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A. Rules and Regulations

a) Eligibility Requirements

b) Submission Guidelines

B. Mandatory Documents

C. Community Impact

D. Tenant and Customer Relations

E. Energy Management / Conservation / Sustainability

F. Environmental / Health & Safety

G. Emergency Preparedness / Security Standards

H. Management Office / Training

I. Other – Above & Beyond

J. Building Presentation

K. Judges Scoring Summary

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In addition to the detailed submission in the subsequent sections, the following documents must be available for the Judge’s verification, either online or during the scheduled visit to the building. For

details on online submission for these documents, see Section A.

Any documents deemed not applicable to a building will not count towards the total score (ex: if a building does not have elevators, it can still achieve a full score in this section even though the elevator logs were not submitted). Ensure that you note if a mandatory document does not apply to your building. All relevant documents must be signed off by the entrant prior to submission. Should any of the applicable documents listed below be omitted from the submission, the entrant will be

disqualified and no further submission material will be reviewed.

Note: if the document was uploaded to the online system, they need not be made available at the onsite verification. Any documentation not uploaded due to size or security concerns must be available

at time of onsite review.

The following items are mandatory:

Online Tour

Building Information o Cover sheet, including the following:

Building Name and Mailing Address

TOBY Category

Year Built

Building Owner

Building Management Company

BOMA Member Contact Info

Building Description o Summary of the physical description of the building(s) and

property. o Maximum 1,625 characters (approximately 250 words).

Photographs o One photograph of the building’s exterior. o One photograph of the management team responsible for

daily management of the building. o High resolution (minimum 300 dpi). o 4'' x 5'' color. o JPG or JPEG format. o To be submitted via email or on disk.

Building Standards

o Building Name

o Number of Floors

o Total Building Sq. Ft.

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o Office Area Sq. Ft.

o Retail Area Sq. Ft.

o Other Area Sq. Ft.

o No metric measurements. Area will be rentable area of the building using the BOMA/ANSI Standard Method for

Measuring Floor Area in Office Buildings.

o One paragraph each, describing the following:

Lobby/Atrium Standard Finishes Corridor Standard Finishes Restroom Standard Finishes Typical Tenant Suite Standard Finishes Utility Distribution Elevators HVAC Distribution System Fire Life Safety Systems Loading Dock & Parking Exterior Building Description (type of façade,

windows, roof, etc.) Emergency Generator/Back-up Power

o Historical Building (all of the above building standards, plus):

Include a description of the building’s

architectural and historical significance.

If applicable, proof of historical designation or

landmark status must be provided.

o Renovated Building (all of the above building standards, plus include):

Start with a summary explaining the renovated

work completed. Online Tour N/A

Tenant Manual

Tenant Work Order System o Include 12 month tracking record.

Energy Management Plan

Results of Energy Management Plan

Emergency Preparedness Plan o Fire o Disaster o Pandemic

Proof of MSDS Compliance

Elevator Maintenance Log

Annual & Monthly Waste Management Audit Reports

Occupational Health and Safety Meeting Minutes

Annual Fire & Safety Compliance Testing

BOMA BEST Certification o Include a copy of the building’s official certification letter. o The status of the entry will be confirmed by BOMA Calgary.

Submission Requirements (for documents that are not already pre-fabricated, ex: Building Standards):

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10 pt. Arial Font

8.5” x 11” paper

Scoring Guide

All documents present, either online or at time of visit.

Total Point Score ______/22

_______________________________________________________________________________

Judge’s Signature Print Name

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Provide a written description of the building management’s impact on the community and how efforts in this area have helped make the property a benefit to the local community.

Include examples of the following:

Jobs created as a direct result of the building’s existence (ex: co-op programs, student employment programs, etc.)

Efforts to reach out to the local community (ex: art galleries, non-profit/charity partnerships, farmers markets, craft shows, community garden, etc.)

Amenities to the community (ex: parks, donation of space, participation in the local Business

Improvement Association (BIA) events, etc.)

