Tenant Handbook
Vendor Rules and Regulations
Vendor Rules and Regulations
1407 Broadway
New York, NY 10018
The Vendor Rules and Regulations may be modified or amended by Landlord from time to time. The Vendor Rules and Regulations are supplemental to the executed Landlord vendor contract or Tenant lease, provided that, in the event of any conflict between the rules and regulations and the lease or contract, the applicable terms of the lease or contract shall control.
AIR QUALITY: Vendor and/or Tenant shall not cause or permit any odors to be produced upon or permeate from the Premises.
At Landlord’s sole discretion any work that will produce odors and/or compromise building air quality shall be performed after the Building’s normal business hours and may require specialized air evacuation controls, as Building Management shall direct.
ANIMALS: Animals are not permitted in the Building or the Premises unless they are service animals as defined under the Americans with Disabilities Act and all NYS and NYC required certificates are on file with the Building Management Office.
APPROVAL OF VENDORS & CONTRACTORS: All contractors or vendors, performing work at the Building/Property, shall be subject to Landlord’s prior approval. Building Managementy must be notified 48 hours in advance of any work commencing and in such cases as there are filing and/or plans to be submitted, such plans mujst be approved prior to commencement of any work. Approval shall not be unreasonably withheld and shall be required to comply with these Vendor Rules and Regulations, Tenant Rules and Regulations or building’s Construction Standards, as applicable.
ARTIFICIAL INTELLIGENCE (AI):
Public Artificial Intelligence ("Public AI") may not be used with any non-public Shorenstein-related business information, including tenant information, lease information, employee information, investor information, or financial information. It is important to use Public AI responsibly and in accordance with Shorenstein's policies and values.
(A) Under no circumstances should contractors or vendors submit or upload any Shorenstein data, including but not limited to, tenant information, lease information, employee information, financial records, investor data, strategic plans, or any other sensitive infomation to Public AI tools or platforms unless explicitly authorized by the Property Manager.
(B) Use Public AI as a supplementary tool: Public AI may be utilized as a support tool to enhance productivity, creativity, and problem-solving, rather than as a replacement for critical thinking or human judgement.
(C) Ensure date privacy and compliance: Be mindful of privacy and compliance regulations when using Public AI. Do not use employee data or sensitive company information in Public IA interactions.
BICYCLES, SKATEBOARDS, ROLLER SKATES, IN-LINE SKATES, SCOOTERS AND MOTORIZED VECHICLES:
Bicycles, skateboards, roller skates, in-line skates, and scooters are not permitted to be used inside the Building, elevators or on the walkways outside the Building.
Motorized vehicles (excluding motorized wheelchairs) are not permitted inside the Building, except in areas designated by Owner’s Agent.
Vendor may bring bicycles into the Premises so long as the bicycles are transported in the Building’s freight elevator, are walked (not ridden) in the hallways and the bicycle tires are wiped off so the tires do not leave tracks on the floors or carpets in the lobbies or hallways. If a secure bicycle parking area exists at the Building for use in common by Vendors of the Building, Vendor shall be entitled to use of the same, subject to the applicable rules and regulations imposed thereon by Owner’s Agent.
CONDITION OF PREMISES: All work shall be done in a neat and orderly manner. Vendor shall be responsible for replacing disturbed materials back to their original condition. The work shall only be done by tradesperson experienced and skilled for the work involved. Vendor shall protect all existing areas from damage, dust, and debris. It is Vendor’s responsibility to protect and maintain all existing base building work and finishes which may or may not be included in Vendor’s scope of work.
CYBERSECURITY: Vendor Cybersecurity Network Rules
DISORDERLY CONDUCT: Landlord reserves the right to exclude or expel from the Building any person who, in the judgment of Building Management, is impaired or under the influence of liquor or drugs, or who shall in any manner act in violation of any of the Rules and Regulations.
DOORS, KEYS AND LOCKS: Vendor shall not place any locks or bolts (or alter any locks or bolts already in place) on any interior or exterior door in the Premises or Building without Landlord’s prior consent, and Building Management shall have the right at all times to retain and use keys or other access codes or devices to all locks within and into the Premises.
