Tenant Handbook

Tenant Handbook: Diwan Annex and Amiri Guard Building

Diwan Annex & Amiri Guard Building24 February 2014


Definitions ................................................................................................................................................................4

Introduction ............................................................................................................................................................6

Section 1: General Information ......................................................................................................................7

A. Background ....................................................................................................................................................7

B. Location & Transportation ........................................................................................................................8

C. Master Plan & Land Use .............................................................................................................................9

D. Facilities ........................................................................................................................................................ 10

E. Changes to Landlord Regulations ....................................................................................................... 10

Section 2: Facility Management .................................................................................................................11

A. Facility Management Services .............................................................................................................. 11

B. Facility Management Organizational Chart .................................................................................... 12

C. Facility Management Office .................................................................................................................. 12

D. Customer Care & Information Centre ................................................................................................ 13

E. Forms ............................................................................................................................................................. 13

F. Important Numbers ................................................................................................................................. 14

Section3: Building Operations & Services .............................................................................................15

A. Building Operating Hours ...................................................................................................................... 15

B. Heating, Ventilation & Air-conditioning (HVAC) ............................................................................ 16

C. Electrical Power .......................................................................................................................................... 16

D. Emergency Electrical Power .................................................................................................................. 16

E. Elevator Service ......................................................................................................................................... 16

F. Maintenance Service Requests ............................................................................................................ 17

G. Mail & Courier ............................................................................................................................................. 19

H. Deliveries ...................................................................................................................................................... 19

I. Use of Facilities & Access Regulations ............................................................................................... 21

J. Shared Facilities ......................................................................................................................................... 21

K. Service Plant, Filtration & Telephone Rooms / Structures .......................................................... 21

L. Spire / Roof Access .................................................................................................................................... 21

Con

tent

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Section 4: Housekeeping Services .............................................................................................................22

A. Public Cleaning Areas .............................................................................................................................. 22

B. Tenant Premises Cleaning ...................................................................................................................... 22

C. External Façade Cleaning ....................................................................................................................... 22

D. Waste Disposal ........................................................................................................................................... 22

E. Pest Control ................................................................................................................................................. 24

F. No Smoking Policy .................................................................................................................................... 24

G. Service Charge ........................................................................................................................................... 24

Section 5: Safety & Security ..........................................................................................................................25

A. Security Services ....................................................................................................................................... 25

B. Suspicious Situation ................................................................................................................................. 26

C. Stairwells ...................................................................................................................................................... 27

D. Lost & Found ............................................................................................................................................... 27

E. Access Control ............................................................................................................................................ 27

F. Security Systems........................................................................................................................................ 29

Section 6: Tenant Sustainability .................................................................................................................30

Section 7: Car Park Information ..................................................................................................................31

A. General .......................................................................................................................................................... 31

B. Access Control ............................................................................................................................................ 31

C. Vehicle Parking........................................................................................................................................... 31

D. Road Usage & Road Safety ..................................................................................................................... 32

E. Emergency Maintenance & Construction Vehicles ....................................................................... 33

F. Fire Vehicle Access .................................................................................................................................... 33

Section 8: Moving In .........................................................................................................................................34

A. Tenant Fit-out Work / Improvements / Alterations ....................................................................... 34

B. Protection of Building Finishes ............................................................................................................ 34

C. Tenant Moving In/Out Hours ................................................................................................................ 35

D. Truck Loading / Unloading Areas ........................................................................................................ 35

E. Loading / Unloading Regulations ....................................................................................................... 35

F. Exit Permits .................................................................................................................................................. 36

G. Service Elevator ......................................................................................................................................... 37

H. Packaging Materials & Boxes ................................................................................................................ 37

Contents


Section 8: Moving In (Contd.)

I. Tenant Contacts ......................................................................................................................................... 37

J. Signage ......................................................................................................................................................... 38

K. Access Requirements ............................................................................................................................... 38

Section 9: Moving Out .....................................................................................................................................40

A. Instructions ................................................................................................................................................. 40

B. Removal of Fixtures and Fittings ......................................................................................................... 40

Section 10: Tenant’s Responsibilities .......................................................................................................41

A. Obligation to Management Rules ....................................................................................................... 41

B. Evacuation / Fire Warden Assistance .................................................................................................. 41

C. Participation in Fire Safety Drill ............................................................................................................ 41

D. Insurance ...................................................................................................................................................... 41

E. Maintenance of Individual Premises and Common Area ........................................................... 41

F. Air Conditioning Temperature ............................................................................................................. 41

G. General Appearance ................................................................................................................................ 42

Section 11: General Restrictions ................................................................................................................43

