Security

General Office Security

Property Management takes a serious stand on crime prevention and although several levels of defense are in place at 816 Congress, we want to encourage our customers to practice these crime prevention reminders:

Solicitation is not permitted anywhere in or on the premises. Please notify the Property Management Office immediately if you notice a solicitor in your area.
Report all thefts, no matter how small, to the police and the Property Management Office so that the proper reports can be filed. Personal property recovery and insurance is the responsibility of the customer.
Secure your premises at the end of the business day. We recommend locking your suite entry door after hours even if people are working late.
Do not leave personal items in clear view. Coats should be hung in a coat closet since thieves often rifle through pockets looking for keys or money.
Notify the police immediately if you notice a suspicious person loitering in or about your premises. After contacting the police contact the Property Management Office and security. Be suspicious of any person who enters your suite and when confronted makes excuses that they are lost or looking for another company.
Put serial numbers on all business equipment to aid police in locating stolen equipment.
If an employee is terminated for any reason, consider re-keying your space and resetting any security access codes. Also, contact the Property Management Office to cancel any access codes or card keys.
Never leave your reception area unattended when your suite entry door is unlocked.
For your protection, office equipment, computers, etc. may not be removed from the property unless the Property Management Office has been previously notified.
If you witness a crime on property, please notify the police immediately. After the police have been notified contact the Property Management Office so that security can be dispatched. If after regular business hours, call security at (512) 354-3750.

Contractor Access

Entry and Exit from building - Prior to any construction, the contractor must make contact with the Security Supervisor and Chief Engineer for work authorization and plan approval. This approval is obtained through the Property Management Office by submitting a Contractor's Request Form. After the contractor or job site foreman reads and signs the form, the appropriate identification cards, access cards and keys will be issued to the foreman in exchange for his/her driver's license. The driver's license will be returned when the cards and/or keys are returned. All access cards and keys will be returned before leaving the property on a daily basis.

Parking - Parking for all construction personnel must be arranged prior to the commencement of work, and will be provided in designated areas only. Vehicles in unapproved areas will be subject to citation and towing without notice. Any costs assessed by the parking operator are the sole responsibility of the Contractor. Bobtails, semi tractor-trailers, etc. are authorized to park in the loading dock only for the time needed to unload or load equipment unless prior authorization is obtained from either property Management or the Security Supervisor. Vehicles left at the loading dock will be towed at the owner's expense.

After Hours Work - All contractors who require after hours access, must submit a Contractor/Vendor Request Form to the Property Management Office for approval.

Normal building hours are as follows:

Weekdays - 7:00 a.m. to 7:00 p.m.
Saturday - 8:00 a.m. to 1:00 p.m.
Sunday and Holidays - Closed

If Security does not have an authorized contractor/vendor request form, access will be denied. If contractors are on property prior to the building closing and intend to remain on property, a contractor/vendor request form must be filed with the Security Department. If one is not on file, the job will be closed down until verification can be obtained.

Elevator Usage - Contractors must use the freight/service elevator unless it is impractical. All materials are to be moved prior to 7:00 a.m. or after 6:00 p.m. if the use of a passenger elevator is required. In such instance, Contractor must ensure that elevator pads and flooring protection are in place prior to using the elevator for stocking or removing materials from the job site. The elevator shall be cleaned after each use. Elevator lobbies are not to be used as a staging area for materials. The General Contractor should pay particular attention to the cleanliness of the elevator tracks so that the doors open and close smoothly.

If construction is on an unoccupied floor, all passenger elevators will be marked off with caution tape. This will keep the curious off the floor and limit access to contractor personnel.

When the freight elevator is used to move materials, Contractors will be required to release the elevator immediately after unloading is completed. The elevator will not be placed on independent operation unless authorization is granted by the Property Management Office.

Damage - Any damage to tenant spaces, occupied public areas or common facilities of the building is to be reported immediately to the Property Management Office. Contractors are expected to repair any damage caused by their personnel. If corrections are not made, property management personnel will make the necessary repairs and charge the service contractor the cost of the repairs plus a 25% management fee.

Telephone - The telephone in the Property Management Office is not to be used by the contractor.

