BUILDING POLICIES & PROCEDURES
BUILDING RULES & REGULATIONS
The building’s rules and regulations are contained within each Lease document. Certain leases may have additional or different rules and regulations that are more applicable to the type or location of the business. The following information is presented as general information, and is not intended to supersede more stringent policies, which may be included within actual lease documents.
MOVE-IN & MOVE-OUT INFORMATION
The building’s moving and delivery procedures have been developed to provide an efficient process to deliver or remove large items to or from the building with minimum disturbance to Tenants, and to provide adequate protection to the building, its owners and management. Advanced planning is the key to an efficient and well-orchestrated moving or delivery event. All moves must enter through the 11th Street freight entrance and must use the freight elevator. No moves are permitted to take place through the Lobby.
The Tenant must provide advance notice to the Management Office in writing and submitting a work order to Building Engines to ensure that:
Normal moving and delivery activities must be scheduled at least 48 hours in advance. For major-moving* events involving more than one elevator load of material, including move-ins, move-outs, must be scheduled a week in advance. A work order, including the below information, must be issued by the Tenant (not by a vendor) into Building Engines:
*Activity generally defined as comprising of anything that requires the use of the elevator pads and cannot be hand-carried or brought in with the use of a hand truck and is limited to weekends and on weekdays before 7:30 AM and after 4:30 PM.
TENANT ALTERNATION & CONSTRUCTION GUIDELINES
The purpose of these Rules and Regulations is to inform the Contractors of their responsibility to this property during construction or remodeling of tenant spaces. Construction companies, electricians, plumbers, and personnel providing remodeling or repair services must be approved by the Property Management Office. It should be understood that the General Contractor is totally responsible for the action of its employees and subcontractors, and their compliance with these Rules and Regulations. At all times, General Contractor’s personnel should be aware that this property is not a construction site, but rather an occupied office building and therefore appropriate precautions to protect the property, the tenants, and the business atmosphere must be adhered to.
The Management Office maintains a list of qualified contractors who have performed work in the building and fulfilled the requirements listed below. If you prefer to use a contractor who is not pre-qualified, please contact the Property Management for approval. The scope of these Rules and Regulations shall include, but not be limited to the following:
Work to be performed by any contractor within the property must be approved and scheduled in advance with Property Management. All contractors must check in with the Building Security on a daily basis. 48-hour notice shall be given for any work request that involves the Fire/Life Safety systems at the property.
All contractors must be licensed in the jurisdiction of the property location to perform their trade work. All required permits must be obtained prior to the start of any work and copies provided to the Property Management Office.
Upon completion, certificates of final approval must be obtained. Duplicates of all such permits, approvals, and certificates must be delivered to the Property Management Office as soon as they become available.
All general contractors and subcontractors must provide a current certificate of insurance evidencing adequate workman’s compensation, general liability, and property damage coverage.
SITE CONDITION AND PROTECTION
Contractor will provide floor, wall, and ceiling protection from the freight elevator to the entrance of the suite where the work is to take place. The type of protection is to be Masonite, with ends taped together to prevent tripping hazards. Protection will be provided by contractor for the freight elevator doorframe on the floor where the work is to take place. All carpet and elevator protection should be installed prior to the start of demolition or remodeling. Protection shall be maintained in a clean, safe manner and be left in-place throughout the duration of the work. The construction area is to be broom swept and all trash removed at the end of each work shift. Public areas leading to construction areas will be thoroughly cleaned at the end of each work shift at the contractor’s expense. Contractor shall correct and repair any damages at their own cost.
Sustainability Considerations: All renovation and new construction projects of a scope that meets any of the following criteria shall also be required to comply with Columbia’s Sustainable Design & Construction Guidelines, which are available from the Property Management Office.
For projects which do not meet any of the criteria below, tenants are encouraged to implement any sustainable design and construction practices described in the guideline document to the extent that it is practical to do so.
