4323 - RFP - SOL1644024.pdf

1 Procurement DepartmentTelephone: (718) 320-3300 2049 Bartow AvenueFacsimile: (718) 320-3200 Bronx, New York 10475-4316 Request for Proposal THE TERMS AND CONDITIONS IN THIS RFP ARE NOT FINAL Bid Number4323 4323 - OKTA Annual License Renewal 2026 INTRODUCTION Riverbay Corporation, commonly known as “Coop City,” is the largest affordable housing community in the United States. Riverbay was established more than 50 years ago to provide affordable housing for middle-income, working-class households pursuant to Article II of the New York State Private Housing Finance Law. Riverbay is a “Mitchell-Lama” cooperative, supervised and regulated by New York State Homes and Community Renewal. Riverbay consists of 15,372 residential units, 14,900 of which are residential apartments located in 35 high-rise towers and 472 of which are townhouses located in seven (7) separate clusters, on a 330-acre campus in the Bronx. Riverbay also owns and operates three (3) retail shopping centers with 150 commercial stores, 50 commercial offices located on the ground floor of the various high-rise towers, 8 multi-story garages with 10,790 parking spaces, a forty-megawatt (40MW) electric generating facility, and various recreational and community facilities. Riverbay has approximately 1,000 employees and is home to approximately 55,000 individuals. Riverbay is seeking qualified IT vendors to provide Riverbay’s Okta subscription licenses. Riverbay Corporation Bid Solicitation Submission Requirements 2 To ensure your proposal is considered complete and responsive, please review the following requirements & checklist carefully. Failure to adhere to these instructions may result in the disqualification of your bid. BIDS ARE DUE NO LATER THAN 4 PM ON: THURSDAY, JULY 16, 2026 PLEASE SEE ATTACHED Attachment A RFP #4323 – OKTA Annual License Renewal 2026 Scope of Work 1.Critical Bid Submission Rules: Submission Deadline: LATE SUBMISSIONS WILL NOT BE ACCEPTED. A. Electronic Bidding: All bids must be submitted via the BidNet System. For Issues with BidNet system: Phone support (800) 835-4603 (Option 2) Support Email: support@bidnet.com B. Modification or Withdrawal of Bids: oA Bid may not be modified, withdrawn or canceled by the Bidder following the time and date designated for receipt of Bids, and each Bidder so agrees by submission of a Bid. 2. Pricing & Bid Form: To receive consideration, please make all Bids in accordance with the following: A.This RFP is a formal request for your best and final offer regarding the referenced solicitation. Bidders are encouraged to submit the most competitive pricing. B. Submit bids in the BidNet system or upon the bid forms provided in the RFP, properly executed and with all line items filled out. You must provide pricing for each line item listed on the platform. Failure to do so may result in disqualification of your bid proposal. C. Do not change the wording of, nor add words to, the Bid Form. Unauthorized conditions, limitations, or provisions attached to the proposal may be cause for 3 rejection of the bid proposal. Alterations by erasure must be explained or noted in the RFP. D. Bids shall not contain any recapitulation of the work to be done. E. As made be applicable The bidder has the choice of bidding this project as Union and/or Non-Union. The choice is at the discretion of the bidder. Please note on your bid submission form union or non-union. 3. RFP Meetings and RFI’s: A.Pre-Bid Meetings: If noted in the RFP document please make best efforts to attend. B.Mandatory Pre-Bid Meeting: If noted in the RFP document, the bidder must attend. Attendance at meeting required for bidder submission to be accepted. C.Request for information (RFI): All RFI’s are to be submitted in the BidNet platform, by the due date noted in the RFP document. D.Responses to RFI will be provided as noted in the RFP document via BidNet. E.Please be sure to fill out Appendix B and the bid form and upload it to BidNet. 4. Technical Proposal Requirements: Your technical response must demonstrate your organization's technical & professional competence and specific approach to the project: A.Methodology (Means & Methods): Provide a detailed description of the specific techniques, tactics, tools, and strategies you will use to meet the project scope and deliverables. B.Project Schedule or Timeline: Include expected start and completion dates, and timeframe of project and key project phases, and critical milestones. C.Safety Compliance: For all construction and project work, vendors must acknowledge and comply with the Riverbay Construction Safety Policy. 5. Qualifications & Company Profile: Provide a concise overview of your firm and the team assigned to this project: A.Company Overview: Include company name, logo, locations, contact info, mission/vision, and history. 4 B.Technical Competence: Explain why your organization is the best fit for this specific scope. C.Experience: Provide a history of past performance on projects of similar size and complexity. D.Key Personnel: Attach resumes or CVs for the team members who will be directly executing the work. E.References: Provide contact details for five (5) past clients who can provide feedback of work experience and quality of performance. Provide company name, contact name, telephone number and email address. 6. Sub-Contractors: A. Each Bidder shall include with the Bid a list of all subcontractors to whom bidder proposes to let portions of the Work. Such list shall include the name, address and principals of the proposed subcontracting firm. B. The Owner reserves the right to reject any proposed subcontractor, and the successful Bidder (the Contractor) shall not contract with any person or entity to whom the Owner objects. C. Prior to the execution of the Contract, the successful Bidder shall meet with the Owner Representative and/or Architect/Engineer to review the list of proposed subcontractors. The successful Bidder agrees to substitute for the proposed subcontractors such subcontractors as the Owner may request, to which the successful Bidder has no reasonable objection. Should a substitution requested by the Owner involve a change in the subcontract amount, the Contract Price will be adjusted as mutually agreed between the successful Bidder and the Owner. 