A. Noise & Nuisance Activities ................................................................................................................... 43

B. Dumping & Trash Management........................................................................................................... 43

C. Littering & Vandalism ............................................................................................................................... 43

D. Office Support Staff .................................................................................................................................. 43

E. Abuse of Staff ............................................................................................................................................. 44

Section 12: Precautions & Emergency Procedure ..............................................................................45

A. Suspected Gas Leak.................................................................................................................................. 45

B. Fire .................................................................................................................................................................. 45

C. Emergency Medical Treatment ............................................................................................................ 48

D. Evacuation ................................................................................................................................................... 48

Section 13: Attachments ................................................................................................................................50

Appendix 1: Forms ............................................................................................................................................51

Appendix 2: Tenant Waste Management ................................................................................................61


Architectural Guidelines: means those architectural standards, landscape standards and other general policies, procedures and criteria, which may be adopted by the landlord.

Building Systems: means mechanical and electrical systems including fire HVAC, protection, plumbing and security systems.

Facilities Management Team / Facilities Management Office: means the Facility or Property Management team responsible for maintaining and managing the Community on behalf of the landlord.

Landlord: means Msheireb Properties, a company duly incorporated and registered in Doha, Qatar or any of its subsidiaries, nominees, assigns, successors or successors-in-title.

Local Authority: means the governing authorities of Doha and Qatar including but not limited to Police, Immigration, Kahramaa, Civil Defense and Municipality & Urban Planning. In short any government body that has jurisdiction over the Master Community.

Master Community Declaration: means the governing documents of the public realm including this document, Sale & Purchase Agreement and Lease Agreement with the schedules thereto as may be amended from time to time.

Master Community Rules / Community Rules / Rules: means the Master Community Rules / Community Rules as set out and such further rules and regulations Msheireb Properties may make from time to time pursuant to the Lease.

Master Community: means the entire Master Community known as Msheireb Downtown Doha, including Office, Retail, Residential and Community Buildings which are divided into Properties and Common Areas in accordance with the Master Plan or any amendment thereof and includes any and all extensions of the Master Community from time to timE. ....

Msheireb Downtown Doha (MDD): A 31 hectare mixed use development in the Mohamed Bin Jassim District–Central Doha bordered by Al Rayyan Road to the North, Jassim Bin Mohamed Street to the East, Msheireb Street to the South and Al Diwan Street to the West.

Public Realm: means the community which comprises of roads, parks, playgrounds, paths and other public and shared areas.

Shared Facility/Facilities: means those facilities shared by all tenants of the building such as community rooms and recreational facilities e.g. swimming pools, gyms, saunas etC. ...........

Tenant/Occupant: means any person occupying or visiting any residential, commercial, retail or any other building within MDD, including servants, agents, employees, guests, family members, clients, customers, patients or business associates.

Definitions


IntroductionThis guide has been produced for the benefit of all tenants of Msheireb Downtown Doha (MDD) as a quick reference to the services provided by Msheireb Properties (MP). It also contains information to help tenants understand the policies designed to ensure the smooth daily operation of the development and external surroundings.

The development is managed by MP through a mix of in-house staff and outsourced service providers.

The MP Property Management team is committed to promoting environmental, economic and social well-being in the delivery of its activities. As such, the services detailed within this document will be delivered to the tenants with full consideration to energy efficiency, water minimization, resource efficiency and waste management.

The Property Management team is dedicated to providing a pleasant, productive and safe environment for all. Should you have any requests, suggestions or comments as to how we can improve our service levels, please contact the on-site Property Management team.


Section 1: General Information A. Background

Msheireb Downtown Doha (MDD) is the world’s first sustainable regeneration project. It will regenerate and preserve the historical downtown of DohA. ........ MDD blends traditional Qatari heritage and aesthetics with modern technology and focuses on sustainability and harmony with the environment. The project aims to bring the people back to their roots – to make Doha unique and rediscover a sense of community and togetherness. Upon completion MDD will be an iconic landmark – a globally recognizable community where people live, work and thrive.

Project Name Msheireb Downtown Doha (MDD), Msheireb means‘A place to drink water’ in Arabic.

Land Owner Qatar Foundation

Head Lessee Msheireb Properties (a subsidiary of Qatar Foundation)

Master Development Consultant

Collaborative team of Arup, AECOM (EDAW) and Allies & Morrison

Project Management Consultant

TIME Qatar, a Joint Venture between Turner International Middle East and Msheireb Properties.

Total Site Area 31 hectares (75 acres) Total Buildings 100+

Building Design Sustainability is central to MDD, in terms of both conservation of natural resources and quality of design. The entire project features sustainable design that consumes fewer resources, generates less waste, costs less to operate and achieves a reduced carbon footprint.

