EXCHANGE TOWER

SECURITY

1          General Access via Main Reception

            Exchange Tower offices offer 24 hours access with the Main Reception manned throughout the period.  During normal hours, i.e.: 8.00 am - 6.00 pm the reception desk is operated by receptionists plus a security guard patrolling the atrium and building entrances.  Security guards man the reception out of hours, at weekends and during public holiday periods.  In the event of the main door being temporarily closed, visitors should report to the security control office (at the entrance to the Building 1 underground car park) to gain access.

Building 1 & 2 side entrances are closed between the following times:

20.00 – 07.00hrs (Monday to Friday)

19.00 – 07.00hrs (Saturday/Sunday)

            During these times access to and from the building will be via the building Main Podium entrance only.

            All visitors are asked to report to the main reception to collect their “Visitor Passes”. Occupiers are requested to notify reception in advance of the arrival of their visitors so passes can be prepared to minimise delays. Notification of visitors can either be e-mailed to reception or faxed (Visitors Notification form attached, see Appendix B).  These can be e-mailed to mainreception@exchange-tower.co.uk or direct to reception on fax number: 0207 515 6287.

            Outside normal office hours (1900 to 0700 hours) all persons entering or leaving the building are required to sign in and out at main reception.

2          Access for Permanent Employees

            The building has an electronic barrier access system and all staff working within the building must be issued with an access card by their individual companies.  Photo identification badges must also be carried as Security may require these to be displayed.  Access to the building will be denied without an access card or photo ID pass.

3          Access via Car Park

            Shuttle lifts are in operation from the car parks that open to reception only.  Staff access cards need to be programmed to allow access to the car parks.

4          Contractor Reception

            All contractors must work under a “Work Authorisation”.  (See APPENDIX A)

            Work Authorisations must be issued and signed by the occupier for any works being undertaken in their demise.  All authorisations must include the name of the contractor and a list of personnel that require access to site (copy of Work Authorisation form is attached).  This should then be passed to building management for approval and issue to security.

            Details of all work affecting the building services must be submitted to the building managers and managing agents for comment/approval.

On arrival at site the contractor reports to the Security Control Office in the Building 1 car park.  Contractors must sign in and out on a daily basis.

            The security guard (who has a copy of the “Work Authorisation” form), issues a daily pass marked with appropriate floor and suite number.

            Any contractor found on a different floor or day to that marked on this pass may be asked to leave the site.  Passes must be handed in each evening.  All contractors must carry photo ID cards.

5          General Security

            In addition to access, security operates the following functions:

            a)  The Security Control Room is operated 24 hours a day allowing continuous      monitoring of all alarms and the Building Management System.

b) Patrols throughout the building at irregular but frequent intervals to check         security, fires, water leaks, and energy conservation.

c) Scanning of all mail and parcels entering the building.

d) Random bag searches are carried out by trained security staff at the building entrances.

            Occupiers have the responsibility of ensuring the security of their own demised area.

6          Post Deliveries/Collections

            Royal Mail delivers mail to the building post room daily between (9.00 am – 10.30 am).  The mail arrives sorted into individual bundles for each occupier within the building.  Directly the mail arrives it is scanned/stamped and promptly distributed to each occupier by the Exchange Tower post person (Eddie Reid).  Unfortunately Building Management have no control over late arrival of mail from the Royal Mail sorting office.

            The building post person makes two collections from all occupiers’ offices Monday - Friday between (12 Noon – 12.30 pm and 4.00 - 5.00pm). Royal Mail collects mail from the main post room daily at approximately 5.00 pm. 

7          Deliveries

Couriers/Small Parcels

            All couriers must report to the Post Room in the goods bay between (0600 - 1800 hours).  Courier parcels are promptly scanned and stamped prior to being allowed access into the building.  The goods lift operative will then take them to deliver their parcels as quickly as possible.  Out of hours and weekend couriers should report to the Security Control Room at the entrance to the Building 1 car park.  Large parcels will not be accepted out of normal working hours.

Goods

            Small deliveries, e.g. stationery supplies, small office equipment, fax machines, telephones, photocopiers, etc, can be carried out in normal working hours.

            All large deliveries, e.g. office moves, large equipment, fit-out works, etc, should be carried out, out of hours (6.00 pm - 6.00 am) or at weekends as this may cause disruption during normal working hours.  Building Management should be contacted, 24 hours in advance, to assist in these arrangements.  An additional cost may be involved for the goods lift to be manned out of hours.

8          Entry to Harbour Exchange Square

            Visitors wishing to enter Harbour Exchange Square through the main vehicular entrance barriers will be issued with a “Two Hour Parking Permit”.  If any visitor is likely to be over 2 hours then occupiers should make provision for parking in their own allocated spaces in the underground car park.  Please contact security if you have any problems in arranging parking. 

9. Parking

            Apart from the occupiers’ underground car park allocation no provision has been made for employees’ vehicles and they are subject to the above restrictions.

            Contractors are not allowed to park on site.   Provision has been made for delivery vehicles/contractors to park whilst waiting to load/unload their goods, equipment, tools, etc.  Occupiers are therefore advised to set aside one of their allocated parking bays for their visiting contractors.

10. Removal of Equipment

Any equipment that needs to be removed from the building must be authorised/signed by each Company’s Managing Director.  The attached form (Appendix C) should be copied onto each company’s headed paper, completed/signed and passed to security for the management files.

11. Staff Lists

All occupiers must provide, preferably on a monthly basis, up-to-date staff lists to Building Management - with separate lists for those staff with authorised 24-hour access.

12. Out of Hours (Emergency Contacts)

All occupiers must provide building management with out of hour’s emergency telephone numbers for their key staff members.  Separate numbers may be required for IT engineers, particularly in companies where major IT systems are in place and failures may be crucial to business.  All contact numbers will be kept in the security control office.