ELECTRICAL AND GAS CONNECTIONS: No connection shall be made to the electrical wires, gas connections, or electric fixtures without the consent in writing, with subsequent approval on each occasion by Landlord. If any tenant alterations are proposed include electric and/or gas connections, at Landlord’s discretion, such alteration(s) may call for a licensed engineer and/or appropriate trade person(s) to review prior to commencing, with such review being at tenant’s sole expense.
ELECTRICAL CAPACITY: Tenant agrees that its use of electrical current shall never exceed the design capacity of existing feeders, risers, or wiring installation. If any tenant alterations are proposed include electrical upgrades and/or potentially change or increase load capacity, at Landlord’s discretion, such alteration(s) may call for a licensed engineer to review prior to alterations commencing, with such review being at tenant’s sole expense.
ELEVATOR - FREIGHT: Tenant and Vendors shall make prior arrangements with Landlord for use of the freight elevator for the purpose of moving heavy articles, large deliveries, or other items that are not appropriate for the passenger elevators. Deliveries shall occur during hours approved by Landlord and in accordance with the scheduling procedures for the freight elevator. Landlord reserves the right to inspect and, where deemed appropriate by Landlord, to open, freight coming into the Building and to exclude from entering the Building any freight that is in violation of any of these Rules and Regulations and any freight for which such inspection is not permitted. Tenant shall not cause the freight elevator to be loaded beyond rated capacities.
ELEVATOR - PASSENGER: The passenger elevator cars are designed solely to move people between floors of the Building. These cars are not intended to be used for freight or mail delivery unless coordinated specifically with Landlord for such use, in which case, special requirements/protection may be required.
The passenger elevator cars are designed solely to move people between floors of the Building. These cars are not intended to be used for freight or vendors unless coordinated specifically with Building Management for such use, in which case, special requirements/protection may be required.
HAZARDOUS MATERIALS: If Hazardous Materials are present, the related work shall be performed in accordance with recommendations of the National Institute of Occupational/Safety and Health (NIOSH), the requirements of the Occupational Safety and Health Administration (OSHA) asbestos standard, and Landlord’s Hazardous Materials Operations and Maintenance Manual. Unless approved by Landlord in writing, all asbestos-related work shall be done before or after the Building’s normal business hours, achieving clean air prior to commencement of the Building’s normal business hours.
If requested by Landlord, Vendor shall provide and retain on the job site Safety Data Sheets (SDS) for all chemicals being used, with copies provided to Landlord. Deliveries of hazardous materials require prior approval from Building Management.
INCIDENT REPORTING: In case of an accident, involving personnel or property, Tenant and Vendor shall inform Landlord immediately. Notification shall state the location of the accident, and any actions taken.
INSTALLATION OF HEAVY ARTICLES: Landlord shall have the right to prescribe the weight, position, and manner of installation of heavy articles such as safes, machines, and other equipment brought into the Building. Tenant shall not allow the building structure within the Premises, nor shall Tenant because the elevators of the Building to be loaded beyond rated capacities. No safes, furniture, boxes, large parcels or other kind of freight shall be taken to or from the Premises or allowed in any elevator, hall or corridor except at times allowed by Landlord. Tenant shall make prior arrangements with Landlord for use of freight elevator for the purpose of transporting such articles and such articles may be taken in or out of said Building only between or during such hours as may be arranged with and designated by Landlord. The persons employed to move the same must be approved by Landlord. Landlord reserves the right to inspect and, where deemed appropriate by Landlord, to open all freight coming into the Building and to exclude from entering the Building all freight which is in violation of any of these Rules and Regulations and all freight as to which inspection is not permitted. Any hand trucks, mail carts, floats or dollies used by Tenant or its service providers for the delivery or receipt of any freight must be equipped with rubber tires. If any tenant installations are proposed that potentially change or increase structural load capacity, at Landlord’s discretion, such alteration(s) may call for a licensed structural engineer to review prior to the installation, with such review being at tenant’s sole expense.
JANITORIAL, RECYCLING & TRASH: Landlord’s janitorial staff shall not be hindered from cleaning the Common Area Premises after 6PM on business days.
Unless expressly promulgated by the Lease, Tenant shall retain the right to employ any person other than Landlord’s janitorial contractors for the purpose of cleaning, maintaining and/or repairing their respective leased space. Any vendor/contractor under employ of a tenant must provide the Building Management Office with the appropriate Certificates of Insurance (COI) for each contractor/vendor under tenant’s employ and such COI must be on file with the Building Management Office prior to execution of any tenant contract with said vendor/contractor.