7. Insurance: The successful Bidder and sub-contractors will be required to procure and pay for the types of insurance referenced in the RFP document, as per Riverbay’s requirements, prior to commencement of work. PAYMENT All invoices are to be sent directly to the Accounts Payable department for remittance of payment: Riverbay Corporation 2049 Bartow Avenue Bronx, New York 10475 AccountsPayable@riverbaycorp.com Payment(s) shall be made within (45-60) days of receipt of proper invoice(s) for work completed 5 the previous month. There will be no penalty for late payments. VENDOR/CONSULTANT are advised that they must submit monthly invoices within 30 days after the month services were performed. Invoices submitted 90 days or more after the month services were performed will not be paid by Riverbay. NON-COLLUSIVE BIDDING PROCEDURES: 1. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of his knowledge and belief: (i) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; (ii) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and (iii) No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition. 2. A bid shall not be considered for award nor shall any award be made where (1) (i), (ii) and (iii) above have not been complied with; provided, however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore. Where (1) (i), (ii) and (iii) above have not been complied with, the bid shall not be considered for award, nor shall any award be made unless the municipal housing authority to which the bid is made determines that such disclosure was not made for the purpose of restricting competition. 3. The fact that a bidder (a) has published price lists, rates, or tariffs covering items or services being procured, (b) has informed prospective customers of proposed pending publication or new or revised price lists for such items or services, or (c) has sold the same services or items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning of paragraph (1) of this certification. 4. Any bid hereafter made to Riverbay by a corporate bidder for work or services performed or to be performed or goods sold or to be sold where competitive bidding is required by statute, rule, regulation, or local law, and where such bid contains the certification referred to in paragraph "b" of this subdivision, shall be deemed to have been authorized by the board of directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation. 6 EVALUATION CRITERIA: The following criteria should be fully met by the respondent and will be used as a guide by Riverbay to evaluate the proposal: RFP Criteria and Point Values: CriteriaPossible Points 1Bidder’s Past Experience & Performance: The contractor shall include a list of the last five projects that it managed of similar facilities, scope, size & cost of work, with customer reference contact information. Provide if Project completed on budget, project schedule, actual project duration, quality of workmanship and if project specs were met. Provide copy of On-Site safety plan. 30 2Bidder’s Cost of Services: This criterion will evaluate the contractor’s cost of the services/goods of the base contract. 30 3Bidder’s ability to undertake the entire scope of work: This criterion will evaluate the contractor’s ability to address the entire scope of work of project and ability to provide the necessary onsite personnel with ability to perform work proficiently & Contractor means and methods. 30 4Bidder’s ability to comply with Bid Instructions: This criterion will evaluate the contractor’s submission of complete bid documents and requests, such as (bonds, pricing, contract docs, references, etc.) 10 Total Score for Proposal Criteria 100 Notwithstanding the above criteria, Riverbay retains the discretion not to award any contract, and/or to determine in its sole judgment, the lowest qualified bidder. FORM OF CONTRACT: Successful bidders will be required to enter into a written contract with Riverbay, based upon the business terms of a bid found acceptable to Riverbay and Riverbay’s Standard Form of Contract, the terms of which are set forth below. All contracts are subject to review and approval by New York State Homes and Community Renewal (“HCR”). TERMS AND CONDITIONS OF STANDARD RIVERBAY CONTRACT The following terms and conditions will be made a part of any Contract that may be awarded pursuant to this Bid. If Bidder is unable or unwilling to comply with any such terms, disclosure must be made in the Bid, together with a brief narrative explaining why the deviation is required or why the standard 7 term is not applicable to this Bid. TERMS & CONDITIONS: The following Terms & Conditions are a material part of this Agreement. 1. INDEMNITY: VENDOR/CONSULTANT shall to the fullest extent permitted by law indemnify and hold harmless Riverbay Corporation, The New York State Division of Housing and Community Renewal ("D.H.C.R."), Wells Fargo Bank, NA, the State of New York Mortgage Agency (SONYMA), the U.S. Department of Housing & Urban Development, the NYC Housing Development Corporation and Residential Management Group LLC dba Douglas Elliman Property Management (for purposes of this section, the word "Riverbay" shall be deemed to include its respective directors, officers, employees, representatives and agents, and the word "D.H.C.R." shall be deemed to include the State of New York and any of its agencies, department officials, employees, representatives and agents) from all claims, actions, demands, damages, costs and expenses (including reasonable legal fees) judgments and settlements of any nature whatsoever due to the negligent performance by the VENDOR/CONSULTANT of its duties or obligations under this Agreement, and shall, at the request of Riverbay, and/or the D.H.C.R. assume, without expense to Riverbay and the D.H.C.R., the defense of any such claims, actions and demands. 