GLOBAL CORPORATE SERVICES FACILITIES MANAGEMENT RE ... · through expense baselining and organizational design, cost savings, vendor consolidation and performance management, and

FACILITIES MANAGEMENTRE-OCCUPANCY CHECKLISTQ2 2020

GLOBAL CORPORATE SERVICES

GLOBAL CORPORATE SERVICES: FACILITIES MANAGEMENT | 2NEWMARK KNIGHT FRANK

PLACEHOLDER FOR ARCHITECTURE

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TABLE OF CONTENTS

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FACILITIES MANAGEMENT OPERATIONSBUILDING OPERATIONS

WORKPLACE SERVICESJANITORIAL AND WASTE REMOVALOTHER WORKPLACE SERVICES

MECHANICAL, ELECTRICAL AND PLUMBINGMEP SYSTEMSCRITICAL ENVIRONMENTS

OWNER CONSIDERATIONSOVERALL CONSIDERATIONSPERSONNEL AND STAFFING

PHYSICAL CONDITIONEXTERIOR CONDITIONINTERIOR CONDITION

06 PROCUREMENTVENDOR MANAGEMENT AND PROCUREMENT

07 HEALTH AND SAFETYHEALTH AND SAFETYBUILDING SECURITY (PHYSICAL AND ELECTRONIC)SOCIAL AND PHYSICAL DISTANCING

GLOBAL CORPORATE SERVICES: FACILITIES MANAGEMENT | 4NEWMARK KNIGHT FRANK

NKF’s fully integrated platform of services provides clients with a single-source solution for every phase of owning or occupying a property. We service prominent multinational corporations and institutional investors across the globe as well as owners, occupiers and developers of real estate. Additionally, we utilize the most high-tech tools in the industry along with our deep bench of knowledge, data and research to optimize businesses and properties.

FIRM OVERVIEW

FACILITIES MANAGEMENTNKF Global Corporate Services (GCS) Facilities Management (FM) delivers solutions for the strategic management of the workplace, including planning for the re-entry into the workplace following the worldwide pandemic. Our Operational Excellence Platform establishes operating standards and best practices, which are the cornerstone to developing customized solutions for our clients.

Our top priority for a client is the achievement of their business goals in a manner that maximizes cost savings, provides a consistent delivery model and fosters continuous process improvements. We drive efficiency through expense baselining and organizational design, cost savings, vendor consolidation and performance management, and overall operational improvements, while improving the workplace experience for occupants and guests.

Our team has the resources and experience in supporting an array of property types and uses. By leveraging our Facilities Management team, technology, global sourcing capabilities, and tactical service provider integration capabilities, we are able to deliver solutions as a strategic and value added partner.

NEWMARK KNIGHT FRANK GLOBAL CORPORATE SERVICES: FACILITIES MANAGEMENT | 5

500MSF MANAGED

16KPROFESSIONALS

435OFFICES

$2.5BREVENUES

$

GLOBAL CORPORATE SERVICES: FACILITIES MANAGEMENT | 6NEWMARK KNIGHT FRANK

OWNERCONSIDERATIONS

OVERALL CONSIDERATIONS

1. Are the facilities legally permitted to be open?

Yes No N/A

2. Are you meeting your timeline to re-occupy the building?

Yes No N/A

3. Have any short-term legal restrictions on use of the building been accomodated in the re-occupancy plan?

Yes No N/A

4. Have any short-term client restrictions on use of the building been accomodated in the re-occupany plan?

Yes No N/A

5. Have any short term landlord restrictions on use of the building been accomodated in the re-occupany plan?

Yes No N/A

6. Has the facility budget been reforcasted based on events during the shutdown and on a go-forward basis?

Yes No N/A

7. Has the Facilities Management Playbook been updated consistent with the new operational requirements and changes?

Yes No N/A

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PERSONNEL AND STAFFING

1. Have any required staffing changes or reductions required due to the event been completed?

Yes No N/A

2. Have any job functions, position consolidations or reassignments been completed?

Yes No N/A

3. Have any new training requirements been identified and scheduled?

Yes No N/A

4. Has the storyboard/org chart been updated?

Yes No N/A

5. Have staffing vacancies been filled due to team members finding other employment during the shutdown?

Yes No N/A

GLOBAL CORPORATE SERVICES: FACILITIES MANAGEMENT | 8NEWMARK KNIGHT FRANK

FACILITIES MANAGEMENTOPERATIONS

BUILDING OPERATIONS

1. Are any areas of the building to be locked-off (i.e.,secured, left vacant or no elevator access) and have those impacts been reviewed and mitigated?

Yes No N/A

2. Will this be a phased re-occupancy and if so has a plan been developed to support the phased re-occupancy?

Yes No N/A

3. Do you have an Emergency Preparedness Plan that covers actions to take in the event of a pandemic? If not, do you need assistance creating one?

Yes No N/A

4. Do you have a Business Continuity Plan that covers actions to take in the event of a pandemic? If not, do you need assistance creating one?

