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About this manual:
The tenant information manual is provided to give you a better understanding of Colonial Place
and its operations. After reading the manual, you should have answers to most questions
concerning Colonial Place. Every attempt has been made to provide current and accurate
information in this manual, but it is possible that some items will change over time. The
Property Management Office will promptly notify you of any such change.
The Property Management Office:
The Property Management Office is located on the second floor of One Colonial Place, 2111
Wilson Blvd., in Suite 225. The office is open to serve your needs from 8:00 am to 5:00 p.m.
Monday through Friday.
The telephone number of the Property Management Office is:
(703) 527-9444
The above telephone number may be used during normal business hours as well as after hours,
weekends, and holidays. After hours the calls are automatically forwarded to the Answering
Service, which will page Lincoln Property Company in response to calls.
The fax number for the Property Management Office is:
(703) 358-9436 Facsimile
The website for designated tenant contacts to enter online maintenance requests is:
The website for leasing information is:
The mailing address for the Property Management office is:
Lincoln Property Company
2111 Wilson Blvd.
Suite 225
Arlington, VA 22201
Please feel free to contact the Property Management Office with any questions you may have.
We are here to serve you.
Welcome to Colonial Place!
Revised January 2009
2111 Wilson Boulevard, Inc.
Lincoln Property Company
Arlington, VA
Building Management:
Lincoln Property Company
Arlington, VA
Garage Management
Penn Parking
Hanover, MD
2111, 2101 & 2107 Wilson Boulevard
Arlington, VA 22201
Revised January 2009
Checks should be made payable to 2111 Wilson Boulevard Inc. Payments for rent and other
charges should be sent directly to:
2111 Wilson Boulevard Inc.
c/o Lincoln Property Company
2111 Wilson Blvd. - Suite 225
Arlington, VA 22201
All rental payments are due on the first of each month. Payment for additional services should
also be sent to the above address.
Revised January 2009
Colonial Place offers a fitness center which is available to tenants free of charge. It is located in
the 2107 Wilson Blvd. building, lobby level. Before your building access card can be programmed
for access to the fitness center, you must read and sign the Fitness Center Waiver. This waiver
can be found in the “Tenant Forms” section of this manual, or in electronic form at Please bring the signed waiver and your Kastle access card to the Management office
and we’ll be happy to program it for access to the facility.
Revised January 2009
The following Rules and Regulations are intended to make the fitness facility (“Facility”) at
Colonial Place as safe, enjoyable and pleasant as possible for all members. These Rules are
applicable to all members and may be changed from time to time in order to provide for the
safe, orderly and enjoyable use of the Facility’s facilities and equipment.
Use. Users shall use the Facility and related equipment solely for weight and cardiovascular
training on the equipment provided. Users shall not misuse or use the Facility and related
equipment in any manner which will damage the same. Users shall not install, nor tamper
with or remove, any equipment in the Facility. No person may use the Facility unless they
have signed a Waiver of Liability. This Facility is open to Tenants only. Guests are not
authorized to use the Facility and users shall not grant access to the Facility, nor permit the
Facility to be used, by any unauthorized person.
Clothing. The minimum attire at the Facility shall be gym shorts, tee shirts, socks and
athletic shoes. Any conventional exercise attire is permissible, including leotards and tights,
warm-up suits, etc. Sneakers, tennis shoes, or similar footwear must be worn at all times.
Users of the Facility must wear clean and appropriate attire when in transit to and from the
Facility, which may include, but not be limited to, warm-up suits and sweat suits.
Conduct. Any conduct which unreasonably interferes with the use or enjoyment of Facility
or the equipment by others, or disrupts or interferes with the normal, safe, orderly and
efficient operation of the Facility or the equipment, is strictly prohibited. Cell phone usage
is prohibited when other occupants are in attendance. Radios or other similar personal
audio equipment may not be used without headphones. No Tenant shall make, or permit to
be made, any disturbing noises or disturb or interfere with the occupants of the Building or
neighboring Buildings or premises or those having business with them, whether by the use
of any musical instrument, radio, loud speaker or other sound system. Those in violation of
this rule will be subject to immediate expulsion.
Smoking. Smoking of any kind or any other consumption of tobacco products is strictly
prohibited in the Facility.
Solicitations and Petitions. Solicitation for the sale of any product or service, or for
charitable contributions, and petitions of any kind, are strictly prohibited.
Identification. Upon request by Landlord’s employee or personnel, users must present their
key for identification purposes.
Neither Landlord or the Building Manager assumes
responsibility for lost or stolen keys.
Food and Beverages Prohibited. Food and beverages (other than water) shall not be brought
to the facility for consumption on the premises. Alcoholic beverages are strictly prohibited.
Notices, Complaints or Suggestions. Users must immediately notify Landlord or Building
Manager in the event that they discover any unsafe or hazardous defect or condition relating
to the Facility or the equipment, or any more than de minimis breakage, fire, or disorder at
the facility. Complaints or suggestions as to the operation, maintenance, services, or
equipment at the Facility should be directed to Building Manager.
Other Facilities. Landlord or Building Manager may prohibit, use or close the Facility if
misused in any way. Landlord and Building Manager take no responsibility for personal
possessions left in the facility. Locks on lockers are permissible, but all articles and locks
must be removed when the user leaves the Facility. Landlord and Building Manager reserve
the right to remove and dispose of any locks and personal possessions remaining in the
Facility when it closes each day. Landlord and Building Manager make no representation or
warranty that the use of any locker will protect User’s personal property from damage, loss
or theft.
Revised January 2009
Violation of Rules. Repeated failure or refusal to comply with these Rules and Regulations
may result in the loss of privileges.
Maintenance. No member shall leave any litter, trash, debris, or articles of clothing at the
Facility. The entry door(s) to the Facility shall be kept closed at all times.
No Representations. User hereby acknowledges that the installation of equipment, devices
and/or facilities in or serving the Facility shall in no way be deemed a representation or
warranty by Operator regarding the efficacy or safety of the same, nor as an agreement or
undertaking by, or obligation of, Operator to protect, indemnify or hold User harmless from
any harm of any type or to ensure User’s safety. It is expressly understood and agreed that
use of the Facility by User shall be at User’s sole risk.
Card Keys. User hereby agrees to keep any card key provided to User in User’s possession
and control at all times until required or requested to surrender the same, and in no event
shall User lend or otherwise transfer its card key to any other person.
Revised January 2009
One of the primary objects of Colonial Place Management is to provide you with consistent, high
quality services and a comfortable working environment. Providing timely service to all tenants
requires a well organized system of communication.
This communication can best be
accomplished through the use of a designated Tenant Contact. For this reason we request that
you assign a member of your staff to act in this important capacity.
All requests for services and complaints by individual tenant employees should be made directly
to the Tenant Contact. The Tenant Contact will then pass these requests on to the Management
Office. This method of communication will eliminate duplicate and conflicting calls to the
Management Office and will allow us to deal with your requests in the most efficient manner
In order that this system may function properly, please provide all of your employees with the
Tenant Contact’s name and telephone number along with instructions to make all requests
through the Tenant Contact.
Revised January 2009
The Lincoln Property Company’s management team will conduct a building wide fire drill on a
semi-annual basis. As part of the planning process, we suggest you designate one employee to
act as Fire Monitor to coordinate fire drills and emergency procedures for your firm. In addition,
two after-hour contacts should be provided to management to be used in the event of
emergencies. See the “Tenant Contact” form located in the Management Forms section of this
Revised January 2009
Colonial Place has a staff of Engineers and Day Porters on duty during normal building hours.
They are here to maintain the building and service your needs. If you experience any
maintenance or cleaning issue, or an uncomfortable room temperature, please have the Tenant
Contact notify the Property Management Office by phone at 703-527-9444, or via the online
work order system at We will need to know the following information:
The nature of the problem
The location of the problem
A contact person if necessary.
Depending upon its nature, a Day Porter or an Engineer will be dispatched to correct the
problem. Upon completion of the work, the tenant will be asked to sign a work order ticket. If
the work performed is building standard service, there will be no charge. All above standard
work will be invoiced once per month. Any above standard work will need to be requested in
writing by the tenant contact.
Please be aware that Colonial Place Management is not responsible for repairing above building
standard tenant finish items such as garbage disposals, dishwashers, supplemental AC units,
water heaters, etc. We will gladly assist your effort in locating the contractor or vendor to meet
your needs.
Beginning in January 2009, Tenants have the option to manage their suite’s service requests
online. Using the website,, authorized Tenant Contacts can enter
their service requests at any time, from anywhere, via the internet. Each authorized person is
given an account login/password which will enable him/her to submit service requests, monitor
the progress/completion of the work, print summary reports, and get updates on building news,
information and announcements. Please use this website as often as possible as it will become
a primary means of communication and collaboration for the property. We hope you enjoy
using this exciting feature!
Instructions: Go to the website and enter the user ID and password to
login. To create a service request, simply click on the Service Request link located under User
Features. Click “Add New”. Enter all applicable information in the designated fields. Click Save
and your screen will immediately refresh with a summary of your work order as well as your
request ID number. You can also monitor your service requests via the Service Requests screen.