2. INSURANCE PROVISIONS: (a) Before commencing the work or providing any services under the terms of this Agreement, VENDOR/CONSULTANT shall procure and maintain, or cause to be procured and maintained, the following policies of insurance set forth in subsection (g) of this paragraph, (and shall be responsible for the administration of all claims there under) and will cover all obligations under the Agreement. Policies for such insurance shall be written for the benefit of Riverbay, D.H.C.R., and VENDOR/CONSULTANT as their interests may appear. All policies shall name as Additional Insureds, Riverbay Corporation, Residential Management Group LLC dba Douglas Elliman Property Management, The New York State Division of Housing & Community Renewal (“D.H.C.R.”), Wells Fargo Bank, NA, the State of New York Mortgage Agency, (“SONYMA”), the U.S. Department of Housing & Urban Development and the NYC Housing Development Corporation with respect to work performed by or on behalf of VENDOR/CONSULTANT. No endorsements attempting to limit the coverage given to the additional named insureds shall be accepted. (b) All insurance policies shall be written by a company or companies authorized to do business in the State of New York and shall be subject to the approval of Riverbay and the D.H.C.R. 8 (c) All insurance coverages shall be written in a form satisfactory to Riverbay and the D.H.C.R. (d) VENDOR/CONSULTANT shall furnish Riverbay and the D.H.C.R. with Certificates of Insurance prior to commencing performance of this Agreement. In addition, each Certificate of Insurance must provide a minimum of thirty (30) days written notice of cancellation or material change to Riverbay and the other named insureds by the insurance carrier. Wording such as "will endeavor to notify" and "failure to mail such notice shall impose no obligation or liability of any kind upon the company" are not acceptable and must be deleted. (e) Should any insurance policy required by this Agreement be cancelled and should VENDOR/CONSULTANT fail to immediately obtain substitute coverage, Riverbay may obtain such insurance and charge the premiums for the insurance to VENDOR/CONSULTANT. (f) VENDOR/CONSULTANT’S insurance is primary and non-contributory (g) The kinds and amounts of insurance required are as follows: 1.Workers Compensation affording coverage under the Workers Compensation laws of the State of New York and Employers Liability coverage in accordance with the laws and requirements of the State of New York, subject to a limit of no less than $1,000,000 each employee, $1,000,000 each accident, and $1,000,000 policy limit. 2.VENDOR/CONSULTANT will maintain an automobile liability policy for Bodily Injury and Property Damage in the amount of $1,000,000 combined covering all owned, non-owned and hired vehicles, naming Owner and all other parties required of the VENDOR/CONSULTANT/Vendor as additional insured. 3.VENDOR/CONSULTANT will carry a Commercial General Liability policy with limits of $1,000,000.00 per occurrence Bodily Injury and Property Damage Combined, $1,000,000.00 per occurrence Personal and Advertising Injury, $2,000,000 aggregate Products and Completed Operations Liability and $2,000,000 General (per project) Aggregate. The policy shall be written on an occurrence basis. Any deductible(s) shall be the responsibility of the VENDOR/CONSULTANT. Policy shall be endorsed to include Riverbay Corporation and all entities list in section 2 above as additional insureds. 4.VENDOR/CONSULTANT shall carry an Umbrella policy of $5,000,000 occurrence/ $5,000,000 aggregate. This policy shall be written on and “occurrence” basis and shall “Follow Form” the underlying Commercial General Liability (GL) 9 policy. Umbrella coverage must include all entities that are additional insureds on CGL. Umbrella coverage for additional insureds shall apply on a primary and non- contributory basis. Umbrella coverage shall not be more restrictive then the underlying CGL. 5. VENDOR/CONSULTANT shall carry carry a Professional liability policy of $5, 000,000 per claim and $5, 000,000.00 aggregate. 6. VENDOR/CONSULTANT shall report to Riverbay and to the insurance carriers’ any and all incidents relating to the work undertaken by VENDOR/CONSULTANT pursuant to the terms of this Agreement, giving rise to a claim under any insurance policy maintained by VENDOR/CONSULTANT pursuant to this Section. Such notice shall be given immediately after VENDOR/CONSULTANT obtains knowledge thereof. VENDOR/CONSULTANT shall coordinate and facilitate the settlement of all such claims. (h) Waiver of Subrogation – VENDOR/CONSULTANT agrees to waive its right of recovery and/or subrogation against owner and all Additional Insureds. All policies (except automobile) shall allow for a Waiver of Subrogation. 3. NON-DISCRIMINATION CLAUSES a) VENDOR/CONSULTANT will not discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, age, disability, marital status, sexual orientation, military status and predisposing genetic characteristics. b) VENDOR/CONSULTANT agrees to abide by any and all laws, ordinances and regulations concerning non-discrimination in employment. c) If directed to do so by the Commissioner of Human Rights of the State of New York, VENDOR/CONSULTANT will send to each labor union or its representatives of workers with which VENDOR/CONSULTANT has, or is bound by a collective bargaining or other Agreement or understanding, a notice, to be provided by the Commissioner of Human Rights, advising such labor union or representative of VENDOR/CONSULTANT'S Agreement under clauses (a) through (f) (hereinafter called "non-discrimination clauses") shall request the labor union or representative to furnish a written statement to VENDOR/CONSULTANT that the Organization will likewise not discriminate because of race, creed, color, sex, national origin, age, disability, marital status, sexual orientation, military status and predisposing genetic characteristics; and that such organization will fully cooperate in the implementation of the policy. The organization shall state in writing that it consists that all recruitment and employment under this Agreement shall be in accordance with the purpose and provisions of these non-discrimination clauses. If such labor union or representative fails or refuses to comply with such a request that it furnish such a statement, the Agreement or, shall promptly notify the State Commissioner of Human Rights of such failure or refusal. 