Smoke Detectors and Fire Alarms - No work is to be done affecting any aspect of the building's fire/life safety system without specific approval from the Chief Engineer and Security Supervisor. Smoke detectors will be covered during all phases of work, which can generate dust and uncovered at the end of each workday or after-hours work. Building security must be notified prior to covering and uncovering the detectors.

Drain down of the sprinkler system will be scheduled with the building security at least 12 working hours in advance of sprinkler work and security will be notified prior to the refill of the system each day.

Use of Facilities - Contractor personnel are not to use tenant occupied areas, including vending machines and break rooms, at any time. Contractor personnel are to use the restrooms on the designated floor assigned and are not to use restrooms on the other tenant occupied floors.

Trash Removal - Removal of trash and construction debris is to be monitored by a Security Officer. The freight elevator is the only elevator to be used in trash removal. The contractor is responsible to provide their own trash receptacle. The building dumpster is not to be used unless prior approval has been granted by the Property Management Office. Once the contractor has removed their trash receptacle, they are to police all loose debris insuring no additional waste is left in the dock area. If the area is left in an unclean condition, Property Management Personnel will clean the area and charge the contractor. Contractor shall dispose of all construction trash and sweep the site daily. At no time shall the Building dumpsters be used by the contractor for disposal of any trash or debris accumulated during construction. Contractor is responsible for obtaining permit from the City of Austin for construction bin placement. The Building assumes no liability for the contractor's bins. Contractor shall monitor and resolve any problems that may occur with bin usage. Bins shall be emptied as needed and never allowed to overflow. Trash shall be placed in the bin and the Building will back-charge the contractor for any additional clean up that is required due to contractor's failure to comply.

Keys and Access Cards - As previously mentioned in Item #1, keys and access cards are controlled and distributed by the Security Department. Keys and access cards are not to be taken off property for any reason. If any keys or access cards are lost, the Service Contractor will be subject to a replacement fee. This may also include a re-key of the affected areas or possibly the entire building.

Cleanliness - Contractors are to make every effort to minimize the amount of dirt, dust and debris generated in and around their work areas. Walk-off mats, plastic taping and masonite will be used to avoid unnecessary debris buildup. If cleanup does not meet with Property Management satisfaction, building personnel will clean the area and charge the Service Contractor. Upon completion of work in the affected areas, the Chief Engineer reserves the right to instruct the Service Contractor to replace any and all air filters with building specification filters. Depending on the scope of work, the Chief Engineer may also require a filter media coverage of the affected air handlers. Dusty work such as major demo will be required to be performed after normal business hours.

Safety Standards - Contractors will maintain all applicable OSHA requirements, federal, state, and local rules and regulations, as well as building rules and regulations concerning hot work and lock out tag out.

Deliveries - No contractor deliveries will be accepted at any time by building personnel. The Service Contractor is responsible to make the appropriate arrangements for the handling of these materials, i.e., building permit. Contractor deliveries are to be made between 6:00 p.m. and 7:00 a.m.

Loading dock access is controlled by the Security Department. Scheduling conflicts in loading dock usage will be resolved by the Security Department. Tenant deliveries will be given priority over construction deliveries.

No materials are to be transported across or through the lobbies, public access points, or common areas unless prior approval is obtained from the Security Supervisor. No materials are to be transported through or across carpeted areas without adequate protective covering on the floor and the wall corners.

Usage and Storage - Electrical, telephone, janitor and other closets are not to be used for contractor storage or office use without prior approval by the Property Management Office. No contractor materials are to be stored in any public and/or occupied areas of the building at any time. Use of odor-causing or toxic chemicals is prohibited during normal hours and will be deferred to after-hours only. The use of such chemicals must be scheduled with the Chief Engineer so that scheduling of the HVAC and related systems may be programmed to accommodate the use of such chemicals.

No flammable, toxic, or hazardous materials or supplies will be allowed in the building unless specifically approved by the Property Management office. Storage of such materials is to be in a manner and location designated by Property Management. All chemicals must have MSDS sheets attached or posted while on property.

Conduct - All workers will act in a professional manner while at the building to include, but not limited to, the following:

  • No abusive language.
  • No smoking, eating, lounging, or drinking in tenant and/or public areas except in areas designated by the Property Management Office.
  • No standing in lobbies except to board elevators.
  • No use of radios.
  • No alcoholic beverages.
  • No firearms allowed on property.