Use the Filter Status drop down menu to narrow your search. There are also instructions at the
top of the screen to assist you. You can change your password at anytime by logging in and
visiting the ‘My Profile’ page (link, upper right hand corner of page).
Revised January 2009
Following are the building holidays for Colonial Place. HVAC services will not be available on
these days except at tenants’ prior request and expense.
New Year’s Day
Martin Luther King Jr. Day
Presidents’ Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day
Revised January 2009
The main entrance doors to Colonial Place will be open according to the following schedule:
Weekdays - 7:00 a.m. to 6:00 p.m.
Weekends - Closed
The garage hours of operation are:
Monday through Friday - 7:00 a.m. to 10:00 p.m.
Saturday - 7:30 a.m. to 1:30 p.m.
Sundays and Holidays - Closed
To gain access to the buildings after hours, you must use the Kastle security card provided for
this purpose. Card readers are located at the main lobby entrances, elevators and garage lobby
entrances. Inside the garage, card readers control access to the B-1 and B-2 elevator lobbies.
The garage entrances are accessible by a separate access card distributed by Penn Parking.
To gain access to the lobby, simply place the appropriate card within an approximate six inches
from the reader. Once your card has been validated by the reader, the door will unlock and you
may enter. The door will close and lock behind you.
Revised January 2009
Solicitation is not permitted in the buildings. The security guards will try to screen these
individuals from each building. However, if a solicitor or someone distributing sales material
visits your suite, please call the Management Office immediately at (703) 527-9444. Colonial
Place management and security will respond promptly and remove the individual from the
Revised January 2009
A Certificate of Insurance from your insurance company is required verifying that you have
obtained the coverage required under the terms of your lease. The Certificate of Insurance must
name the following as Additional Insured:
2111 Wilson Boulevard, Inc.
L&B Realty Advisors, LLP
LPC Commercial Services, Inc.
The Certificate should be mailed to the on-site management office and will be maintained as
part of your lease file.
Revised January 2009
During the holiday season, tenants may wish to decorate their offices. Decorations within the
suite are permitted. However, exterior windows may not be decorated and no decorations
should be attached to the outside of suite entry doors or nailed to any other door within the
County fire code regulations must be observed. The only acceptable Christmas trees are
artificial, UL approved. Live trees are not allowed. Electric lights used on trees must conform to
the appropriate electric code and be UL approved.
Revised January 2009
Mail is delivered daily to the mailboxes located on the B-1 level of Building I, and in the lobby
level of Buildings II and III.
A drop box is located in the same area. Outgoing mail is scheduled for collection by the postal
service once a day at 12:00 noon, Monday through Friday exclusive of holidays.
To be assigned a postal box in the building, please contact the US Post Office at (703) 841-2118.
Drop boxes for UPS and Federal Express are also located in the same area.
Revised January 2009
The Orange Line Metro (Courthouse station) is located across Wilson Boulevard directly in front
of Colonial Place. There is an underground tunnel and an elevator that provide convenient
access to the Courthouse Metro Station. This tunnel and elevator are in front of Colonial Place I
at the main entrance to the property.
In addition, there is a Metrobus stop directly in front of Colonial Place I at the corner of Wilson
Boulevard and Veitch Street. There is another Metrobus stop on the opposite side of Wilson
Boulevard one block South at the corner of Courthouse Road. Please contact Metro regarding
schedules and routes or check their website Tenants can also register to
receive e-mail alerts from Metro regarding any problems/delays in the system.
Revised January 2009
(All numbers have area code 703)
Phone No.
Ireland’s Four Courts
Sawatdee Thai Restaurant
Café Asia
Corner Bakery Cafe
Santa Fe Café
Red Hot & Blue
Boulevard Woodgrill
Cheesecake Factory
Me Jana
Five Guys
Rays the Steaks (Coming soon)
Clarendon Blvd.
Wilson Blvd.
Clarendon Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Hilton Garden Inn
Courtyard Marriott® Arlington Rosslyn
Best Western/Key Bridge
Hyatt Hotel-Arlington
Holiday Inn
Marriott Key Bridge
N. Courthouse Rd
Clarendon Blvd
N. Fort Myer Dr.
Wilson Blvd.
N. Ft. Myer Dr.
Lee Highway
Wachovia Bank
Bank of America*
2026 Wilson Blvd.
2200 Wilson Blvd.
2111 Wilson Blvd.
4238 Wilson Blvd.
1700 N. Moore St.
2300 Clarendon Blvd.
2101 Wilson Blvd.
2111 Wilson Blvd.*
Travel Assistance
Ballston Travel
Omega World Travel
Dry Cleaners
Courthouse Cleaners
Conveniently Yours **
Tax Services
H&R Block
* Colonial Place I
** Colonial Place II
Revised January 2009
Phone No.
Copy Centers/Mail Services
Mailboxes Etc/UPS Store
Southeastern Printing
Stanley Adams Printing
United States Post Office
USA Print & Copy
Wilson Florist
Buckingham Florist
1735 N. Lynn St.
301 N. Glebe Rd
Carlton Cards (Ballston Mall)
Mimi’s Hallmark
4238 Wilson Blvd.
1700 N. Moore St.
Grocery Stores
Whole Foods
Harris Teeter
2700 Wilson Blvd.
600 N. Glebe Rd.
1525 Wilson Blvd.
Clarendon Blvd.
N. Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Wilson Blvd.
Red Top Cab
Sunny’s Executive Sedan Service
AMC Movie Theaters
Conveniently Yours**
Ritz Camera
2150 Clarendon Blvd.
2101 Wilson Blvd.
2050-B Wilson Blvd.
* Colonial Place I
** Colonial Place II
Revised January 2009
The parking facility at Colonial Place consists of two underground levels, B-1 & B-2.
The main garage entrance is located next to the loading dock in Colonial Place II. This entrance
is accessible from the Colonial Place front entrance driveway off of Wilson Boulevard, and also
from another driveway off of Wilson Boulevard across from the Wendy’s Restaurant.
A secondary garage entrance is located at the rear of Colonial Place II along North Key
Boulevard. This entrance is not staffed by a parking attendant, so while monthly and daily
parkers may enter, only monthly parkers may exit through this gate by using their validated
access card.
The garage hours of operation are from 7:00 a.m. to 10:00 p.m. Monday through Friday, and
7:30 a.m. to 1:30 p.m. on Saturday. The garage is closed on Sundays and holidays. After hours
access is only available to monthly parkers. Daily parkers must depart from the garage by
closing time or wait until the garage reopens.
Those tenants who have contracted for monthly parking will gain access to the garage by using
the access card on the card reader at the garage entrances.
It is important to know that the garage card access system has an “anti-passback” feature
which allows the monthly parking security cards to only be used in the proper sequence. The
card will only allow garage entrance if the card was previously used in the garage system for
exiting and it will only allow exiting if the card was last used in the garage system to enter the
garage. If a monthly parker forgets their access card, they should pull a daily ticket and print
their name, company and phone number on the ticket. This ticket should be presented to the
booth attendant upon exiting the garage during operating hours.
If a monthly parker should become locked in the garage after hours, the on-site security guard
is able to open the garage doors and allow exit from the garage. The officer will require driver’s
name, company, and garage access card number. Note: the monthly parker will need to pull a
daily ticket as his card will not work due to “anti-passback.” Please return the ticket signed
with printed name and company to the parking attendant.
The garage is operated by Penn Parking. Penn’s on-site office is located on the B-1 level next to
the garage main entrance. Monthly parking application forms can be obtained from Penn’s
office and should be returned to the garage manager. For more information about garage access
cards, space availability, rates, or to purchase parking validation stamps, please contact Penn
Parking at (703) 875-3140.
If tenants leave vehicles in the garage overnight, they should e-mail the parking office
( and indicate the dates the vehicle will be in the garage, make and
model, license plate number and parking location (B-1 or B-2).
One-hour courtesy parking is also available by the entrance to the garage and between 2101
and 2107 buildings. Towing is strictly enforced.
Revised January 2009
Tenants desiring to remodel or redecorate their offices must contact the Management Office for
structural, mechanical, electrical or other approval prior to beginning the work. Any change to
doors, entrance formats or signage must also be approved in advance by the Management Office
in order to ensure compliance with building standards. On all construction, working drawings
will be required and must meet the approval of the Owner prior to any work beginning. Copies
of permits for construction, a Certificate of Insurance for the contractor and final plans are also
required prior to the commencement of work.
All contractors working in the building must comply with the building rules and regulations.
This is required in order to ensure a minimal amount of disturbance to all tenants in the
building, for insurance reasons, and in order to prevent any damage to the property. A copy of
the construction and remodeling specifications can be obtained by calling the Management
Revised January 2009
With the exception of hand held items, all deliveries must be made through the loading dock in
Colonial Place II and III or through the rear delivery entrance in Colonial Place I. Deliveries will
not be permitted through the main lobby entrances on the ground floor.
Deliveries using carts or dollies are restricted to the freight elevator only. The freight elevator
will not be locked off for individual use during business hours. This is to allow all tenants
access to the freight elevator during business hours.
The loading dock in Colonial Place II is located next to the Wilson Boulevard garage entrance.