10 d) If directed by the Commissioner of Human Rights, VENDOR/CONSULTANT will post all notices provided by the Commissioner of Human Rights in a conspicuous place. e) All solicitations and advertisements for employees issued by VENDOR/CONSULTANT shall state that applicants will be afforded equal employment opportunity without discrimination because of race, creed, color, sex, national origin, age, disability, marital status, sexual orientation, military status and predisposing genetic characteristics. f) This Agreement may be cancelled, terminated, or suspended, in whole or part, by Riverbay upon a finding by the Commissioner of Human Rights that VENDOR/CONSULTANT has not complied with these non-discrimination clauses. Moreover, VENDOR/CONSULTANT is declared ineligible for future Agreements made by or on behalf of the State or a public authority or agency of the State, until VENDOR/CONSULTANT satisfies the Commissioner of Human Rights that VENDOR/CONSULTANT has established and is conducting recruitment and hiring program in compliance with the provisions of these non-discrimination clauses. Such a finding may be made by the Commissioner of Human Rights after conciliation efforts by the Commissioner have failed to achieve compliance by VENDOR/CONSULTANT. 4. ASSIGNMENT and SUBCONTRACTORS Any assignment or other transfer or conveyance by the Contractor of this contract or any part hereof or of any of his rights hereunder or of any monies due or to become due hereunder or any delegation of any of his duties hereunder without the express consent of the Corporation and the Division shall be void and of no effect as to the Corporation provided, however, that the Contractor may subcontract portions of the work to such persons as the Corporation may, from time to time, expressly approve in writing subject to the written approval of the Division. All further subcontracting shall also be subject to such approval of the Corporation. Approval of subcontractor may be conditioned on (among other things) the furnishing, without expense to the Corporation, of a surety bond guaranteeing payment by the subcontractor of claims of material men, subcontractors, workers, and other third-party persons arising out of the subcontractor's performance of any part of the work. The names of proposed subcontractors shall be submitted promptly to permit acceptance or rejection of each by the Corporation without causing delay in the work of the project. No consent to any assignment or other transfer and no approval of any subcontractor shall under any circumstances operate to relieve the Contractor of any of his obligations under the contract. No subcontract, no approval of any subcontract and no act or omission of the Corporation shall create any rights in favor of such subcontractor and against the Corporation and, as subcontractors, and other transferees shall for all purposes be deemed to be agents of the Contractor. Moreover, all subcontracts and all approvals of subcontractors, regardless of their form, shall be deemed to be conditioned upon performance by the subcontractor in accordance with this Contract. If any subcontractor shall fail to perform the contract to the satisfaction of the Corporation, the Corporation shall have the absolute right to rescind his approval forthwith and to require the performance of the contract by the Contractor personally or through other approved 11 subcontractors. Each Contractor shall control and coordinate the work of his subcontractors, if any. 5. CHOICE OF LAW AND COMPLIANCE WITH LAW This Agreement shall be governed in accordance with the laws of the State of New York applicable to transactions to be performed therein. VENDOR/CONSULTANT will comply with all Municipal, State and Federal laws and will obtain any permits that may be required. All actions will be brought in either the Supreme Court of the State of New York, County of the Bronx, or the United States District Court for the Southern District of New York. VENDOR/CONSULTANT hereby consents to jurisdiction being in said courts. 6. CHANGE ORDERS: Any change order(s) affecting this Agreement must be approved in writing, by Riverbay. Riverbay shall not pay, nor shall Riverbay be liable in contract, quantum meruit, or any similar theory, for any work or service performed by VENDOR/CONSULTANT which exceeds the contract price for this contract, unless said additional work, and the cost, therefore, is approved in writing, prior to the performance of such work. Such change order(s) must also have the prior written approval of the representative of the D.H.C.R. 7. INTEREST OF MEMBERS OF AUTHORITY/COMPANY, ETC.: VENDOR/CONSULTANT covenants that no public official or employee of the Government of the United States, the State of New York, or of the City of New York, or any employee, representative or agent of Riverbay, or any member of Riverbay’s Board of Directors, or any immediate family member of any such natural person, is or shall become interested directly or indirectly as a contracting party, partner, stockholder, beneficiary surety or otherwise, in this contract or in the performance of the work or services to be provided by this contract, or in any portion of the profits or compensation thereof, and that VENDOR/CONSULTANT has not and will not give any person not a party to this contract, any gift, gratuity or thing of value, directly or indirectly, in connection with the award of or administration of this Agreement. Annexed hereto and incorporated as a material term of this Contract is a copy of the "THE STATEMENT OF POLICY OF RIVERBAY CORPORATION CONCERNING STANDARDS OF CONDUCT BY ITS EMPLOYEES, DIRECTORS, VENDORS AND VENDOR/CONSULTANTS" (APPENDIX "A" – “Policy”). Any violation of said Policy, any material omission of fact, or any false, misleading, or inaccurate representation set forth in response in the questionnaire set forth in Appendix B shall be grounds for immediate termination of this Contract. In addition, it is expressly agreed that Riverbay should be entitled to recover any additional cost or expense it incurs arising from any violation of said Policy, any inaccurate representation, or any material omission of fact. 8. MODIFICATION: 12 No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by the party to be bound. 