Recognition awards/letters from the city (ex. local government, BIA, schools, etc.)

If the impact can be quantified as additional income for the community or charitable event or has some

type of savings associated with the impact, please describe.

Notes:

The submission should reflect activities as they relate to the building/property specifically - not the company's activities - and how long programs have been in place.

This section should be utilized to describe services specifically related to the community outside the

building. For services related to tenants or customers, please refer to Section D.

Submission Requirements:

Up to three attachments may be included to help support your description of these activities/programs.

Maximum single side of 8.5” x 11” paper (not including attachments)

10 pt. Arial Font

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Scoring Guide

Jobs Created/Community Involvement

Local Community Outreach

Amenities to the Community

Recognition

Total Point Score (1 point for each) ______/4

Comments: ________________________________________________________________

_________________________________________________________________________

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A well-maintained and professionally-managed facility should have satisfied tenants and/or customers. Provide a summary describing the proactive efforts and programs in the building that have been sponsored by building management, benefitting Tenant/Customer Relations. Actions must have been implemented within 12 months prior to submission. Include how the management company

communicated with tenants and/or customers to create these programs.

Describe amenities/programs available to tenants that create a distinct atmosphere for them to conduct their businesses in. Include things such as health facilities, day cares, and maintenance request procedures. Provide a description of services/amenities available to customers that set the

building apart from the “standard”.

Indicate if tenant and/or customer satisfaction surveys were conducted including the frequency and the date the last survey was completed and the results. Provide evidence of the major findings and the actions that management took to share results, alleviate concerns and problems, and to ensure that

acceptable and “popular” procedures and activities were maintained.

Mandatory Documents:

Tenant Manual

Tenant Work Order System

Submission Requirements:

Maximum single side of 8.5” x 11” paper

10pt. Arial font.

The following may be submitted to help support your description of the above:

o Up to three samples of tenant and/or customer appreciation letters.

o Up to two newsletters.

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Scoring Guide

Tenant Relations (Internal Policies, e.g. move in/move out, conflict resolution, customer service)

Tenant Survey, Results

Tenant Survey Action Plan (within past year)

Tenant Retention Strategy (ongoing relationship building with tenant contact)

Tenant Services (appreciation events, communications)

Directory/Lobby Signage

Building Amenities (ex: parking, daycare, health facilities, first aid, food services, concierge, meeting

facilities, transit access, bike facilities, ATM machines)

Total Point Score (1 point for each) ______/7

Comments: ________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

I

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Provide a description of the programs and measures taken to conserve energy at the building.

Building Staff Education

Describe any programs in place to educate building operations staff, property manager, engineers, leasing agents, customers and other personnel about the importance of methods for energy conservation. This may include encouraging or requiring participation in BOMA energy Efficiency Programs, Webinars, pursuing industry certification and professional development programs. Provide a summary of the policies, procedures and/or training programs provided for employees such as BOMA

BESt, BOMA Energy Efficiency Program (BEEP), ENERGY STAR®, LEED etc.

Building Operations and Maintenance

Describe your building maintenance procedures and how they contribute to energy conservation. This should include consideration of the following: preventative maintenance programs, system documentation, equipment and system performance monitoring, sensor and control calibration, energy

auditing and commissioning or re-commissioning practice.

Building Energy Management System Monitoring (EMS)

Energy Management systems are often underutilized in commercial buildings. When fully engaged, they are powerful tools for improving the performance of HVAC and lighting systems and conserving energy. Describe the EMS in place in your building and the degree to which you use it to reduce the buildings

energy consumption. Describe how tenants are encouraged to conserve energy.

Include a description of energy-conserving projects completed or scheduled to be completed in next 12 months (ex: interior/exterior lighting upgrades, landscaping upgrades, installation of occupancy sensors, chiller/boiler upgrades, etc). Describe and quantify the savings to the owner and to the tenants when projects and programs have been implemented to reduce energy. Include graphs demonstrating reduction and savings where possible. All graphs should be combined into a single PDF.