The loading dock has two bays, one has a 3- foot tall dock for trucks to back up to, and the
other bay is smaller and level with the dock. The bay height is 12’8” for the truck bay and 10’0”
for the smaller bay.
Colonial Place I does not have its own loading dock. Deliveries to Colonial Place I can be made
from the Phase II loading dock and moved across the B-1 garage level to the freight elevator, or
trucks can also try to park along Veitch Street and bring deliveries into the rear of Colonial
Place I through the service corridor to the freight elevator. The parking along Veitch Street is
metered and subject to availability.
The loading dock serving Colonial Place III is located by the rear garage entrance on Key
Boulevard. The bay height is 13’. To access the freight elevator, enter through the loading
dock and continue across the B1 garage level to the B1 elevator lobby. Enter the elevator
vestibule through the double doors to access the freight elevator from the common elevator
lobby. (Note that on upper floors G – 11, the freight opens on the service side only.)
Large deliveries such as suite furniture should be coordinated with the property management
office. These deliveries must be made after hours to prevent tying up the building dock and
freight elevator during business hours. It is the tenant’s responsibility to supervise all delivery
and moving personnel.
Loading dock hours are 7:00 a.m. to 9:00 p.m. Monday through Friday, and 10:00 a.m. to 9:00
p.m. on Saturday, Sunday and holidays.
Revised January 2009
Moves are only allowed after 5:00 p.m. on business days and all day on weekends and holidays.
This schedule is to ensure that all tenants have access to the freight elevator and loading dock
during business hours. The loading dock has two bays, one has a 3- foot tall dock for trucks to
back up to, and the other bay is smaller and level with the dock. The bay height is 12’8” for the
truck bay and 10’0” for the smaller bay. The loading dock serving Colonial Place III is located by
the rear garage entrance on Key Boulevard. The bay height is 13’.
Please be aware that due to Arlington County noise ordinance, loading dock hours are 7:00
a.m. to 9:00 p.m. Monday through Friday and 10:00 a.m. to 9:00 p.m. on weekends and
Prior to any large delivery or tenant move into or out of Colonial Place, a Certificate of
Insurance must be received from the contractor by the Property Management office naming
Lincoln Property Company as the Certificate Holder. The following entities should be listed
on the Certificate as Additional Insured:
2111 Wilson Boulevard, Inc.
L&B Realty Advisors, LLP
LPC Commercial Services, Inc.
Only the freight elevator may be used for moving into or out of Colonial Place. Carts, dollies,
bins or other moving equipment are NOT PERMITTED on the passenger elevators at any
Moving company personnel are allowed access only to the ground floor or garage entrance to
the freight elevator and the floor where the tenant is located. Any moving company
personnel that are found on a different building floor will be asked to leave the property.
Free parking is not available at Colonial Place. This does not apply to contractor’s moving
For moves into or out of Colonial Place I (2111 Wilson Boulevard), moving contractors may
wish to park their vehicles on Veitch Street and use the ground level double doors at the
back of the building to the freight elevator. This route provides easier and more direct
access to the building.
Please be aware that large appliances in the suite, such as refrigerators and dishwashers,
typically were purchased by the landlord as part of the construction of the suite. If so, they
are the property of Colonial Place and remain in the suite. Please contact the management
office if there are any questions regarding the ownership of the appliances.
Tenants who are vacating the suite, must do so ENTIRELY. This includes items which are
considered to be trash. If furniture or other items are left in the suite the rent will continue
to be charged for the entire suite.
Revised January 2009
Also, please be aware that Colonial Place does not have facilities or personnel for disposing
of furniture, large items, or large amounts of trash. Please make arrangements for disposal
of these items.
Please notify the Colonial Place Management Office as soon as possible before moving into or
out of the building or before a large delivery. The loading dock and freight elevator will be
reserved for your use.
It is the responsibility of the moving contractor to remove any boxes, cardboard, wrapping
material, trash, etc. from the building. These materials may not be placed in the building
trash dumpster.
Please understand that these procedures are in place to protect the security of all the
tenants and to prevent damage to the property.
The Colonial Place Management office is located on-site at Colonial Place I, 2111 Wilson
Boulevard, Arlington, VA 22201, Suite 225. Phone: (703) 527-9444, Fax (703) 358-9436.
Please do not hesitate to contact the management office with any questions.
Revised January 2009
Janitorial service is provided nightly Monday through Friday in all tenant and public areas. The
cleaning hours are normally from 6:00 p.m. to 10:00 p.m. Please be aware that the cleaners do
not clean computers or keyboards. The cleaners also do not clean desktops unless all papers
and other materials are removed from the desk. These policies are in place to prevent accidental
losses or damage to tenant documents or information.
Day porters are present Monday through Friday during business hours to maintain the public
areas and restrooms and respond to tenant requests. The porters can handle most cleaning
requests that may arise during the day. Please call the Management Office if you need a day
porter. Colonial Place has large trash bins available for tenant use that the porters can deliver
to the suite. To arrange for special cleaning service, please call the Management Office and we
will be glad to coordinate this work for you.
The exterior of the windows are washed three times a year, and the interior of the windows is
washed annually. Before the interior of the windows is washed, Lincoln Property Company will
send a memo to the tenants notifying them of the date and asking that the window ledges be
Please do not hesitate to contact the Management Office with any comments or complaints
regarding the janitorial service. Lincoln Property Company will make every effort to respond to
tenant concerns and to accommodate special requests.
Revised January 2009
The recycling program at Colonial Place is done through the normal nightly trash pick-up by the
janitorial service. The office trash which consists primarily of white paper is placed into the
compactor on the loading dock of Colonial Place III. When this compactor is picked up by the
trash contractor, it is taken to a sorting facility where the contents are separated and recycled.
The trash from the restrooms and tenant kitchens is not recyclable and it is placed in
dumpsters and taken to the land fill.
The recycling program at Colonial Place is very effective and convenient. It captures most of the
recyclable materials generated by the buildings, and it does not require separate recycling
Please contact the management office for recycling containers to place next to desks and at
central locations such as copy rooms. An additional container will also be provided for the
recycling of cans, bottles and plastics.
Colonial Place also recycles computers.
Please contact the management office for more
White Bond Paper Including:
Colored Paper
Carbon Paper
NCR Paper
Photographic/Blueprint Paper
Glossy, Coated Paper
Rubber bands
Gummed Labels
White Bond Computer Printout:
Blue Strip
All White
Aluminum Cans
Plastic bottles
Revised January 2009
Each of the three buildings in the Colonial Place project has six elevators. Of each set, 5 are
passenger elevators and one is a dedicated freight elevator with its own independent call button
located next to the rear cab entrance doors. In this section, information specific to Colonial Place
is followed by general information on elevator operation and safety features.
Elevator Access / Security: The elevators of Colonial Place are equipped with Kastle Systems
electronic security system, which restricts access to all floors with the exception of the main
lobby and garage levels B-1 and B-2 during non-business hours. During non business hours,
you will need your Kastle cardkey to move above the Lobby level of each building. To use the
Kastle card, place your card in front of the card reader located above or between the floor call
buttons and press the button for your authorized destination. (In 2107 Wilson, the card reader
is a surface mounted gray rectangular box to the right hand of the elevator doors. In 2101 and
2111, the card reader is recessed behind a dark plastic plate to the left hand of the elevator
doors). Please note that your card is only programmed to allow access to the floor on which you
work. Elevator security hours are 6:00 pm to 7:00 am weekdays and 24 hours a day on the
weekend and building holidays.
Freight Elevators are intended to be used for construction and large deliveries. For safety’s
purposes, passenger use should be limited to the designated passenger elevators. The freight
elevator is programmed so that only the set of doors on the service corridor side will open. The
doors located on the main lobby side are programmed to open only during emergency service.
To access the freight elevator:
Colonial Place I – 2111 Wilson: Freight elevator access is via two paths: 1) from the B1
level inside the mail room, and 2) from the lobby level off the rear service corridor. 2111
Wilson does not have its own loading dock. Large deliveries requiring a dock should
park in the loading dock of 2101 and move through the B1 level of the garage along the
striped path to the freight elevator of 2111 Wilson. The other option is to park on Veitch
Street, if available, and use the rear service corridor exit door on the lobby level to call
the freight at the rear service corridor station.
Colonial Place II - 2101 Wilson: Freight elevator access is on the B1 Level, through the
loading dock to the service lobby which is prior to the passenger elevator lobby.
Colonial Place III - 2107 Wilson: Freight elevator access is on the B1 level, through the
loading dock on Key Boulevard and through the double doors into the elevators
Safety Features and Passenger Procedure in the Event of Elevator Failure: All of the
elevators are monitored 24 hours every day by and offsite monitoring center, currently Kastle
Systems, who will dispatch an emergency responder as required should a call be initialized from
inside the cab.
Please note that the location and the appearance of the emergency elevator
“phone” is different in 2107 Wilson than the emergency phones in 2101 and 2111.