9. ORDER TO PROCEED: Riverbay will issue an Order to Proceed in writing which will set forth the date upon which work is to commence. Riverbay will not issue this Order to Proceed without the prior written approval of the H.C.R. 10. SEVERABILITY: If any term or provision of this Agreement or the application thereof to any person or circumstances shall, to any extent, be invalid or unenforceable, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 11. PERMITS AND COMPLIANCE: VENDOR/CONSULTANT shall provide copies of all required permits to Riverbay prior to commencement of the work. If said work is a recognized emergency all permits and licenses will be provided to Riverbay as soon after the work commences as is practical. VENDOR/CONSULTANT shall be responsible for any fines, charges or fees incurred because of VENDOR/CONSULTANT'S failure to obtain permits and licenses. 12. NOTICE: All notices, demands or other communications under this Agreement, shall be deemed sufficiently given when mailed via registered or certified mail, return receipt requested, to the other party at the address hereinabove set forth or such other address as may hereafter be furnished in writing in like manner. 13. TERMINATION: Riverbay may terminate this Agreement at any time, without cause, upon thirty (30) days written notice. Riverbay shall be responsible for any approved services requested and actually provided by VENDOR/CONSULTANT prior to service of a Notice of Termination. All notices required to be given to either party under any provisions of this Agreement shall be in writing and delivered by Certified Mail, Return Receipt Requested, addressed as follows: 13 For: Riverbay Corporation For: TBD ADDRESS ADDRESS 2049 Bartow Ave Bronx, New York 10475 With a courtesy copy of said Notice also provided by email to the following addresses: For Riverbay:For TBD: 14. STATEMENT OF QUALIFICATIONS FOR BIDDERS As a material part of the bidding and contract procedure the VENDOR/CONSULTANT must complete and submit Appendix “B” – Statement of Qualifications for Bidders. Any material omission of fact, or any false, misleading, or inaccurate representation set forth in response to the questionnaire set forth in Appendix B shall be grounds for immediate termination of this Contract. In addition, it is expressly agreed that Riverbay shall be entitled to recover any additional cost or expense it may incur arising from any inaccurate representation or material omission of fact. If any of the answers to the questions within Appendix “B” change the VENDOR/CONSULTANT must notify Riverbay in writing within 24 hours. In either case the VENDOR/CONSULTANT will not be entitled to damages of any kind, and the VENDOR/CONSULTANT will be responsible for any damages to Riverbay. 15. VENDOR/CONSULTANT’S COOPERATION WITH RIVERBAY’S APPLICATIONS FOR GRANTS, BENEFITS, ABATEMENTS, ETC. During the term of this Agreement Riverbay expects to apply for various grants, private/public benefits, exemptions etc. that may be available due to the nature of the work being performed pursuant to this Agreement. It is a material part of this Agreement that the VENDOR/CONSULTANT fully and accurately provides any and all necessary assistance, applications, signatures, records, or data, including, but not limited to, disclosure of VENDOR/CONSULTANT’S financial information and forms similar to, but not limited to, requirements of the New York City Vendex System. VENDOR/CONSULTANT shall provide such data/assistance/information within ten (10) business days of Riverbay’s written request. 16. PROJECT WORKING HOURS AND HOLIDAYS The regular working hours shall be Monday through Friday 8:00 a.m. to 5:00 p.m. inclusive. On the following days, no work will be permitted on the job site unless written approval is obtained from the Project Manager: New Year's Day, Martin Luther King Day, Lincoln's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Rosh Hashanah, Yom Kippur, Election Day, Veteran's Day, Thanksgiving Day and Christmas Day. 14 All work beyond the regular work week and beyond eight (8) hours in a day and before regular starting time, should be considered overtime. No overtime shall be performed without prior written approval by the Project Manager and Riverbay. All associated costs for overtime shall be borne by the Bidder. 17.CONFIDENTIALITY A Defin itions. For purpose s of this Agreement, “Confidential Information” shall include any and all information or material relating to Riverbay’s shareholders and employees, information technology passwords, security measures, IT system design Riverbay’s operations, Riverbay’s finances, the operation and design of Riverbay’s power plant, , and any information or material that ha s or could ha ve commerc ial va lu e or other utili ty in the business or prospecti ve business of Riverbay. Confidential Inf ormation also includes all information (whe ther in or al, electronic or writ ten form and including information pr ovided to or unavoidably accessible by VENDOR/CONSULTANT pr ior to the execution of this Agreement) which relates to contract bidding procedures, contract awards, and information identified as Confidential Inf ormati on by Riverbay, including, but not limited to, customer information and files, agreements, marke ti ng materials, business plans and business pr ospects, financ ial information, expe nse or other da ta, re ports, surveys or similar information, and any other informati on or procedures that are treated as or de signated se cret or confidential by Riverbay, or which is required to be held in confidence by Federal, State or Municipal law. For purposes of this Agreement, the term “VENDOR/CONSULTANT” shall include VENDOR/CONSULTANT and all affiliates, subsidiaries, and re lated companies of VENDOR/CONSULTANT. For purpose s of this Agreement, the term “Repr esentatives” shall include VENDOR/CONSULTANT’S directors, of ficers, employees, agents, and financ ial, le gal, and othe r advisors. B. Exclu sions. Confidential Inf or mati on does not include information that VENDOR/CONSULTANT can de monstrate (a) was in VENDOR/CONSULTANT’S possession pr ior to it s be ing fur nished to VENDOR/CONSULTANT unde r the te rms of this Agreement, pr ovided the source of th at information was not known by VENDOR/CONSULTANT to be bound by a confidentiality agr eement with or other continual, legal or fiduc iary obligati on of confidentiali ty to the Riverbay, and can be demonstrated by reasonably convincing evidence; (b ) is now, or hereafter be comes, through no act or fail ur e to act on the pa rt of VENDOR/CONSULTANT, ge ne rall y known to the public; (c ) is rightfully obtained by