Residential Units Approximately 900 new residential units.

Parking Approximately 10,000 bays.

Building Height Range 3 to 30 stories.

LEED Rating The entire development will be LEED Gold minimum, with several buildings achieving LEED Platinum


B. .

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Mohamed Bin Jassim District, central Doha, bordered by AL Rayyan Road to the North, Jassim Bin Mohamed Street to the East, Msheireb Street to the South, and Al Diwan Street (part of Ring Road A) to the West.

The project site is immediately adjacent to the Amiri Diwan, Qatar’s seat of government and Ruler’s palacE. .............................................. The site is also adjacent to the redeveloped Souq Waqif.

Pedestrian walkways promote convenient pedestrian access around the development. Public transportation links, including metro, bus, limousine, and taxi functions, are provided throughout the overall Msheireb Downtown Doha development.


C. M

aster Plan & Land Use

The Master Plan comprises five distinct phases. The first phase, comprising the ‘Diwan Amiri Quarter’, and Heritage Quarter featuring a combination of three major government buildings – Diwan Annex, Amiri Guard and National Archive, together with four museums, an Eid Prayer Ground and a mosque.

The phases include a 5-star Mandarin Oriental hotel, along with three additional hotels, premier commercial office space, a multitude of residential types and a wide variety of retail shops, a retail mall, and restaurants. There is also a significant community and art focus featuring a cultural forum, school, nurseries, mosques and medical facilities.

Master Plan Phases


D. F

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E. C

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• Access control • Public valet parking offering 93 spaces• Male and female gymnasiums• Prayer rooms• Food & beverage located at strategic locations throughout the site for easy access and choice • Recycling facility for waste • 100% underground car parking facility with access control • Pre-registration visitor access facility

These regulations will be revised and updated from time to time to reflect change in circumstances.

These regulations have been produced by way of background information only and are not intended to constitute any representation by the landlord or its agents. Neither is it intended to form any part of any contract, expressed or implied, connected with nor collateral to any agreement or lease granted in respect of the building to which it relates


Section 2: Facility Management A. Facility Managem

ent Services

MDD building and facility services are managed by Msheireb Properties Facilities Management through service providers; the areas of service and responsibilities are as follows:

a) To keep building services, utilities and facilities in proper, effective functioning and operating condition

b) To manage third party service providers to ensure efficient service delivery

c) To manage service charge budgeting and expenditure in accordance with international best practice

d) To maintain the public realm and/or all public areas outside the tenant’s demise, including lobbies, entrances, halls, elevator lobbies, staircase, external walls, toilets, car park spaces, and to keep the building generally in a clean and sanitary condition, in good working order and repair

e) To maintain public order and safety and manage security of the tenants, employees and visitors

f ) To answer queries and attend to problems or complaints that tenants and visitors may have relating to the management or operations of the building through Customer Services

g) To liaise and coordinate with Government Agencies and Authorities for matters concerning all permits and licenses required for the building and its facilities

h) To enhance, facilitate and keep improving building operations

i) Engineering maintenance personnel will provide 24/7 support to maintain the proper operations of MDD’s utilities and facilities, and also to provide the necessary technical support. All utilities and facilities, including electrical power, air conditioning, elevator, communication, and fire control are checked, supervised and maintained by the Facility Management Team

Please contact the Customer Care & Information Centre for assistance or to report any mechanical, electrical or general failure and a member of the Facilities Management Team will respond


B. F

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ffice

Tenants and visitors who require assistance, guidance or information relating to MDD are welcome to visit the Facilities Management Office or contact the office via the following:

Telephone Number : 4459 0412

Facsimile : 4421 6192

Business Hours : Sunday – Thursday, 07:30 hours – 16:30 hours

Address : PO Box 34040, Doha-Qatar.

Reception desks located in the main building reception areas will be manned from 0730 hours to 1700 hours daily. Alternatively, you may contact us through our Customer Care & Information Centre.


Custom

er Care & Inform

ation Centre

E. Forms

The Customer Care & Information Centre (CCIC) will provide a single platform and point of contact for all MDD communications relating to enquires and service requests. Tenants may communicate with the Customer Services team through the following channels:

Telephone: 800 DOHA (i.e. 800 3642)

Email: [email protected]

To enable us to manage your request efficiently, on contacting our customer care professional the following information will be required:

• Your name • Your building name/number, your floor level and your unit/villa/office/retail number • Your contact telephone number • Details of your enquiry / service request • Preferred access timings

On completion of this process the CCIC will send your enquiry / service request directly to the concerned department for execution.