Insurance Requirements - Minimum insurance requirements shall be met by all General Contractors and their subs. A sample form may be obtained from the Property Management Office.

For the safety and comfort of tenants and contractors, the Building reserves the right to add other rules to these listed above.

Courtesy Patrol Officers

Courtesy Patrol Officers are on-duty, 24 hours a day, seven days a week, including holidays. Security patrols are conducted on an ongoing basis in the Building, Garage, Courtyard Area and perimeter of the Building. The Patrol Officers are also available to operate the service elevator, greet and register visitors, provide escorts to vehicles, respond to emergency situations and enforce the following rules:

The after-hours move-in or move-out of any equipment, furniture, etc. must be approved through the Property Management Office no later than 3:00 p.m. the day it is to take place. Approval by the Property Management Office and the authorization to the courtesy officer will only take place after we receive a Contractor/Vendor Request Form from the customer.

After hours guests will be admitted to the building only if Tenant supplies a list of names in writing to the Property Management Office no later than 3:00 p.m. the day they will be on-site. You may authorize us to admit others on a temporary (one-time) basis by calling the Property Management Office at (512) 354-3740 prior to their expected arrival (during working hours only).

Sign-in and sign-out sheets must be fully completed by each visitor that enters and exits the building after 6:00 p.m. weekdays and anytime on weekends.

Employees who lock themselves out of a suite will only be admitted by verbal authorization of the authorized contact name the property management office has on file. The tenant may supply management with a listing of employees who are always allowed access to the suite.

The courtesy patrol officers are on-site to deter crime. They cannot physically stop a crime or forcibly remove persons from the property. If you witness a crime, please contact the police immediately by dialing 911, and then contact the Property Management Office and security.

If a client or employee becomes violent or unruly and you would like them to leave the building, please notify the Property Management Office immediately. The courtesy patrol officer will ask them to leave; however, if they refuse, the police will need to be contacted.

Stairwells are for emergency exits only. The stairwells are kept locked at all times to allow proper smoke evacuation in the event of an emergency.

Courtesy Patrol Officers can be reached by calling the Lobby Security Console at (512) 354-3750.

Deliveries

816 Congress is conveniently equipped with separate high speed passenger elevator banks serving the low-rise and high-rise floors and one freight elevator serving floors 9-20.

Floors 2-8

Deliveries to these floors will be made using the passenger elevator and may require advance notice so that we can prepare an elevator for use.

Floors 9-19

Deliveries to these floors will be made using the freight elevator and may require a reservation.

The freight elevator is available for the movement of random deliveries that may be made during the working day (Office Depot, Federal Express, UPS, etc.). Freight elevators may not be taken out of service or utilized for large or lengthy deliveries (furniture or large pieces of equipment) between the hours of 7 am - 6 pm.

Please schedule the use of the freight elevator through the Elevator Request System found on the toolbar at the top of each page of this website. Only the Assigned contacts for your company can make these requests. Usage is on a "first come, first served" basis. After hours use of the freight elevator will only be scheduled for those who have reserved the freight elevator in advance.

If you receive frequent deliveries from service companies, please provide the names of these companies to the Property Management Office so that they can be given access to the loading dock without daily scheduling.

Theft

Notify the police of any suspected theft regardless of the importance of the missing item. Also notify the Property Management Office immediately so that an incident report can be completed.

816 Congress will not be responsible for theft of a customer’s personal belongings within the customer’s suite, the parking garages or parking areas. Personal property insurance is the responsibility of each customer and should be addressed in the insurance policy to fulfill the insurance obligation specified in the lease.

Key and Lock Policy

Upon occupancy, you will be issued two suite keys (unless stipulated otherwise in your lease) and one mailbox key free of charge. All lock and/or key change requests must be made in writing to the Property Management Office and will be at Customer expense. In order to ensure consistency in our key/lock system all requests for lock changes must be routed through the Property Management Office.

The following services include additional charges:

  • Additional Door Keys
  • Building Standard Lock Re-key
  • Building Standard Passage Lever
  • Full mortise lock assemble

Note - All key requests involving a locksmith, will include additional charges for the service call. These prices do not reflect labor and are amounts for parts only.

Lost and Found

Please contact security at 512-354-3750 to claim items that have been lost or found in the building.