Tenant shall comply with the Building’s recycling guidelines. Electronic waste (E-waste) must not be disposed of in the Building’s trash or recycling stream. E-waste must be collected and disposed of via an EPA certified e-waste recycler and/or by contacting the Building Management Office to arrange for the Landlord’s janitorial contractor to provide such services (at tenant’s sole expense).
JOB PREPERATION: Field verification is required for all scopes of work. Vendor to verify field conditions. Vendor shall arrange a job walk prior to start of work and provide an accurate and comprehensive schedule of all work, including phasing, if applicable, from project start through completion. Building Management must approve all on-site staging areas.
LOST OR STOLEN ITEMS: Landlord shall not be responsible for any loss, theft, disappearance of, or damage to, personal property, however occurring.
Vendor is responsible for security of its own materials and equipment.
MOVEMENT OF LARGE ITEMS IN/OUT OF BUILDING: Movement in or out of the Building of furniture or office equipment, or dispatch or receipt by Tenant of merchandise or materials requiring the use of freight elevators, stairways, lobby areas or loading dock areas, shall be performed in a manner and restricted to hours designated by Landlord. Tenant shall obtain Landlord's prior approval by providing a detailed listing of the activity, including the names of any contractors, vendors or delivery companies, which approval shall not be unreasonably withheld. Tenant shall assume all risk for damage, injury or loss in connection with the activity.
Landlord shall have the right to approve the weight, size, or location of heavy equipment or articles in and about the Premises, which approval shall not be unreasonably withheld; provided that approval by Landlord shall not relieve Tenant from liability for any damage in connection with such heavy equipment or articles.
NUISANCES: Vendor shall not generate any objectionable noise, vibration, or other offensive conduct while at the property. Work performed shall not interrupt or disturb building operations.
The use of Radios, CD players or similar pieces of equipment, used in such a way that can disrupt others, are not allowed.
PATH OF TRAVEL: Sidewalks, doorways, vestibules, halls, stairways, and other similar areas shall not be obstructed by Vendor or used by Vendor for any purpose other than ingress and egress. No rubbish, litter, trash, or material shall be placed, emptied, or thrown in those areas. Corridor doors, when not in use, shall be kept closed and free of obstructions.
Public areas are to be kept clean at all times. Vendor shall not clutter or block hallways, exits, service elevator lobbies or electrical closets. Failure to do so will result in Landlord’s clean up at Vendor’s and Tenant’s joint and several cost.
PLUMBING: Plumbing fixtures and appliances shall be used only for the purposes for which designed and the expense of any breakage, stoppage or damage resulting from the violation of this rule shall be borne by the Vendor.
RESTRICTED AREAS: Vendors are to restrict themselves to the work area and designated areas.
Vendor is to use specified restrooms only. Use of restrooms on Tenant floors is not allowed.
Vendor’s use of equipment, lunchrooms, vending machines, copiers, telephones, etc. in occupied space is not allowed.
RISER ACCESS: Vendors are prohibited from installing any equipment in any riser room, utility and equipment rooms or any other rooms not leased to Vendor without Landlord’s prior approval. Contact the building Riser Manager, if applicable.
SCOPE OF WORK: All cost required to support the project on behalf of tenant including but not limited to building engineering, security, elevator, dumpster, parking, maintenance, or after-hours costs shall be the responsibility of the Tenant and is to be paid at Landlord’s prevailing rate for labor and materials.
No work shall be performed that would alter the building’s exterior appearance or common areas without Landlord’s approval. No changes to the perimeter window treatment are permitted unless pre-approved by Landlord at its sole discretion.
SECURITY AND LIFE SAFETY: Vendor will comply with Building Security, Emergency Preparedness and Fire and Life Safety Protocols. Vendor takes responsibility for the understanding and implementation of Building Protocols related to their personnel and for the locations involved in their scope of work. Vendor will comply with all Local, State and Federal safety and health regulations (including OSHA) that pertain to any work, in this Locality/Municipality and the Building. Vendor shall take special measures to prevent false alarms and inform Owner's Agent in a timely manner if such an event occurs. Vendors will view the online safety training video specific to the building and location. For access contact the Building Office.
