocking access to waterways, gutters, and storm drains.

4. Call a plumbing professional to make necessary repairs.

5. Notify applicable agencies including Health Dept. / IRWD or applicable water agency who will aid in remediation of any spillage into storm drains.


M A R K E T I N G S E R V I C E S

New merchants are welcomed to Irvine Company Retail Properties even before the door is opened for business through our extensive marketing program. Each marketing service has been developed to promote your store opening and support your marketing efforts throughout the year.

MERCHANT REQUEST CENTER OVERVIEWA printed Marketing Guide is included in this Merchant Manual, however, a digital version of our Marketing Guide can also be requested through our online MERCHANT REQUEST CENTER. You can also learn more about each marketing service and place your participation 24/7 through the website. The majority of our marketing services are FREE.

MERCHANT REQUEST CENTER Instructions:

1. Visit: www.ShopIrvineCompany.com/MerchantRequests

2. Password: Shopping1

3. On the overview page, click on “Neighborhood Centers Marketing”.

4. On the Neighborhood Centers Marketing page, click on the desired program.

5. Fill in ALL the information, then upload your art as appropriate (up to 10MB).

6. When done, click “Add to Cart”. YOU DO NOT NEED A CREDIT CARD.

7. Set up an account, then “Check Out” of your shopping cart.

8. You will receive a confirmation order # via email.

The FREE Marketing Programs Include:

» Center-Wide Poster Program

» Website Listing

» Online Offer Program

» Event Listing

» Website Banner Ads

» Email Blast

» Direct Mail

» Event Support

» Apartment Welcome Packets Program

» Additional Opportunities

We also offer additional programs that may fit your needs, such as our Magnetic Window Sign Program (the only approved signage behind your windows), along with additional advertising opportunities and resources. You can also find information on community organizations that you may want to align with, such as local schools foundations.


NOTES

© Irv ine Company LLC, 2016

110 Innovation Drive, Irvine CA 92617(949) 720-3100 | www.ShopIrvineCompany.com

Documents

NEIGHBORHOOD CENTERS MERCHANT MANUAL€¦ · Online Payments: The Merchant Portal provides the option of making your rent online, submitting your sales reports, and provides access