VENDOR/CONSULTANT fr om a third part y, without br each of any obliga tion to the Riverbay; or (d) is independently deve loped by VENDOR/CONSULTANT without use of or r eferenc e to the Confidenti al Inf ormation. C. Confid entiality . VENDOR/CONSULTANT and it s Repr esentatives shall not disclose any of the Confidential Inf or mati on in any manner whatsoever, except as provided in pa ragraphs 4, 5 and 6 of this Agreement, and shall hold and maintain the Confidential Inf or mation in strictest 15 confidenc e. VENDOR/CONSULTANT agrees not to make additional copies of written Confidential Inf ormati on except as directl y ne eded in order to consummate the Tra nsacti on and for no other purpose. D Permit ted Disclosures. VENDOR/CONSULTANT may disclose Confidential Information to VENDOR/CONSULTANT’S responsible Repr esentatives with a bona fide ne ed to know such Confidential Information, but only to the extent ne cessary to assist VENDOR/CONSULTANT in eva luating the Tr ansaction and only if such re pr esentatives are advised of the confidential na ture of such Confidential Information and the terms of this Agreement and are bound by a writ ten agreement or by a legall y enf or ceabl e code of prof essional responsibili ty to pr otect the conf identiality of such Confidential Information. E. Required Disclosures. VENDOR/CONSULTANT may disclose Confidential Information if, and to the extent that, such di sc losure is required by court or de r, pr ovided that VENDOR/CONSULTANT pr ovides th e Riverbay with a reasonable opportunity to re vi ew the disclosure be fore it is made and to interpose its own objection to the disclosure. F. Use. VENDOR/CONSULTANT and it s Repr ese nt ative s shall use the Confidential Information solely fo r the purpose of providing the services contemplated by this Agreement and shall not in any way use the Confidential Information to the de triment of the Riverbay. Nothing in this Agreement shall be construed as granting any ri ghts to VENDOR/CONSULTANT, by licens e or otherwise, to any of the Confidential Inf or mation. G. Return of Documents . The or ig inal and all copies and electronic fo rms of the Confidential Inf or mation supplied by the Riverbay to VENDOR/CONSULTANT, or accessed or made by VENDOR/CONSULTANT, shall remain the pr opert y of the Riverbay. The VENDOR/CONSULTANT shall, at any ti me upon the re quest of the Riverbay for any reason, at VENDOR/CONSULTANT’S expe nse, return to the Riverbay or his de signe e any and all recor ds, notes, and other written, pr inted or other tang ible materials in it s possession pe rtaining to the Confidential Informati on within five (5 ) days of such notification, except to the extent VENDOR/CONSULTANT is re quired to re tain a copy by law, rule or re gul ation. The re turning of materials shall not re li eve VENDOR/CONSULTANT fr om compliance with other terms and c onditions of this Agreement. H. Ir repar able Harm. VENDOR/CONSULTANT understands and acknowledges that any disclosure or misa ppropriati on of any of the Confidential Infor mation in violation of this Agreement may cause the Riverbay irr epa ra ble harm, the amount of which may be difficult to ascertain, and therefore agrees that the Riverbay shall ha ve the right to apply to a court of competent jurisdicti on for specific pe rf or mance and/or an or de r enjoining any such further disclosure or br each and for such other reli ef as the Riverbay shall de em appropriate. Suc h ri ght of th e Riverbay is to be in addit ion to the remedies otherwise available to the Riverbay at law or in equity. 18. SURVIVAL; WAIVER 16 This Agreement shall continue in full force and effe ct all times. No fa ilur e or dela y by a party in exercising any ri ght, power or pr ivile ge under this Agreement shall opera te as a waiver thereof , nor shall any single or partial exerc ise thereof pr eclude any other or furthe r exerc ise there of or the exerc ise of any right, power, or privilege. 19. SUCCESSORS AND ASSIGNS This Agr eement and each pa rty’s obligations he reunder shall be binding on the repr ese nt ati ve s, assigns, and successors of such pa rt y and shall ensure the be ne fit of the assigns and successors of such pa rty; pr ovided, however, that th e ri ghts and obligations of VENDOR/CONSULTANT here under are not assigna ble. 20. GOVERNING LAW This Agreement shall be governed by and construed in accor danc e with the laws of the State of New York, without giving eff ect to conflicts of law principles. 21. ENTIRE AGREEMENT This Agreement expr esses the full and complete understanding of the part ies with respect to the subject matter he re of and supersede s all pr ior or contemporane ous pr oposals, agreements, re pre se ntations, and understandings, whether written or or al, with re spect to the subject matter. This Agreement may not be amended or modified except in writ ing signe d by each of the pa rties to the Agreement. This Agreement shall be construed as to its fa ir meaning and not st rictl y for or against eit he r pa rty. The he adings he re of are de sc riptive only and not to be construe d in interpr eti ng the provisions hereof . 22. COUNTERPARTS This Agreement may be si gne d in counterpa rts, which tog ether shall constitute one agreement. 23. DEFAULT In the case of default by the Contractor, Riverbay may adopt on behalf of Riverbay all subcontracts made by such Contractor and all such subcontractors shall be bound by such adoption if made, and Riverbay may relet, with or without public advertisement, the work specified in this contract, exclusive of so much thereof as shall be provided in any subcontracts so adopted. 