List any certifications and awards you have received that relate to energy conservation.

Mandatory Documents:

Energy Management Plan

Results of Energy Management Plan

Submission Requirements:

8.5” x 11” paper

10pt Arial Font

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Scoring Guide

Company goals/targets in place for reducing energy consumption (utility procurement – aligned

with “green” supplier)

Energy efficient projects in place or intent to commit within 12 months (ex: BAS, solar panels, plug and lighting audits, lighting retrofits, power factor correction, thermal storage, deep lake cooling, VFD, energy efficient roofing, chiller refrigerant change-out and heat reclaim, high efficiency equipment, re-commissioning) - 1 point for each project up to 3 points

Tenant Awareness, Education and Participation Programs

Building Staff Education

Building Operations and Maintenance Procedures

Energy Management System/Monitoring

Tracking/Benchmarking of utility consumption and comparison year over year, showing results

/savings

Equipment Maintenance Logs (Preventative Maintenance Schedules and Completion Logs)

Reduction of Environmental Footprint

Cradle-to-Grave Programs

Green Cleaning, Green Purchasing, Green Landscaping

Total Point Score (I point for each) ______/11

Comments: ________________________________________________________________

_________________________________________________________________________

______________________________________________________________________

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Provide a summary of policies and procedures the building uses to meet or exceed environmental and health & safety regulations. Include things such as:

Accessibility for handicapped or disabled tenants/visitors

Indoor air quality management and testing

Storage tank and generator precaution and management

Storm water management

Hazardous waste management

Pest control management

Exterior building maintenance management plan

Asbestos management (if applicable)

Emergency clean-up procedures

Blood-borne pathogen program

Pandemic preparedness

Evidence of TDG and WHMIS training and compliance

When describing these programs explain if you have municipal, provincial or federal compliance that you are following. If these programs are not mandated, then explain their purpose for implementing.

Include where in the building these policies/procedures are located.

Describe measures taken to ensure that tenants/customers in the building are able, and are encouraged to, participate in environmental programs, and provide a summary of how building management monitors tenant operations for environmental compliance.

Mandatory Documents:

Proof of MSDS Compliance

Elevator Maintenance Log

Annual & Monthly Waste Management Audit Reports

Occupational Health and Safety Meeting Minutes

Submission Requirements:

8.5” x 11” paper

10pt Arial Font

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Scoring Guide

Environmental Management Plan/Manual

Environmental Incentives (evidence of management encouragement through correspondence)

Tenant Compliance

Asbestos Management Plan (if applicable)

IAQ Programs/Air Emissions

Waste Reduction Plan

Health and Safety Plan

Procedures (Staff & Contractor) (if applicable):

hot work permits

spill control procedures /spill containment kit

lockout/tag out

roof waivers

EH&S Committee (Record Keeping, Display Board with postings)

Equipment (if applicable):

chemical storage

protective gear

safety shower

eyewash station

WHMIS Compliance

TDG Training and compliance

Roof Top Management Plan & Inspection

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CFC Reporting

Fall Protection Plan

Hazard Control Plan

Total Point Score (I point for each) ______/22

Comments: ________________________________________________________________

_________________________________________________________________________

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Provide a summary of procedures, policies, and programs for Life Safety, Fire, Disaster and Security standards. You can include the table of contents from your emergency management and security

standards manuals. Include where in the building these policies/procedures are located.

Include how, when, and how frequently fire and evacuation drills are conducted. Describe the training that is provided to both building staff and tenants for emergency situations, including recovery procedures. If the building works with local first responders and conducts live training, explain how this is accomplished.

Provide a summary about your Business Continuity Plan / Pandemic Plan and - if drills are conducted - how they are documented and communicated.