SHARING TELECOM: Tenant shall not use more than its proportionate share of telephone lines and other telecommunication facilities available to service the Building.
SIGNAGE & DIRECTORIES: Signs, advertisements, notices, or paper displays of any kind shall not be affixed or painted to windows, doors or other parts of the Building or placed outside of tenant space without prior Landlord approval. Unless otherwise expressly provided in the Lease, Tenant shall be entitled to have the name of Tenant's company listed on the floors directory situated in the elevator lobby of each corridor, with the cost of any changes to Tenant’s name on the directory during the Lease term to be at Tenant’s expense.
Unless otherwise expressly provided in the Lease, all tenant identification and suite numbers at the entrance to the Premises shall be installed by Landlord using the standard graphics for the Building.
SMOKING: Tenants shall not smoke or permit smoking anywhere in the Building (including the Premises) or on the property, except in any Landlord-designated smoking area outside the Building. Smoking includes e cigarette, electronic cigarette, personal vaporizer or electronic nicotine delivery system.
SOLICITING: Canvassing, selling, soliciting, and distribution of handbills or any other written materials in the Building is prohibited, and Tenant shall cooperate to prevent the same.
SPECIAL WORK AND SERVICE REQUESTS: Any special work or services requested by Tenant to be provided by Landlord shall be provided by Landlord only upon request received at the Building Management Office. Building personnel shall not perform any work or provide any services outside of their regular duties unless special instructions have been issued from Landlord or its managing agent.
TELEPHONE SERVICE: If fax or telephone service is desired, the wiring for the same shall be approved by Landlord, and no boring or cutting for wiring shall be done unless approved by Landlord or its representatives, as stated. The electric current shall not be used for space heaters unless written permission to do so shall first have been obtained from Landlord or its representatives in writing, and at an agreed cost to Tenant. For access into telco rooms, please contact the Building Management Office.
TENANT AND VISITOR ACCESS: Every person, including Tenant, its employees and visitors, entering and leaving the Building may be questioned by security personnel as to that person’s business therein and may be required to produce a valid picture identification and to sign such person’s name on a form provided by Landlord for registering such person; provided that, except for emergencies or other extraordinary circumstances, such procedures shall not be required between the hours of 8:00 a.m. - 6:00 p.m. Mon-Fri. Landlord may also implement a card access security system to control access to the Building during such other times. Landlord shall not be liable for excluding any person from the Building during such other times, or for admission of any person to the Building at any time, or for damages or loss for theft resulting therefrom to any person, including Tenant.
Landlord may deny access to any portions of the Building or the Premises if the individual is not in compliance with Landlord’s Visitor Access Program. Subject to applicable law, Landlord shall in no case be liable for damages for any error with regard to the admission to, or exclusion from, the Building of any person. Further, in the event of civil unrest or any other emergency situation, Landlord reserves the right to prevent access to all areas of the Building, as necessary, to mitigate the risk of damage to person or property. Such actions may include closing and locking the doors to the Building.
UNION AFFILIATION: Vendor to verify Union affiliation, if requested by Landlord.
VENDING/BREAKROOM/KITCHEN EQUIPMENT: Vending machines, water coolers and coffee machines may be installed within the Premises only if the equipment and manner of installation is in accordance with the Building requirements and operational standards as defined in the Building’s Conditions for Construction and Tenant Construction Standards.
VENDOR IDENTIFICATION: All Vendors shall wear company supplied identification and may be required to wear building supplied building passes.
WINDOW TREATMENTS: Landlord shall have the right to designate and approve any curtains, blinds, shades or screens attached to or used in connection with any door or window of the Premises. Except for such approved coverings, nothing shall be attached to or hung on the windows or placed in windowsills of the Premises. Tenant shall ensure, to the extent reasonably practicable, that window coverings are closed on windows in the Premises while they are exposed to the direct rays of the sun.
WEAPONS: Weapons are prohibited in all areas of the Building and the Real Property.
The Rules and Regulations may be modified or amended by Landlord from time to time. The Rules and Regulations are supplemental to the executed leases in the Building, provided that, IN THE EVENT OF ANY CONFLICT BETWEEN THE RULES AND REGULATIONS AND A TENANT’S WRITTEN LEASE, THE APPLICABLE TERMS OF THE LEASE SHALL CONTROL.