24. EMERGENCY PLANNING & COMMUNITY RIGHT-TO-KNOW ACT Contractor warrants and represents that he is in complete compliance with the Emergency Planning and Community Right-to-Know Act of 1986, Title III of the Super-fund Amendments 17 and Reauthorization Act, 42 USC sec. 1101 et seq. Contractor will assist Riverbay in compliance with the above statute by submitting to Riverbay, with his bid package and with each delivery, a complete list of chemicals and compounds in Contractor's products delivered to, or sold to Riverbay, or used by Contractor on Riverbay's site. Contractor further warrants and represents that the storage, or use of Contractor's products by Riverbay will not violate or trigger the requirements of the statute. Contractor will provide all Materials Safety Data sheets to Riverbay on the form required by the Federal Government prior to the awarding of this contract to Contractor. Contractor assumes all liability for failure to notify Riverbay that Contractor's products contain chemicals, compounds or solvents listed and reportable by the above Act. 25. OWNERSHIP OF DOCUMENTS The originals of all drawings, including sketches, specifications, all computations, test data, survey results, reports and other documents including models, photographs, renderings, computer databases and other material prepared for or relating to the project, if created by or are the work product of the Engineering Firm are the property of the Engineering Firm; provided, however, that the Engineering Firm shall, without additional charge, supply to Riverbay and DHCR, and Riverbay and DHCR may retain copies, including reproducible copies of all drawings, specifications, sketches, computations, test data, survey results, reports and other documents including models, photographs, renderings, computer databases and other material prepared for or relating to the project for Riverbay's use as it deems appropriate. APPENDIX "A" "STATEMENT OF POLICY OF RIVERBAY CORPORATION CONCERNING STANDARDS OF CONDUCT BY ITS EMPLOYEES, DIRECTORS, VENDORS AND CONTRACTORS" 18 ___________________________________________________________________ In an effort to keep the high standards of ethics which have been in place for many years at Riverbay Corporation (Corporation), the Board of Directors has requested that a copy of the following stated policy be distributed to all Consultants, Vendors and Suppliers. 1. Members of the Board and all persons employed by or associated with the Corporation (hereafter: "such persons") are expected to maintain a high ethical and moral standard of conduct and to avoid any acts or relationships which present any conflict of interest, a potential conflict of interest, or an appearance of impropriety. 2. Such persons must avoid any obligations or relationships which might affect their judgment to the detriment of the Corporation, or even appear to do so, in their dealing with the public, the residents or commercial tenants of Co-op City, consultants, suppliers of the Corporation, any government agencies, and persons who work or do business with or for the Corporation. 3. Such persons shall not: (a) Hold or acquire any material financial interest, either directly or indirectly, in any company doing business with Riverbay Corporation, its Consultants, commercial tenants, suppliers, or any of their subsidiaries or sub consultants. (b) Be employed by or receive any payment or benefit from any of Riverbay Corporation's suppliers, Consultants, commercial tenants or any of their subsidiaries or sub consultants, unless fully disclosed in accordance with this policy. (This rule should not be so construed as to prevent the employment of any such person in a capacity which is irrelevant to such employee's relationship to Riverbay Corporation. Any person employed at the time these rules are adopted or when these rules become applicable to them, may retain their position unless the Conflicts Committee determines otherwise.) (c) Accept any gifts, favors or entertainment or any other personal assistance directly or indirectly which is substantial in nature from any of Riverbay Corporation's suppliers, Consultants, commercial tenants, residential tenants or any of their affiliates, subsidiaries, or sub consultants. Meals at which the business of the Corporation is discussed shall not be considered substantial in nature as long as the cost does not exceed $40.00. Gifts, favors or entertainment among such persons or cooperators and their families do not violate this rule when there is no intention of anyone gaining an advantage with respect to the business of the Corporation. 4. No conflict of interest or impropriety shall be deemed to arise as a result of any such person's activities or involvements with charitable, civic, community or non-profit organizations or similar entities with which they are involved; or in the case of any other non-substantial matter which was disclosed prior to the adoption of these rules. 5. Where there is question about a possible conflict of interest, or possible appearance of 19 impropriety, the party so involved should disclose such conflicts to the Corporation's General Counsel to render an opinion. Counsel may render such an opinion and may send a confidential copy to the Conflicts Committee hereby created. Counsel may refer any question to the Conflicts Committee for a determination. 6. Determination of any violation and any action to be taken with respect to such violation shall be made by a Conflicts Committee which shall consist of the General Manager, General Counsel and the President or another member of the Board of Directors designated by the President. In making such a determination, the Committee shall consider appropriate exceptions due to special circumstances and rules of professional conduct applicable to any particular case. The Conflicts Committee shall maintain confidentiality with respect to its deliberations unless the Committee shall make a unanimous decision to do otherwise in any particular case. 7. Violations of this policy which have not been previously disclosed should result in a reprimand, demotion, dismissal, or other appropriate action, depending upon the gravity of the violation. 8. Each such person and those who do business with the Corporation shall be provided with a copy of this statement by Riverbay and a copy shall be included as part of the Corporation's process for soliciting bids. 20 APPENDIX “B” PROHIBITED TRANSACTIONS 1.Prohibited Transactions: (a) the VENDOR/CONSULTANT warrants and represents (i) it has not given or received anything of value to or from any person or entity affiliated in any manner with or employed by Riverbay and/or Residential Management Group LLC dba Douglas Elliman Property Management in connection with the designation of the VENDOR/CONSULTANT to perform the work hereunder or the negotiation, execution or delivery of this contract; (ii) it will not give or receive anything of value to or from any such person or entity before, during or after the performance of the work except for the performance of the work and receipt of payment therefore expressly specified in the contract; and (iii) it has not colluded with any other bidder or bidders in connection with the bidding process by which the VENDOR/CONSULTANT was designated for performance of this work. (b) In the event that any of the foregoing representations are proved to be untrue by credible evidence, then Riverbay shall at its option terminate the contract for cause and will pursue any and all available remedies at law or in equity for damages, if any, against the VENDOR/CONSULTANT. 