All requests will be handled in a timely and efficient manner to ensure minimum disruption to your operations. However, please understand that, should a number of simultaneous problems be reported, our priority will be to attend and resolve the most urgent items first.

Tenant and emergency contact forms, and Service Request Forms can be found in Section 13.


F. Im

porta

nt N

umbe

rs

Categories Company Name Contact Number EmailHamad Medical Corporation(ER) 44394444/443921111 www.hmc.org.qaAmerican Hospital 44421999/44315586 www.ahqatar.comDoha Clinic Hospital 44384333 www.doha-hospital.comThe Apollo Clinic 44418441 www.apolloqatar.comAmbulance 999 as.hamad.qaFire Civil defense 999 www.caa.gov.qaTraffic and patrol police 44840666/44890666 www.moi.gov.qa

Ooredoo 44400400 www.ooredoo.qaTelephone directory- Ooredoo 180 www.ooredoo.qaVodafone Qatar 8007111/77007111 [email protected] Airport (Operator) 44656666 [email protected] seaport 44464660 www.moi.gov.qaTourism authority 44411555/44997499 www.qatartourism.gov.qaQatar airways 44496000 www.qatarairways.comKarwa Taxi 44588888 www.mowasalat.comAl Million Taxi 8005500 www.almilliontaxi.comFox transport 46227777 www.foxtransport.netDoha Limousine services 44410383 www.cabz.coQatar central bank 44456456 www.qcb.gov.qaQatar national bank 44407777 www.qnb.com.qaCommercial bank 4449 0000 www.cbq.com.qa

Electricity & water (Kahramaa) 991/ 44494444/ 44845555 www.km.com.qaImmigration & Passport Dept. 44890333Doha Municipality 44347777/44336336 www.baladiya.gov.qaQatar General Postal Corporation 44464000/44464446 www.qatarposts.comQatar University 44033333/44852222 www.qu.edu.qaMinistry of Defense 44614111Ministry of Foreign Affairs 44334334Ministry of Interior 44330000 www.moi.gov.qa

Emergency Numbers

Information services

Government services


Section 13: AttachmentsAppendix 1: Forms

• Form A: Tenant Contact Information Form

• Form B: After Hours Emergency Contacts

• Form C: Requisition for Office / Shop Directory Signage

• Form D: Application to use Service Elevator

• Form E: Application to use Loading Area

• Form F: Movement Pass Application Form

• Form G: Material / Goods Exit permits Application Form

• Form H: General Service Request Form

• Form I: Tenant & Vehicle Access card request form

Please use the application forms contained in this handbook and fill out the information before returning it to the Facilities Management Office.

Appendix 2: Tenant Waste Management


Appendix 1: Forms


FORM A: TENANT CONTACT INFORMATION FORM


FORM B: AFTER HOURS EMERGENCY CONTACTS


16

FORM A: TENANT CONTACT INFORMATION FORM Tenancy Details

Building Unit / Suite No Floor

Tenancy Name

Tenant Details

Name Qatar ID / Passport No.

Telephone Mobile Fax

Email

Tenant Details (2)

Name Qatar ID / Passport No.

Telephone Mobile Fax

Email

Authorised Signatory (1)

Authorised Signatory (2)

Name :

……………………….

Name :

……………………….

Position : Qatar ID / Passport No. :

………………………. ……………………….

Position : Qatar ID / Passport No. :

………………………. ……………………….

Authorised Signature : ………………………. Authorised Signature :

……………………….

Date : .………………….. Company Stamp


Appendix 2: Tenant Waste Management


TENANT WASTE MANAGEMENT IN MDD

Office Tenants

Office Internal Waste Storage

Tenants are responsible for collecting and separating the following four main waste streams at source: 1. Recyclables

2. Organic Waste

3. Residual Waste

4. Other Waste (Glass/Metal/large Cardboards etc.)

Bins of 100 L in size are provided for the main waste streams separation, these are located on every floor within offices. Drop-off points are also provided within office buildings for wastes generated, such as batteries and print cartridges, etc.

Office Waste MovementThe Automated Waste Collection System (AWCS) collects the majority of waste generated within the development. The tenants must separate waste (recyclables, organic waste and residual waste) and responsible in bringing down and depositing the waste in to AWCS inlets located on the ground floor.

Bulky recyclable materials waste not suitable (glass, cardboard, bulky and hazardous waste) for AWCS inlet are to be separated by the tenant and taken to the closest Secondary Service Area (SSA) or Primary Service Area (PSA) via Service lifts / Dedicated lifts.

Documents

Tenant Handbook