2101 and 2111 Wilson: Elevators in these buildings were modernized in 2008 and meet
all current Arlington County Codes. Safety features include ADA compliant hands free
telephones that dial directly to the monitoring center. From the cab interior, the
passenger alarm notification controls are located to the right of the doors. If a passenger
requires assistance, the protocol is to press the brass button located immediately to the
right of the “HELP” indicator to connect to the monitoring Operator. There is also a local
audible alarm with a “bell” logo on both the indicator and the button itself. Pressing this
button will cause an audible alarm bell to sound in both the elevator and on the lobby
level. Please note, this button DOES NOT notify the monitoring center or any emergency
responder. For emergency response, a passenger must press the “HELP” button. Refer
to the photograph below:
Revised January 2009
2101 and 2111 Wilson Elevators Only
Left Hand Side of Doors
Right Hand Side of Doors
Under the current Arlington County code, the elevators of Colonial Place I and II are
required to have an additional safety feature which enables the emergency responder to
broadcast over an intercom into any of the cabs. To enable this intercom to operate as
mandated, all six cabs elevators are serviced by one telephone line that calls the
monitoring station. If calls are made simultaneously from two elevators, both calls will
be answered and the calls will be placed into a “party line” whereby all callers and the
monitoring operator will all be on the same line. The phones are programmed to
automatically disconnect after 5 minutes. Should your call be disconnected, you can call
the operator again by pushing the “HELP” button. All calls to the monitoring center are
recorded. Each elevator is engraved with the building address and elevator number.
2107 Wilson: The elevators of this building were installed in 1999. Safety features
include ADA compliant hands free telephones that dial directly to the monitoring center.
From the cab interior, the passenger alarm notification controls are located to the left of
the doors. If a passenger requires assistance, the protocol is to open the brass emergency
phone door to access the Red Hands Free Emergency Telephone. The door is identified
with a “phone” symbol on the door handle. The only button located on the emergency
phone should be pressed. The call will connect directly to the monitoring center. As
with Colonial Place I and II, the six phones are serviced by one telephone line, which
would join multiple callers together on a party line. The phones are programmed to
disconnect after five minutes, and a passenger must press the button again to reach the
offsite monitoring center. There is also a local audible alarm with a “bell” logo next to
the button. Pressing this button will cause a bell alarm to sound inside the elevator
only. (Unlike CP I and II, the bell alarm does not also ring on the lobby level.) Please
note, this button DOES NOT notify the monitoring center or any emergency responder.
For emergency response, a passenger must press the button on the Red Hands Free
Emergency Telephone. Refer to the photographs below:
Revised January 2009
2107 Wilson Elevators Only
Left Side of Doors
Left Side of Doors
Right Side of Doors
Should a passenger get stuck in an elevator:
Press the audible alarm button with the “Bell” icon. Please note the alarm button
is audible but is not monitored. Occupant must also press the Phone (or Help)
button to ensure that contact is made with the monitoring center for emergency
Remain calm.
Do not attempt to force the elevator doors open.
In CP I and II, the “Help” button is located on the lower row on the right hand
side of the elevator. In CP III, the “Help” button is actually a “Push to Call”
button located behind an access door on the left hand side of the elevator. An
operator will answer the phone and summon help.
In addition to dispatching emergency personnel, the operator will alert the on-site
Security Officer to respond to the building/floor of the trapped elevator to speak
with and remain with the occupant until help arrives.
Both the monitoring Operator and the Security Officer can place calls on the
Occupant’s behalf to notify others of the situation.
Special Note:
The building staff has been instructed to refrain, under any circumstances, from
attempting to release a passenger or passengers from a malfunctioning elevator. Serious
injuries could result from tampering with an elevator system. For this reason, it is our
firm policy that only a qualified elevator mechanic or the Arlington County Fire
Department may manipulate an elevator for the purpose of freeing persons detained in
the elevator.
For information on elevator operation and safety features, please refer
to the attached document published by the Schindler Elevator Corp.
Revised January 2009
Elevator Safety Features *
* Published on the 2009 Schindler Management Ltd website:
Today's elevator systems incorporate a wide variety of features designed to help reduce the
chances of accidents and give passengers a quick, dependable ride.
There are two basic types of elevator systems, "Traction" and "Hydraulic." (The elevators at
Colonial Place are Traction Elevators.) Traction elevators are suspended by strong steel cables
propelled by a hoisting machine. Counterweights help balance the load and make it easier for the
machine to move the elevator. The steel cables are very strong, and can safely hold several times
the weight of the elevator and its full load of passengers.
The safety brake, together with a speed-sensing governor, acts to stop an elevator if it should
overspeed in the down direction. If an elevator overspeeds, the governor makes the safety grasp
the rails on which the car travels, bringing the elevator to a safe emergency stop.
The door system on a modern elevator also includes several safety devices. Sensors detect
passengers or objects in the door opening, preventing the continued closing of the doors. Older
systems [2107 Wilson] use mechanical "safety edges" which cause the doors to stop or retract
when they make contact with a person or object. More modern systems [2101 and 2111 Wilson]
use a large number of invisible light rays to detect people or objects in the doorway and reverse or
stop the doors without having to make physical contact.
Door operators contain devices which limit the amount of closing force. Newer systems are better
able to keep the closing force consistent even under unusual conditions such as the "stack effect"
which can cause heavy air movement in elevator shafts.
Interlocks on the hoistway doors help assure that the elevator cannot leave a landing unless the
doors are fully closed and secured. Should the doors be forced open, the interlock circuit will be
broken, causing the elevator to immediately stop.
Various switches in the elevator shaft detect the presence of the car at certain stages of its
journey. They initiate slowdowns and stops at the proper points, and help prevent overtravel in
the up or down direction.
To discourage the very dangerous practice of passengers trying to open the door of a stalled
elevator, door restraints can allow normal operation of the door when the car is near the floor
level, but will restrict forcible movement of the door when the car is away from the floor.
The emergency evacuation hatch on most elevators is designed to be opened only from the
outside, by trained emergency personnel. This too is intended to help prevent any passenger from
gaining access to the dangerous elevator shaftway.
Buffers, located in the "pit" below the car, serve to cushion any unplanned travel below the lowest
In the elevator cab you'll find several items to help increase safety. An emergency alarm switch
will sound an alarm when activated by a passenger. Additionally, an emergency telephone or
intercom can serve as a link to assistance if the car should stall. And, in the event of a power
failure, emergency lighting maintains illumination for hours. In some systems, emergency
power is available to permit movement of the elevator and evacuation of the passengers.
In many elevator systems [including Colonial Place] a special fire emergency system is
installed. It may be manually activated, or may respond to smoke sensors in the building. If
activated, the system returns the elevator to the main floor, open the doors to allow passengers to
exit, and makes the elevators available to emergency personnel.
Revised January 2009
The heating, ventilation and air conditioning (HVAC) system at Colonial Place is controlled by a
sophisticated energy management system. This computerized system has been designed to
ensure optimal tenant comfort and building operating efficiency. However, should you find the
working environment to be uncomfortable, please notify the Property Management Office and
the condition will receive prompt attention.
HVAC service is provided from 8:00 a.m. to 6:00 p.m. Monday through Friday and from 8:00
a.m. to 1:00 p.m. on Saturday. To request after hours HVAC, contact the Property Management
Office as soon as possible but before 3:00 p.m. on the afternoon that service is required, and by
12:00 noon on Friday for weekend service.
The current charge for after hours HVAC is $35.00 per hour per floor (unless otherwise specified
in the lease). This charge reimburses the building for the cost of operating the HVAC system,
and is subject to change.
Revised January 2009
Four suite keys will be provided free of charge to each tenant. Additional keys may be obtained
for $2.00 per key. Please direct any key requests to the Colonial Place Management office.
All locks must be keyed to the Colonial Place building key system. This is to allow entry by the
night cleaning staff and by engineering staff in the event of an emergency.
If Kastle Security proximity cards are needed, please contact Kastle at (703) 524-7911. Cost for
Kastle cards is currently $10.00 each.
Revised January 2009
A building directory is located in the main lobbies of Buildings I, II and III. Tenants located in
given building will receive listings on their respective directory. Each tenant will receive one
strip identifying the firm name and suite number. Each tenant will also receive one directory
strip per 1,000 SF of rentable space for the listing of partners, principals, etc. Replacement
directory strips can be ordered from the Management Office for a small charge.
Each tenant suite entry door will receive a sign with the firm name in the building standard
graphics. Ordering instructions for tenant graphics must be in writing to the Management
Office. Ordering signs takes at least several weeks, so please make sign requests as soon as
possible. If a tenant changes its name, Tenant must purchase a building standard sign at
tenant’s cost. Paper signs are not permitted. If the name is different than that on the lease,
tenant will be required to submit a “Building Directory/Suite Signage Request Form” detailing
the relationship between the legal tenant and the company name on requested sign. See Tenant
Forms section
Any other graphics that you wish to place in the building must be approved by Property
Management before being placed. We will be happy to assist you with any questions you may
Revised January 2009
Close door to room where fire is located.
Alert others, then call FIRE DEPARTMENT - 911.
Activate building alarm by pulling the nearest PULL STATION.
Go directly to the nearest STAIRWELL, WALK TO THE GROUND FLOOR AND
Remain outside until Building Management or the Fire Department
announce that it is safe to return.
To travel through smoke, keep low; the air is cleaner and cooler.
Feel door. If hot, do not open.