Mandatory Documents:

Emergency Preparedness Plan o Fire o Disaster o Pandemic

Annual Fire & Safety Compliance Testing

Submission Requirements:

Maximum single side of 8.5” x 11” paper

10pt. Arial font

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Scoring Guide

Evacuation Procedures

Evacuation Training and Drills for Tenant and Staff

Emergency Systems Maintenance

Emergency Systems Procedures

Emergency Systems Training

Emergency Systems Records/Log Books

Business Continuity Plan / Pandemic Plan

Emergency Equipment (AED, Oxygen, SCBA, first aid/trauma kits)

Communications Equipment (2 way radios, PA systems, paging, emergency notification system)

Emergency Generator

Key Control Policies/Procedures

Security Systems (CCTV/Access Control/Duress)

Staffing (proof of training and licenses)

Access Control System

After Hours Access Control Plan

Total Point Score (1 point for each) ______/15

Comments: ________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

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Management Office

Describe the procedure for managing and tracking building contracts, budgets, and drawings in the management office. Include where in the building these policies/procedures are located.

Training

Provide a building-specific staffing organization chart of the building management staff.

Describe ongoing training programs for building personnel. Examples could include:

Seminars

Completed in-house training and continuing education

Designations

Participation in professional organizations and team building

Provide information on how this is managed and tracked for all personnel. Indicate changes that have been implemented within the past 12 months, as well as planned changes for the next 12 months.

NOTE: Industrial Office Building/Park - Discuss training for both on-site and off-site building personnel dedicated to the property.

Submission Requirements:

Maximum single side of 8.5” x 11” paper

10pt. Arial font

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Scoring Guide

Contract Administration

Budget Management/Tracking

Building Drawings

Building Staffing Organizational Chart

Staff Development (ex: succession planning, skills, upgrading, retention, seminars,

professional development, personal growth, mentoring, team building efforts)

Training (Job specific, tracking of required courses and certifications, formal job descriptions.

Industry/Internal Awards & Recognition

Staff: Existing Professional Designations/Qualifications (can be included in Building Staffing Organizational Chart)

Total Point Score (1 point for each) ______/8

Comments: ________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

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This category is an opportunity for entrants to showcase how they are leading the industry by developing and implementing programs that are above and beyond the industry standard (ex: organic programs, etc.). Describe each program, including why it was initially developed and/or implemented. Explain what constitutes each program as being above and beyond. Each entrant is eligible for up to six additional points, one for each program that they have implemented.

Submission Requirements:

Maximum three single-sided 8.5” x 11” paper

10pt. Arial font

Scoring Guide

Program Name: _____________________________________________________________

Program Name: _____________________________________________________________

Program Name: _____________________________________________________________

Program Name: _____________________________________________________________

Program Name: _____________________________________________________________

Program Name: _____________________________________________________________

Total Point Score (1 point for each) ______/6

Comments: ________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

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Judges will review the Building Description and Building Standards provided in Section B prior to visiting the building. Scores will be derived from the criteria provided to the judges, based on the overall

presentation of the building.

The Building Presentation will be scored based on the overall presentation of the property’s existing features rather than the presence of the “latest and greatest”. Considerations will include cleanliness,

maintenance of fixtures, and the general presentation of the building.

NOTE: In order to be eligible to receive a Certificate of Excellence, entrants must score at least 3 out

of 5 in the Building Presentation portion.

Scoring Guide

1 = Poor/Unacceptable

2 = Below Average

3 = Good

4 = Above Average

5 = Excellent

Total Point Score ______/5

Comments: ________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

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A minimum of 70 points must be earned to be certified.

Judges to verify the following:

Mandatory Documents 22 ______

min. 21 to qualify

Community Impact 0-4 ______

Tenant and Customer Relations 0-7 ______

Energy Management / Conservation / Sustainability 0-11 ______

Environmental / Health & Safety 0-22 ______

Emergency Preparedness / Security Standards 0-15 ______

Management Office / Training 0-8 ______

Other – Above & Beyond 0-6 ______

Building Presentation 0-5 ______

min. 3 to pass

TOTAL 0-100 _______

Judge’s Signature Print Name