Yes No N/A

5. Have you confirmed that all environmental compliance reports & filings are up-to-date?

Yes No N/A

6. Have you confirmed that any open building permits are still valid?

Yes No N/A

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7. Have you confirmed that any pending lawsuits regarding the facility have been properly communicated to the stakeholders?

Yes No N/A

8. Are building Inspections ready to be resumed?

Yes No N/A

9. Has the next fire alarm system testing & inspection been scheduled?

Yes No N/A

10. Has the next fire pump & sprinkler system testing & inspection been scheduled?

Yes No N/A

11. Are all municipal inspection certificates up-to-date?

Yes No N/A

12. Are all preventive maintenance activities up-to-date, and have maintenance routines that were deferred during the shutdown been reviewed and rescheduled as necessary?

Yes No N/A

13. Have in-house preventative maintenance activities resumed?

Yes No N/A

14. Have third-party preventative maintenance activities resumed?

Yes No N/A

GLOBAL CORPORATE SERVICES: FACILITIES MANAGEMENT | 10NEWMARK KNIGHT FRANK

15. Have monthly fire inspection inspections been reinstated?

Yes No N/A

16. Have you confirmed that elevator permits are current or that inspections have been scheduled?

Yes No N/A

17. Have you confirmed that the elevator phones have been tested?

Yes No N/A

18. Do you have written instructions regarding building rules and regulations, loading dock and freight elevator access, use of outside contractors, etc. and have they been updated to reflect the new conditions?

Yes No N/A

WORKPLACESERVICES

JANITORIAL AND WASTE REMOVAL

1. Have any changes to the cleanable area and janitorial labor requirements been implemented?

Yes No N/A

2. Have changes to the cleaning specifications and schedule (i.e. deep cleaning, wipe downs of high-touch areas) been documented?

Yes No N/A

3. Has an on-going fortified disinfectant protocol been documented?

Yes No N/A

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4. Has a confirmed contamination disenfection protocol been documented?

Yes No N/A

5. Has a plan for hand sanitizer station locations and maintenance been implemented?

Yes No N/A

6. Have enhanced Personal Protective Equipment (PPE) requirements been implmented for janitorial services?

Yes No N/A

7. Have changes to the frequency of restroom cleanings been documented and implemented?

Yes No N/A

8. Have day porter(s) or matron(s) requirements changed, and have they been documented and implemented?

Yes No N/A

9. Have cleaning products been reviewed for effectiveness?

Yes No N/A

10. Have you confirmed resumption of service with the waste wemoval vendor or modified the pick-up schedule as necessary?

Yes No N/A

11. Has an initial full cleaning been completed?

Yes No N/A

GLOBAL CORPORATE SERVICES: FACILITIES MANAGEMENT | 12NEWMARK KNIGHT FRANK

OTHER WORKPLACE SERVICES

1. Have changes to the cafeteria, pantry or vending area been documented and communicated?

Yes No N/A

2. Have changes to the reception or concierge services been documented and communicated?

Yes No N/A

3. Have changes to the mail room, copy room or document management services been documented and communicated?

Yes No N/A

4. Have changes to the fitness services been documented and communicated?

Yes No N/A

MECHANICAL, ENGINEERING AND PLUMBINGSYSTEMS

MECHANICAL, ENGINEERING AND PLUMBING SYSTEMS

1. Have there been any changes in the building hours of operation (building systems, access systems, etc.)?

Yes No N/A

2. Have critical HVAC or preventative maintenance activities that were deferred during the shutdown been identified and rescheduled?

Yes No N/A

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3. Has the HVAC run-time been extended to purge the building air at night?

Yes No N/A

4. Has outdoor air ventilation been maximized to increase building air changes and any changes implemented in the building automation system?

Yes No N/A

5. Has demand-controlled ventilation and recirculation of building air been disabled in the building automation system?

Yes No N/A

6. Has the use of MERV-13 filters to improve central air filtration been considered and implemented (confirm system can support lower porosity)?

Yes No N/A

7. Due to the duration of the facility closure, do any building systems need to be flushed and treated? Have they been identified and completed?

Yes No N/A

8. Have you flushed and disinfected the potable water system and disinfected hot water heaters, dishwashers, coffee/beverage machines and ice machines, as necessary?

Yes No N/A

9. Have you done selective sample testing of the potable water systems?

Yes No N/A

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10. Have you primed all traps and floor drains to ensure they have not dried out during the shutdown?

Yes No N/A

CRITICAL ENVIRONMENTS

11. Have the generator and UPS system been inspected and tested since the shutdown?

Yes No N/A

12. Has the emergency generator fuel tank system been checked and refilled as necessary?

Yes No N/A

13. Has the supplemental HVAC equipment servicing the IDFs been checked and serviced?

Yes No N/A

PHYSICAL CONDITION

EXTERIOR CONDITION

14. Are the grounds in good condition, clean and free of debris?

Yes No N/A

15. Do the irrigation systems need to be activated?

Yes No N/A

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16. Are areas around trash receptacles clean, and have the receptacles been deodorized?