Close door. It will slow the spread of fire.
Keep calm.
Close doors.
Walk to exit.
Don’t go back.
Use stair, not elevator.
The alarm is received at the off-site security monitoring station. The fire
department will be summoned immediately.
An audible alarm will sound on the floor where the alarm is activated and on the
floor above and below. The strobe lights will also flash on these three floors.
The elevators will go to the main lobby and stay there while the alarm
is active.
The stairwell doors throughout the building will automatically unlock to allow
access from either side of the door.
A member of the engineering staff will be sent to investigate the cause of
the alarm.
When the fire department arrives, the fire chief will go directly to the fire
control room where he will direct emergency operations.
Revised January 2009
For your safety and well-being, Colonial Place is equipped with the following
safety features:
Pull Stations - You will find a red pull station conveniently located by each
stairwell entrance. When the pull station is activated, you will hear an audible
alarm and see the strobe lights flashing. Should you hear this alarm, or see the
strobe lights, do not hesitate to evacuate the building.
Fire Extinguishers - Fire extinguishers are located by each stairwell. Please
become familiar with their location and operating instructions.
Stairwells - Your evacuation route will lead you to a fire rated stairwell. Take a
few minutes to learn the location of the stairwell nearest to your normal working
location. It would be a good idea to locate the other stairwell a well. Each tower
stairwell is equipped with a phone for communication with the security
monitoring service. Intercom stations are located on levels 8 and 3. Push the
button on the handset to call security.
Sprinkler System - The building is fully sprinklered. Sprinkler heads are located
in the ceiling.
Smoke Detectors - A network of smoke detectors provides an early warning
system for the entire building.
Fire Control Room - From the command center located in the main building
lobby, the fire chief can direct emergency operations. All alarms are displayed
We ask that one person from your staff be appointed as a fire warden. Ideally, this
should be the person who has been assigned to communicate with the building
management on an ongoing basis.
The fire warden has the following responsibilities:
During a fire emergency:
Checks to see that everyone has evacuated.
Leaves with an employee roster.
Is the last one out.
Regroups with all co-workers at a pre-determined location and checks off roster.
Communicates with building staff.
In preparation for a fire emergency:
Maintains employee roster.
Plans for the evacuation of handicapped persons.
Advises co-workers of changes in procedures.
Revised January 2009
Please follow the following precautionary steps:
Flammable or combustible supplies should be stored in metal cans or
safety containers.
Extension cords in lieu of permanent wiring are not recommended.
If used, they are required by law to be of three prong construction.
Appliances and cords should be kept in good repair.
Use caution when disposing of cigarettes, cigars and pipe ashes. Never
empty warm ashes into trash cans.
Additional appliances, particularly space heaters, should not be used
without the building management’s authorization. The building was
designed to carry a normal electrical load; overloading may result in an
electrical fire.
Never use water on electrical, oil or grease fires.
In a life threatening situation your survival may depend on one or more of the
following tips:
Never use an elevator.
Open all doors carefully. A warm door should not be opened.
Stay low in smoke filled areas.
It trapped, seek safety in a room with a window. Close all doors to slow the
spread of fire. Seal cracks around doors and vent openings with wet towels,
clothing, etc. and wait for rescue or instructions.
Revised January 2009
When a bomb threat is made over the telephone, obtain the following information from
the caller:
Exact location of the device;
Time set for explosion;
Description of the device;
Reason the caller has placed the bomb;
Exact words used by the caller.
Keep this information as confidential as possible.
Notify the Police Department. Call 911
Notify the Property Management Office at (703)527-9444.
Once Colonial Place management has been notified of a bomb threat, it is our policy to advise
your firm’s manager or officer. It is up to the manager or officer to decide whether it is
appropriate to evacuate the office.
In the event that you are asked to evacuate the building, move away from the building to allow
for the clear passage of emergency personnel. Do not re-enter the building until clearance has
been given by the Building Management or the Police or Fire Department.
In the event that someone in your office should have a heart attack or a stroke, please do the
Call an ambulance - 911. Tell the emergency operator to send an ambulance.
Notify the Property Management office at (703) 527-9444.
A member of the building staff will meet the ambulance crew and direct them to a waiting
elevator. From there the crew will be taken to the floor of the stricken person.
Revised January 2009
Although the occurrence of tornadoes is rare in this area, it can happen. The instructions given
below should be followed:
Move away from the perimeter of the building.
Close the door to all exterior offices.
Go to the center of the building.
Sit down and protect your head with your arms.
Do not evacuate the building.
Do not use the elevators
If the building power supply is interrupted, the emergency electric generator will activate within
a matter of seconds. The generator will generate sufficient electricity for limited elevator
operation and emergency lighting.
Colonial Place Management will keep you apprised of any information from Virginia Electric
Power regarding the status of the power failure.
Refer to Pages 27 - 29 of this Manual.
Should a riot or civil disturbance start outside the building, the security staff will immediately
secure all entrances to the building. The police will be notified. We will keep you informed.
If a disturbance should occur in the main lobby, all elevators will be turned off at the first floor
and the police will be summoned.
Revised January 2009
Date of call: ____________________________ Time of call: _________________________
Keep the caller talking as long as possible.
Fill in the following form
After hanging up, immediately call *57 to trace the call
Call 911.
Call the Property Management Office at (703)527-9444
 When is the bomb going to explode? _______________________________________
 Where is the bomb right now? _____________________________________________
 What kind of bomb is it? __________________________________________________
 What does it look like? ____________________________________________________
 Why did you place the bomb? _____________________________________________
 Where are you calling from?_______________________________________________
 Who are you? _____________________________________________________________
 Exact words of caller?_____________________________________________________
Male? ___________________
Female? _________________
Young? __________________
Middle aged? ____________
Old? _____________________
Tone of voice?________________________________________________________________
Is the voice familiar? _________________________________________________________
If so, who did it sound like? __________________________________________________
Other voice characteristics? __________________________________________________
Any background noises? _____________________________________________________
Time caller completed conversation: __________________________________________
Remarks: ____________________________________________________________________
Name of person filing report: _________________________________________________
Phone number: ______________________________________________________________
Revised January 2009
Handling of Suspicious Packages or Envelopes
1. DO NOT shake or empty the contents of any suspicious package or envelope.
2. DO NOT carry the package or envelope, show it to others or allow others to examine it.
3. Put the package or envelope down on a stable surface. DO NOT sniff, touch, taste or look
at it or any contents, which may have spilled.
Once it happens:
1. Cover the suspicious item with whatever is handy, copy paper, napkins, and evacuate
the area. WASH hands well with soap and water.
2. Alert others in the area about the suspicious package or envelope. Create a list of those
in the area when the letter/package was found and give it to the responding medical
workers. Leave the area, close any doors and take actions to prevent others from
entering the area.
3. Call 911, giving them as much information as you have.
4. Call the Management Office at (703) 527-9444
5. Shut down the effected HVAC system.
6. Tenant contacts will be asked to account for their employees, as it may be necessary to
know which ones were at work and therefore exposed, and which ones were out of the
7. The fire department will decide, given the facts, if the area should be evacuated or
Revised January 2009
What Shelter-in-Place Means:
One of the instructions you may be given in an emergency where hazardous materials may have been
released into the atmosphere is to shelter-in-place. This is a precaution aimed to keep you safe while
remaining indoors. Shelter-in-place means selecting a small, interior room, with no or few windows, and
taking refuge there. It does not mean sealing off your entire home or office building.
Why You Might Need to Shelter-in-Place:
Chemical, biological, or radiological contaminants may be released accidentally or intentionally into the
environment. The important thing is for you to follow instructions from local authorities and the Building
Staff and know what to do if they advise you to shelter-in-place.
How to Shelter-in-Place
Close your business.
If there are customers, clients, or visitors in your space, provide for their safety by asking them to
stay – not leave. When authorities provide directions to shelter-in-place, they want everyone to
take those steps immediately, where they are, and not drive or walk outdoors.
Turn on call-forwarding or alternative telephone answering systems or services. If your business
has voice mail or an automated attendant, change the recording to indicate that the business is
closed, and that staff and visitors are remaining in the building until authorities advise it is safe to
Close and lock all exterior doors.
If you are told there is danger of explosion, close the window shades, blinds, or curtains.
Gather essential disaster supplies, such as bottled water, battery-powered radios, first aid
supplies, flashlights, batteries, duct tape, plastic sheeting, and plastic garbage bags.
Select interior room(s) above the ground floor, with the fewest windows or vents. The room(s)
should have adequate space for everyone to be able to sit in (10 square feet per person are
recommended). Avoid overcrowding by selecting several rooms if necessary. Large storage closets,
utility rooms, pantries, copy and conference rooms without exterior windows are preferable.
It is ideal to have a hard-wired telephone in the room(s) you select (not connected to the phone
system so it remains operational during power outages). Call emergency contacts and have the
phone available if you need to report a life-threatening condition. Cellular telephone equipment
may be overwhelmed or damaged during an emergency.
The Building Staff will shut down the HVAC system.
Bring everyone into the room(s). Shut and lock the door(s).