VENDOR RULES & REGULATIONS
VENDOR INSURANCE REQUIREMENTS
Certificates of insurance are required from certain businesses that make deliveries to or from, provide on-site services, perform moving activities including but not limited to the following:
Standard lease terms provide that each Tenant shall be liable to the Landlord for the acts of its guest and invitees. Therefore, all Tenants should be aware of the potential for liability when considering the selection of vendors and their internal policies with respect to the collection of Certificates of Insurance. In other words, if damage or other liability is caused to the Landlord as a result of a vendor providing services to a Tenant, the Landlord will hold the Tenant responsible. It is to every Tenant’s advantage to ensure that they are adequately protected by the vendors they have selected to serve them. Keep in mind that the Management Office may already have certificates from many businesses on file. Upon request, we will be happy to check our records to determine if one or more of your preferred vendors already have an insurance certificate on file with the building.
It is the responsibility of the Tenant to inform the Management Office of any individual or entity attempting to access the building. It is also the Tenant’s responsibility to inform the Management Office of any planned work or large deliveries being conducted in the building. This is in effort to not only avoid delays or denied access at freight area, but to increase building safety. The Property Management Office will then verify that a valid COI is on file. If there is not a valid COI on file, a COI that is compliant with the building’s requirements will be requested (for COI template and requirements, please refer to the Sample COI). The information will then be communicated to Engineering Staff/Freight Operator to provide access.
Please refer to the Tenant Resources page https://tenants.799broadwaynyc.com/tenant-resources/ for a Sample Certificate of Insurance.
PREFERRED VENDOR LISTS
At Columbia, we recognize the vital role our suppliers play in helping us meet the needs and expectations of our many stakeholders. We rely on our suppliers to deliver the level of quality, service, value, efficiency, integrity, and innovation that we ourselves strive to provide to our tenants, investors, partners, employees, and communities. Therefore, we seek to build and maintain a diverse, competitive, and highly capable network of suppliers in and across the regions in which we operate.
Our supplier selection process is stringent and helps us identify and build relationships with suppliers that meet our needs and expectations, align with our goals, and share our values. We actively manage our suppliers and monitor their ongoing performance to promote and build the best possible relationship between our organizations. We also seek to work with suppliers from a diverse range of backgrounds, in order to drive innovation and create a more resilient supplier network for Columbia.
We are committed to holding ourselves and our supplier community to the highest standards of business conduct and integrity, and we expect all suppliers with whom we engage to operate in accordance with our Vendor Code of Conduct. Visit our website at www.columbia.reit/responsibility/overview/ for more details.
We encourage our tenants to follow these same guidelines when selecting suppliers and invite you to utilize our list of preferred vendors that meet these requirements for excellence, capability, competitiveness, and diversity. Please contact the Property Management Office for our current list of preferred vendors for this property.
PROHIBITED ITEMS & BEHAVIOR
Columbia is committed to providing healthy buildings to all occupants. In compliance with local compliance/regulations and WELL Health-Safety and Fitwel standards, smoking and the use of e-cigarettes and tobacco products is strictly prohibited in all areas of the building and anywhere onsite, including near any building entrance, operable windows, doors, outdoor air intakes, or outdoor seating areas.
Flammable materials are not permitted anywhere on the premises. If, for any reason, you have any materials necessary for the operation of normal office equipment that require special care, they must be stored in safety containers, and the Property Management Team must be notified.
LOITERING & SOLICITORS
Canvassing, soliciting, peddling, and loitering are not allowed within the building. If you are approached by a solicitor of any kind, contact the Property Management Office immediately and we will make every attempt to escort the individual from the Building.
NON-PERMITTED HOLIDAY DECORATION
Use of holiday trees is prohibited without first receiving guidance and permission from the Property Management team. If you interested in adding holiday décor in your office space or the building, please contact the Property Management Office for specific guidelines and recommendations.
Copyright 2023 by Columbia Property Trust.