Yes No N/A

17. Are ponds, fountains or other water features clean and free of debris?

Yes No N/A

18. Are all signs in good condition, visible and operable (if lighted)?

Yes No N/A

19. Has any additional signage needed to direct occupants, visitors, vendors or deliveries been ordered and installed?

Yes No N/A

20. Is the exterior lighting fully functional?

Yes No N/A

21. Are all non-public exterior entrances properly secured?

Yes No N/A

22. Have any exterior pedestrian safety hazards, such as walkway obstacles, broken or loose stairs or railings been fixed?

Yes No N/A

INTERIOR CONDITION

1. Is the building entry and lobby clean and in orderly condition?

Yes No N/A

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2. Are the common area corridors and restrooms clean and in good condition?

Yes No N/A

3. Is lighting in occupant areas functioning?

Yes No N/A

4. Are building facilities clean and in good condition?

Yes No N/A

5. Are storage areas and janitor closets in a neat and orderly condition?

Yes No N/A

6. Is the loading dock area clean and in good condition?

Yes No N/A

PROCUREMENTSERVICES

VENDOR MANAGEMENT AND PROCUREMENT

1. Have you extended or renewed any maintenance service contracts that have expired?

Yes No N/A

2. Have you reviewed service contracts for scope, performance criteria and competitive pricing consistent with current needs?

Yes No N/A

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3. Will any service contracts need to be modified?

Yes No N/A

4. Have internal approvals for any proposed changes been obtained, if required?

Yes No N/A

5. Will any Budget Modifications/Exceptions be required and have they been approved in writing?

Yes No N/A

6. Are there any new products or services that need to be sourced and is that process complete?

Yes No N/A

HEALTH ANDSAFETY

HEALTH AND SAFETY

1. Are records of all disinfectant and sanitization activities available for review?

Yes No N/A

2. Do you have a site Workplace Hazard Assessment, and has it been updated, if necessary?

Yes No N/A

3. Have all required health and safety training requirements been updated, if necessary?

Yes No N/A

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4. Are all Material Safety Data Sheets sheets updated and readily available for each stored chemical or chemicals in tanks or closed systems, including those recently introduced into the facility?

Yes No N/A

5. Have you confirmed that sufficient supplies of personal protective equipment (PPE) are on hand?

Yes No N/A

6. Have monthly fire inspections been reinstated?

Yes No N/A

7. Are elevator permits current and, if not, have inspections been scheduled or do you have a notice of exception from the authorities having jursidiction?

Yes No N/A

BUILDING SECURITY (PHYSICAL AND ELECTRONIC)

1. Has the electronic security access control system been returned to full functionality?

Yes No N/A

2. Have any needed changes to the card access or CCTV surveillance systems been completed (special entrances, hours, thermal imaging, etc.)?

Yes No N/A

3. Have any necessary changes to manned security coverage been arranged for and completed?

Yes No N/A

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4. Have any necessary changes to the security entrance (man trap, one-way entry/exit) been completed?

Yes No N/A

5. Has there been a change in the facility guests and visitors access protocol, and has that protocol been approved and requirements for implementation completed?

Yes No N/A

6. Has there been a change in the facility vendor, contractor and delivery access protocol, and has that protocol been approved and requirements for implementation completed?

Yes No N/A

7. Will building occupants be required to wear PPE? What PPE, and how is the required PPE going to be sourced as required by OSHA ,including training, fitting, etc.

Yes No N/A

8. Will temperature monitoring be conducted in the lobby, and if so, has the necessary equipment been obtained and protocols developed?

Yes No N/A

9. Are there any additional signage requirements, and have they been ordered and installed?

Yes No N/A

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SOCIAL AND PHYSICAL DISTANCING

1. Has a plan been developed for physical distancing at the building entry?

Yes No N/A

2. Has a plan been developed for physical distancing of visitors and guests accessing the facility (lobby desk, seating areas, etc.)?

Yes No N/A

3. Has a plan been developed for physical distancing in the elevators?

Yes No N/A

4. Has a plan been developed for physical distancing when accessing mailboxes/centralized mail?

Yes No N/A

5. Has plan been developed for physical distancing in conference rooms?

Yes No N/A

6. Has a plan been developed for physical distancing at events?

Yes No N/A

7. Has a plan been developed for physical distancing during fire alarms and fire drills?

Yes No N/A

8. Has a plan been developed for physical distancing at cafeteria seating?

Yes No N/A

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9. Has a plan been developed for physical distancing while accessing cafeteria food?

Yes No N/A

10. Has a plan been developed for physical distancing at vending/break areas?

Yes No N/A

11. Has a plan been developed for physical distancing in office areas and seating areas?

Yes No N/A

12. Has a plan been developed for physical distancing at reception areas or other customer service areas?

Yes No N/A

NEWMARK KNIGHT FRANK

NEW YORKHEADQUARTERS125 Park AvenueNew York, NY 10017+1 212.372.2000

MICHAEL ZUCCHEROExecutive Managing DirectorGlobal FM LeadGlobal Corporate Services+1 [email protected] ngkf.com