Use duct tape and plastic sheeting to seal all cracks around the door(s) and any vents into the
Write down the names of everyone in the room, and call your business’ designated emergency
contact to report who is in the room with you, and their affiliation with your business (employee,
visitor, client, customer.).
Keep listening to the radio or television until you are told all is safe or you are told to evacuate.
Local officials may call for evacuation in specific areas at greatest risk in your community. The
Building Staff may also make announcements over the PA system.
Do not leave the room until the proper authorities have advised that it is safe to leave.
Revised January 2009
It is important that tenants develop their own internal plans in the event of an emergency. The
Building Staff will provide assistance in the event of an evacuation or shelter-in-place, but each
tenant is responsible for developing plans and training their employees for both of these
possibilities. Below are some guidelines to use in developing your plans:
Evacuation Plans:
Tenants should assign Floor Captains for each floor they occupy. If the tenant occupies
the entire floor, it is recommended that two Floor Captains be assigned for that floor, one
for the East and one for the West. The responsibilities for a Floor Captain are listed
It is imperative that all employees know where the stairwells are located, where they exit
from the building and learn the stairwell numbers. In the event of an evacuation,
employees should go to the closest stairwell unless instructed otherwise.
Tenants should create evacuation routes for their staff, so employees know where to go
in the event of an evacuation. Floor plans with the evacuation routes should be posted
throughout the tenant space, especially near exit doors and elevators.
Tenant evacuation routes must be flexible enough to be changed quickly as the situation
dictates. Alternative routes should be pre-determined and practiced.
Personnel lists with vital information for each employee should be kept current and
accurate to ensure all personnel are accounted for.
A pre-determined assembly area should be determined and all employees should know
the location of this area. After evacuating the building, employees should go to this
assembly area.
A back-up assembly area should be determined in the event the main assembly area is
not accessible.
Ensure the assembly areas are a safe distance from the building.
Establish procedures for further evacuation in case the incident expands.
A head count is then taken by the Floor Captain to assure a full evacuation has
occurred. The Floor Captain has to ensure they take the personnel list with them as
they evacuate.
The names and last known locations of personnel not accounted for should be
determined and given to the Fire Department or Building Staff.
Floor Captains:
Each tenant should have a Floor Captain for each floor they occupy (if there are multiple
businesses on a floor, there should be a Floor Captain from each business).
It is equally important to have a back-up Floor Captain who will stand in if the main
Floor Captain is not available.
The Floor Captain will:
Disseminate information and direct the employees on their floor.
Revised January 2009
Communicate with the Building Staff during an emergency and provide progress
reports on the evacuation.
Direct orderly flow during drills and emergencies.
Maintain an updated personnel roster with vital information for each employee.
Maintain a list of occupants with disabilities and monitor for persons with
disabilities during the emergency.
Ensure all occupants have vacated the floor.
Ensure doors are closed, lights are on and electrical equipment is off during
Go to the pre-determined assembly area to perform a head count using the
personnel roster.
Individuals with Special Needs:
Prepare and maintain a list of all employees and regular visitors who have special needs.
Ask these people in advance what assistance they will require in the event of an
evacuation. Determine how the individual will be evacuated and the assistance they will
Assign a co-worker (and a back-up in the event that person is not available) for each
person with special needs to provide the required assistance.
Determine a way for individual and the co-worker to connect in the event of an
emergency. Either through a cellular phone, a meeting place, or some other technique,
it is important to pair up as quickly as possible.
Individuals with special needs should prepare an emergency information list that they
carry with them in the work place.
In the event the individual is unable to
communicate, the list should provide instructions for their care.
Shelter in Place:
There is a great deal of preliminary planning that tenants must put into developing a shelter-inplace plan. Some basic steps include:
Select a shelter room or rooms. This room(s) should have the fewest number of windows,
vents and doors and be large enough to provide 10 square feet per occupant.
Prepare a shelter kit that contains essential supplies that will be needed during a
shelter-in-place. Examples include: plastic sheeting, duct tape, first aid kits, a battery
powered radio, flashlights, fresh batteries, and bottled drinking water
It is recommended that the shelter room have a telephone that is not connected to the
phone system of the tenant, so it will remain operational in the event of a power failure.
Assign an employee to check your shelter kit on a regular basis. Supplies can sometimes
disappear when all employees know where the shelter kit is stored. Batteries for the
radio and flashlight should be kept fresh.
Revised January 2009
Assign employees to specific shelter rooms. Plan for extra space in each shelter room to
fit visitors and employees who cannot make it to their assigned shelter room.
Employees cannot be forced to shelter-in-place. Therefore, it is important to develop your
plan to maximize the cooperation and determine if all employees will shelter or if some
will leave the building.
Develop an accountability system. You should know which employees and any visitor
who are in your space if an emergency develops. Visitors should be informed if your
company decides to shelter-in-place.
Drills should be planned and executed on a regular basis. Afterwards, employees should
critique the drill.
The following is a sample shelter-in-place plan developed by the National Institute for Chemical
Studies. This sample is for reference purposes only. Each tenant should develop their own plan
that best suits its needs.
Revised January 2009
Shelter-In-Place Plan for ABC Company, Inc.
In the event that a shelter-in-place is advised for the area including the ABC Company, all
persons in the building will be notified that ABC Company is preparing to shelter-in-place and
that all doors will be locked after 3 minutes. All employees and visitors must decide whether to
shelter-in-place at ABC Company until the “all clear” is announced or whether they will leave
the premises within 3 minutes. After that time, no one will be allowed to break the seal on the
building until the “all clear” is announced.
Shelter-In-Place Procedures
Listen for announcement on radio or TV
Responsible Party
Ms. Grey (back-up is ______)
Announce to employees and visitors that a shelter
in place has been advised and that the sheltering
plan should be implemented immediately
Mr. Brown (back-up is ______)
Take employee roster and visitor sign-in sheets to
the shelter area
Ms. Green (back-up is______)
When intercom announces shelter in place,
immediately turn off all air handling equipment
Building Staff
When 3 minutes have elapsed, place sign on
outside and lock all outside doors
Mr. Black (back-up is _____)
Ascertain presence or whereabouts of all persons
on employee/visitor sign-in sheets
Ms. Silver (back-up is ______)
Seal windows and vents with plastic
Mr. Yellow (back-up is ______)
Monitor radio broadcast for emergency messages
Ms. White (back-up is ______)
Employees will leave the shelter room and
immediately go outside the building to prearranged meeting area
Mr. Orange (back-up is ______)
Revised January 2009
_______________________ Responsible Employee
Checklist current as of:
_______________________ Alternate Employee
______________ (date)
When a shelter in place advisory is issued, the responsible employee (e.g., receptionist) shall:
 Announce, “All employees and visitors – A shelter-in-place advisory has been issued. All
employees and visitors should leave your current area and proceed to the first floor
break room. Employees should make sure office windows and doors are closed before
 Locate a cellular phone (from executive suite or sales office) and employee/visitor signin sheets and take them to the shelter in place room (break room).
 Determine from sign-in sheets whether all employees and visitors are accounted for. All
employees and visitors should be in the shelter in place room within 3 minutes. If all
signed in persons are not in the shelter room within 3 minutes, notify the President.
 When the “All Clear” is issued, take the sign-in sheets and leave the shelter room.
Proceed to the pre-arranged meeting area outside the building.
 Account for employees and visitors using sign-in sheets. Report any discrepancies to the
 When the building has been ventilated, return to the building and replace the cellular
phone and sign-in sheets.
Revised January 2009
Emergency Services: 911
Joint Operation Command Center for DC Metro Police Department: (202) 727-9909
Joint Terrorism Task Force (FBI): (202) 278-2000
Arlington Police Non-Emergency - (703) 558-2222
DC Office of Emergency Management Agency: (202) 727-6161
Metro Transit Police: (202) 962-2121
US Capitol Police: (202) 224-5151
US Park Police: (202) 619-7910
Arlington Fire Department: (703) 558-2222
Center for Disease Control and Prevention:
US Department of Energy:
US Department of Health and Human Services:
Federal Emergency Management Agency:
Environmental Protection Agency:
John Hopkins University:
Revised January 2009
The Colonial Place smoking policy adheres to the Arlington County ordinances on smoking.
Smoking is prohibited in the buildings and garage. This includes the main lobbies, elevator
lobbies, stairwells and restrooms.
Ashtrays are provided at the exterior of the buildings away from the main entrances.
Revised January 2009
Items that are found on the premises are usually returned to the Building Management Office.
Please contact the office for any lost items.
Revised January 2009
Security guards are present at Colonial Place 24 hours per day. Their purpose is to monitor
activity in the building and to assist with access control. Three guards are on duty Monday thru
Friday from 8:00 a.m. to 4:00 p.m., two guards from 4:00 p.m. to 12:00 midnight and one guard
from 12:00 midnight to 8:00 a.m. One guard is on duty on Saturdays, Sundays and holidays.
After hours access to the building is available with the use of the Kastle security access card.
For more information, please read the “Building Access/After Hours Entry” section
If you have any employees who work late, please inform them that a security guard will be
happy to escort them to their vehicles in the garage. To arrange for an escort to the garage,
please call the security desk.
Security Desk Phones:
Building One (2111)
703 243-9122
Building Two (2101)
703 243-0201
Building Three (2107)
703 465-2848
Security Cell Phone (24/7)
703 868-0509
If the guard is not at the desk, please contact him/her on the cell phone at (703) 8680509.
Please be aware that the guards are not allowed to escort anyone off of the Colonial Place
Revised January 2009
Many office thefts and crimes against persons occur during regular business hours. Such crimes
are usually perpetrated by persons under the pretext of legitimate business. A large number of
offenses are also committed on weekends when buildings are closed to the general public. Many of
the weekend burglaries indicate a laxity on the part of persons in control of keys and security
Investigations of these offenses indicate that many of the crimes would not have been committed if
the office personnel had been alert to strangers or had taken a few simple precautionary steps.
These types of offenses cannot be reduced without your assistance.
You can protect yourself and your belongings by recognizing that certain precautions can prevent
crime before it occurs. The following reminders can improve the security of your individual space
as well as the common areas of the building:
Never leave your reception area unattended. Do not allow visitors or delivery personnel
to pass beyond the reception area unless they are known to the receptionist who is
aware of the nature of their business. Consider installing a door chime to ring whenever
a suite door is opened.
Beware of repair personnel attempting to pick up a machine for repair. Question the
person, obtain identification and check with his/her office for verification. Be alert to
uniforms and name badges. Reputable service company employees wear uniforms and
most have photo ID’s. Also, you should be aware of any scheduled work in advance.
Confirm when not.
Never leave purses, wallets or other valuable items on or under desks. Keep these items
out of sight, preferably not in the bottom desk drawer. Use a file cabinet or closet away
from the reception area.
Do not keep cash or stamps in an unlocked drawer.
Do not carry large sums of money. Do not leave your wallet in a jacket hung over your
chair or behind your door.
Never leave a combination safe on a day-lock position. Thieves will always turn the dial
back to zero if it is in a day-lock setting. Spin the dial when locking the safe.
Never allow visitors in storage areas without an escort.
Be alert to persons who enter an office under the pretext of seeking employment. Keep
them in your sight at all times and ask them to begin filling out an application while you
contact your personnel manager.
Immediately report all suspicious persons, peddlers, or persons purporting to be
canvassing to management personnel or call the Police at (703) 558-2222. Do not
attempt to apprehend or detain these persons.
Always secure your automobile by locking all windows and doors. Do not leave valuables
in the car. If you are working late, please park near a light.
Have your car keys in your hand when leaving the office so you may immediately enter
your vehicle. Be sure to lock your doors once inside.
Quietly leave if you are surprised by an unauthorized person in your suite. Call the
Police at 911.
Ask unknown persons attempting to follow you into the building during security hours to
Revised January 2009
use their own card in the reader or instruct them to use the Kastle phone for assistance.
Be alert for strangers loitering in the hallways, restrooms, elevators and stairwells.
Restrict issuance of restroom keys. Report all suspicious activity.
Do not enter an elevator if it is occupied by a suspicious looking person. Wait for
another elevator or walk away.
If the locks on your suite doors or restroom doors malfunction, notify Building
Do not keep valuable equipment or moveable belongings near suite doors. Record all
equipment serial numbers. Maintain continuous, updated inventory.
If keys are lost, request a change of the locks.
Engrave your firm’s federal tax identification number on all valuables. This will help
speed their identification upon recovery and ensure their return to you. Photograph
items that cannot be engraved.
Control the issuance of security cards and keys. Contact Kastle every 6 months to
update your card access list.
Report all lost cards to Kastle immediately so that they can be canceled, prohibiting use
by unauthorized persons.
Secure your suite alarm system at the end of the day, if applicable.
When working late, always lock your door and secure your suite alarm system from
inside. Let someone know that you are working late.
Be certain that your employees who require after-hours access to the building are given
Kastle cards and security system keys.
If you are the victim of a robbery, cooperate with the criminal by relinquishing your
The intent of this memo is to provide useful information that can, if adhered to, help in our efforts
to deter crime but by no means will guarantee prevention.
Revised January 2009
Landlord reserves the right to: (a) amend, modify, or rescind any of these Rules and
Regulations, and (b) make such other Rules and Regulations as in its judgment are necessary
for the operation of the Building, and Tenant will be bound by these and all future Rules and
Tenant may not: (a) obstruct sidewalks, doorways, vestibules, halls, stairways, or
other areas, (b) place refuse, furniture, boxes or other items therein or (c) use such areas for any
purpose other than ingress and egress to and from the Premises. Canvassing, soliciting and
peddling in the Building are prohibited. Smoking is prohibited in the buildings and garage.
Tenant may use plumbing fixtures and appliances only for the purposes for which
constructed, and may place no unsuitable material therein. Tenant shall repair or replace
appliances at Tenant's cost and in the event of misuse; Tenant shall repair or replace such
fixtures and appliances at Tenant's cost. If Tenant fails to make such repairs or replacements,
Landlord may do so, and Tenant shall pay the cost thereof on demand as Additional Rent.
Tenant may not paint or place any signs or notices on any windows or doors or in
other parts of the Building, without Landlord's prior written approval (which Landlord may
withhold in its sole discretion) of the design and placement. Without notice to Tenant, Landlord
has the right to remove all unapproved signs at Tenant's expense.
Tenant will not do, or permit anything to be done in or about the Building, or
bring or keep anything therein, that increases the rate of fire or other insurance on the Building
or increases the possibility of fire or other casualty. Tenant may not use or keep in the Building
any inflammable or explosive fluid or substance (including natural Christmas trees and
combustible ornaments), or any illuminating materials.
Landlord may prescribe the weight and position of heavy equipment or objects
which may over stress any portion of the floor. Tenant will repair all damage to the Building
from the improper placing of heavy items at its expense.
Tenant will notify the Building manager when safes or other heavy equipment are
to be taken in or out of the Building, and will move same only with Landlord's written
permission and in accordance with Landlord requirements.
Suite entry doors, when not in use, will be kept closed.
All deliveries must be made via the service entrance and service elevator, when
provided, during normal working hours. Tenant must obtain Landlord's written approval for
any delivery after normal working hours. All moving must be conducted after normal working
hours, and the manner (including any moving company to be used) approved in advance by
Landlord, which approval shall not be unreasonably withheld so long as Tenant is not in Default
under the Lease.
and clean.
Tenant will cooperate with Landlord's employees in keeping the Premises neat
Tenant will not cause or permit any improper noises in the Building, or allow any
unpleasant odors to emanate from the Premises, and will not interfere with, injure or annoy
other tenants or their invitee.
No animals are allowed in or about the Building.
At Tenant's cost, Landlord will dispose of crates, boxes or other large items
throughout the business day. Landlord is responsible for the removal of waste generated by
normal office operations only.
Revised January 2009
Tenant may not operate any machinery, other than ordinary office machines such
as personal computers, typewriters, and calculators, without the prior written consent of
Landlord. No space heaters or fans are allowed.
Tenant must comply with all emergency and safety procedures established by
Landlord, the fire department, or any other governmental agency having jurisdiction over the
Building, including, without limitation, participation in periodic drills, familiarization with
emergency procedures and the designation of individuals responsible for the implementation of
emergency action. Landlord has the right to evacuate the Building in the event of an emergency
or catastrophe.
No bicycles, motorcycles or similar vehicles are allowed in the Building or any
part thereof with the exception of the garage or Landlord designated areas.
Tenant may not insert any nails, hooks, or screws into any part of the Building,
except as approved by Building maintenance personnel.
Tenant may not distribute any food or beverages from the Premises without the
prior written approval of the Building manager.
Tenant may not place any additional locks on or re-key any doors without the
prior written consent of Landlord. Landlord will supply two (2) keys to the Premises, and Tenant
may obtain additional keys from Landlord at a fee determined by Landlord. Tenant may not
otherwise obtain duplicates of such keys. Tenant must surrender all keys upon termination of
this Lease. Tenant will give Landlord the combination to any vault.
Tenant will not locate furnishings or cabinets adjacent to mechanical or electrical
access panels or over air conditioning outlets, and Tenant shall pay on demand as Additional
Rent the cost of moving such furnishings for servicing such units. Building personnel will
perform any repairs on or replacements of the lighting and air conditioning equipment of the
Tenant will comply with any parking rules and regulations.
Tenant may not use the Premises or any part of the Building for residential
purposes or for overnight lodging.
Tenant will not place vending machines in the Premises.
Tenant must obtain Landlord's prior written approval (which Landlord may
withhold in its sole discretion) for installation of window shades, blinds, drapes or other window
treatments. At Tenant's expense, Landlord has the right to change any unapproved window
treatments without notice to Tenant.
Tenant will not make any changes or alterations to any portion of the Building
without Landlord's prior written approval (which Landlord may withhold in its sole discretion).
All such work shall be done by Landlord or by contractors approved by Landlord. Tenant shall
pay to Landlord on demand as Additional Rent all costs incurred as a result of such changes or
alterations, including, without limitation, the cost of freight elevator usage, utilities, contractors'
fees and administrative/ supervisory costs.
Tenant must use a rigid chair mat under all chairs mounted on rollers or casters
to protect the flooring.
Tenant will not ask building personnel to perform such functions as furniture
moving, deliveries, picture hanging, or other similar tasks not related to the general operation of
the Building.
Revised January 2009
Tenant will comply with all procedures for the security and safety of the Building,
including without limitation, the manner of access to the Building after normal business hours,
keeping doors to Tenant areas locked and cooperating with all reasonable requests of Building
security personnel.
Before leaving the Premises unattended, Tenant shall close and lock outside
doors, turn off lights, coffee pots, and office equipment. Tenant shall pay for any damage
resulting from failure to do so.
Tenant may use a microwave oven and appliances of the type commonly used to
prepare coffee and tea in the Premises; provided, however, that no offensive cooking odors shall
be allowed to escape the Premises (for purposes hereof an offensive odor shall be deemed to be
offensive if it is complained of by another Tenant).
The Building has been designated as a non-smoking building. Tenant shall
comply and shall cause its employees to comply with this prohibition and applicable
non-smoking ordinances.
Landlord may refuse admission to the Building outside of ordinary business
hours to any person not known to the watchman in charge or not properly identified, and may
require all persons admitted to or leaving the Building outside of ordinary business hours to
register. Any person whose presence in the Building at any time shall, in the judgment of
Landlord, be prejudicial to the safety, character, reputation and interests of the Building or its
tenants may be denied access to the Building or may be ejected therefrom. Landlord reserves
the right to exclude or expel from the Building any person who in the judgment of Landlord is
intoxicated or under the influence of liquor or drugs or who violates these Rules and
Regulations. In case of invasion, riot, public excitement or other commotion, Landlord may
prevent all access to the building during the continuance of the same, by closing the doors or
otherwise, for the safety of the tenants, the Building and protection of property in the Building.
Landlord may require any person leaving the Building with any package or other object to
exhibit a pass from the tenant from whose premises the package or object is being removed, but
the establishment and enforcement of such requirement shall not impose any responsibility on
Landlord for the protection of any tenant against the removal of property from its premises.
Landlord shall not be liable to any tenant for damages or loss arising from the admission,
exclusion or ejection of any person to or from any tenant's premises or the Building under the
provisions of this rule.
For the purpose of allowing proper heating and cooling of the Premises, Tenant
shall maintain normal business conditions in the Premises. “Normal business conditions” (as
used herein and in Section 5.2 of the Lease) are:
One person per 150 square foot average occupancy per floor;
Five (5) watts per square foot for Tenant lighting and power use average per floor;
Light colored blinds, fully drawn and slats at 45 degree angle coincident with
peak sun lead or equivalent solar barrier.
Revised January 2009
The Landlord reserves the right to change the preceding at any time without prior notice. In the
event of any conflict between information presented in this manual and any section of your
lease, the language in your lease will prevail.
Revised January 2009
To request listings on the building directory or suite signage, please complete this form and have
it signed by an authorized officer of your firm. Submit the completed form to:
Lincoln Property Company
2111 Wilson Boulevard, Suite 225
Arlington, VA 22201
Your request will be reviewed by Management to determine whether it will be granted or denied.
Tenant’s (or Approved Existing Subtenant’s) Name (as it appears on the
Name(s) requested to be added (or deleted) to building directory or suite signage:
Suite Number
Describe the relationship between the Tenant (or existing Subtenant as the case
may be) and the Persons or Company names in item 2 above:
Are any of the persons or Company names in item 2 either a Subtenant or an
Assignee of the Tenant/Subtenant requesting the change?
______________Yes _________________ No
AUTHORIZATION AND ACKNOWLEDGEMENT. I am authorized to sign this form on behalf of
the Tenant (or approved existing Subtenant). I understand that the Landlord’s approval of this
request will not result in waiver of any rights under the lease or under any applicable law, nor
will the Landlord’s approval of this request constitute its acceptance of any person or entity
listed in item 2 as Subtenant or Assignee of any part of or all of the leased premises.
Tenant/Existing Subtenant:
Revised January 2009
Company Name:
Main Phone #:
Est. # of Employees:
Emergency Contact:
Office Phone #:
Home Phone #:
Cellular Phone #:
Email Address:
Emergency Contact (Back-Up):
Office Phone #:
Home Phone #:
Cellular Phone #:
Email Address:
Floor Captain:
Office Phone #:
Home Phone #:
Cellular Phone #:
Email Address:
Floor Captain:
Office Phone #:
Home Phone #:
Cellular Phone #:
Email Address:
Floor Captain:
Office Phone #:
Home Phone #:
Cellular Phone #:
Email Address:
Floor Captain:
Office Phone #:
Home Phone #:
Cellular Phone #:
Email Address:
Floor Captain:
Office Phone #:
Home Phone #:
Cellular Phone #:
Email Address:
Floor Captain:
Office Phone #:
Home Phone #:
Cellular Phone #:
Email Address:
Assigned Location:
Assigned Location:
Assigned Location:
Location of evacuation assembly area:
Back-up location assembly area:
Does your company have a shelter-in-place plan (yes/no):
If yes, list the location(s) of shelter-in-place area(s) and phone #s (if available):
Please list the names of any employees or regular visitors who have special needs and
identify the needs and the individual’s office location within the suite:
Revised January 2009
Company Name
Moving Date: ____________________
Time period freight elevator will be needed: ___________________
Name of Moving Company: ___________________________________________________________
Moving Co. Address: _________________________________________________________________
The representative for your account is: ____________________________________
The freight elevator is reserved on a first request basis, and it is the only elevator to be
used in moving. The elevator may be reserved for the following hours:
Weekdays: after 5:00 p.m.
Weekends and Holidays: All day
Please advise the moving company that they will be required to provide evidence of insurance to
you and the Management Office. Moving must take place through the loading dock at the
service entrance to the building. Tenants are not allowed to move items through the lobby due
to potential damage to the premises and inconvenience to other tenants and guests. An
inspection will be required before and after you move. You will be responsible for any damage
made by the movers. Upon the arrival of your merchandise, call the Management Office at (703)
527-9444 and together complete the pre-move walk through. Upon completion of the move alert
the office or the engineer on duty to perform the post-move inspection.
Inform your moving company that they are required to comply with the moving policy in Section
III of this manual.
Revised January 2009
I am 18 years of age or older.
I am in good physical condition and am able to use the facilities and equipment at the Center, and
to participate in exercise and fitness activities available therein. I will do all exercise and
participate in all activities at the Center at my own pace and at my own risk. I understand that
the Center is unmanned and unsupervised and that, as a result, there is no medical personnel or
any type of assistance, supervision or security provided in or to the Center to assist or protect me,
or anyone else from any harm. I acknowledge that the hours of operation of the Center are 6:00
a.m. – 10:00 p.m. Monday through Sunday.
I understand that 2111 Wilson Boulevard, Inc. do not represent that their employees, personnel or
agents have expertise in diagnosing, examining or treating medical conditions of any kind or in
determining the effect of any specific exercise on such medical condition.
I agree and acknowledge that 2111 Wilson Boulevard, Inc. and its successors, assigns, employees,
shareholders, members, agents, managers, officers, contractors and tenants (collectively,
“landlord”) shall not be liable for any claims, actions, causes of action, damages, expenses, costs
or liabilities of any kind related to or arising from the Center or my use thereof (including, without
limitation, any claims or damages related to any injury, illness, harm, death, property damage or
other loss) (collectively “losses”) regardless of the cause therefore, unless such losses shall have
resulted solely and directly from the gross negligence or willful misconduct of landlord. To the
extent permitted by law, I hereby waive on my behalf and on behalf of anyone claiming by,
through, or under me any claim or cause of action against landlord relating to any such losses,
unless such losses shall have resulted solely and directly from the willful misconduct of landlord.
In addition, I hereby agree to indemnify and hold landlord harmless from and against any
expenses, costs, liabilities or costs (including reasonable attorneys fees) associated with any claims
or cause of action brought by me or any third person related to any such losses, except to the
extent that such claim or cause of action is determined to result directly and solely from the
negligence or willful misconduct of landlord.
I further grant permission for first aid to be given to me in an emergency, and agree that I will be
solely responsible for any medical costs which may arise as a result thereof or as a result of my
use of the Center and/or the equipment and facilities located therein.
I acknowledge that I have received and read a copy of the rules and regulations governing the use
and hours of operation of the Center and the equipment and facilities located therein. I agree that
I will fully comply with the Rules and Regulations as posted now or in the future and all terms of
this agreement.
I will not bring in any guests who are not tenants of Colonial Place.
2111 Wilson Boulevard, Inc. has no liability for lost or stolen personal property.
Violations of rules, abuses of equipment, or improper behavior, will, at the sole discretion of 2111
Wilson Boulevard, Inc. and operators, result in the immediate revocation of the privilege of using
the Fitness Center.
Employer Name
Employee Name (Please Print)
Suite Number
Kastle Card Number
Male:____________ Female:_________________
Revised January 2009
Company Name
Please indicate the number of keys you will need.
Return this order form to Lincoln Property Company, Suite 225 for processing.
No. Keys
Main Suite entrance door
Other Suite entry (keyed same as main door? Y- N)
Restroom - ladies
Restroom - men
Other ________________________
Requested by:
Received by:
Revised January 2009