2.In the past five years has (i) VENDOR/CONSULTANT, (ii) any firm which owns 5% or more VENDOR/CONSULTANT, (iii) any firm 5% or more of which is owned by the VENDOR/CONSULTANT, or (iv) any predecessor in interest of VENDOR/CONSULTANT, related company, principal, director, officer or key employee of the VENDOR/CONSULTANT, been the subject of any of the following actions: (a)Been suspended, debarred, disqualified, had its qualification revoked or otherwise been declared ineligible to bid on any project, public or private? Yes ___________No __________ (b)Been barred from bidding or denied a contract as a result of refusal to testify before a grand jury or administrative board or agency? Yes ___________No __________ (c)Been denied a contract despite being the low bidder for any reason? Yes __________No __________ (d) Defaulted on any contract? Yes __________No __________ (e)Has a contract terminated prior to completion? 21 Yes __________No __________ (f) Been given a final unsatisfactory performance determination or deemed a poor performer (by letter or formal proceedings)? Yes __________No __________ (g) Had liquidated damages assessed against it during or upon completion of a contract? Yes __________No __________ If the answer to any portion of the questions is yes, please provide all relevant details including the name and contact person at the owner or agency which took any of the above actions. 3.(a) Has the VENDOR/CONSULTANT or any predecessor in interest of VENDOR/CONSULTANT, related company, principal, director, officer of key employee of the VENDOR/CONSULTANT, any firm which owns 5% or more of the VENDOR/CONSULTANT, or any firm 5% or more of which is owned by the VENDOR/CONSULTANT been convicted or a felony or a misdemeanor within the past 10 years? Yes ___________No ___________ If yes, state details, including a description of the crime, State and Court of conviction, date of conviction, disposition (plea/conviction and sentence), and the index or docket number: ______________________________________________________________________________ (b)Are any criminal charges presently pending against the VENDOR/CONSULTANT or any principal of the VENDOR/CONSULTANT, any firm which owns 5% or more of the VENDOR/CONSULTANT, or any firm 5% or more of which is owned by the VENDOR/CONSULTANT, or any predecessor in interest of the VENDOR/CONSULTANT, related company, principal, director, officer of key employee of VENDOR/CONSULTANT relating to the business of the VENDOR/CONSULTANT? Yes ___________No ___________ If yes, state details, including a description of the charges, state, and court where the charges are pending and the index or docket number: _____________________________________________ ______________________________________________________________________________ 4.Has the VENDOR/CONSULTANT, or any principal of the VENDOR/CONSULTANT, or any business entity in which any principal of the VENDOR/CONSULTANT has been a principal, been the subject of any investigation (civil or criminal) by any government agency or public authority relating to business of the VENDOR/CONSULTANT within the past ten years and to date, including pending investigations: Yes __________No __________ 22 If yes, state the name of the agency, date, and details and disposition of the investigation: ______________________________________________________________________________ _____________________________________________________________________________ 5.Has the VENDOR/CONSULTANT or any principal of the VENDOR/CONSULTANT, any firm which owns 5% or more of the VENDOR/CONSULTANT or any firm 5% or more of which is owned by the VENDOR/CONSULTANT or predecessor in interest of the VENDOR/CONSULTANT related company, principal, director, officer or key employee of the VENDOR/CONSULTANT or any business entity in which any principal of the VENDOR/CONSULTANT has been a principal, been involved in the past ten years in any litigation, civil or criminal, or in any arbitration proceedings arising out of its performance of a contract to which it was a party and/or are there any judgments outstanding against the same? Yes __________No __________ If yes, provide details, including caption, court and index or docket number of each case or proceeding; the particulars of each case or proceeding; and the disposition of same: ______________________________________________________________________________ 6.(a) Is the VENDOR/CONSULTANT, or any principal of the VENDOR/CONSULTANT or the spouse of any such principal or any officer or employee of the VENDOR/CONSULTANT related in any manner to a member of Riverbay’s Board of Directors, or to any officer, or employee of Riverbay, or to any principal of Riverbay’s Residential Management Group LLC dba Douglas Elliman Property Management? Yes __________No __________ If yes, provide the particulars: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ (b) Has the VENDOR/CONSULTANT or any principal of the VENDOR/CONSULTANT or any firm which owns 5% or more of the VENDOR/CONSULTANT, or any firm 5% more of which is owned by VENDOR/CONSULTANT, or any predecessor in interest of VENDOR/CONSULTANT, engaged in any business or personal dealings with any person on owner’s Board of Directors or owner’s Residential Management Group LLC dba Douglas Elliman Property Management or any principal thereof during the past five years and to date? Yes ___________No __________ Failure to answer these questions will be considered a material breach of the contract for which Riverbay reserves its legal rights and remedies at law for damages, if any, against the 23 VENDOR/CONSULTANT. I have read the foregoing answers, and such answers are true to the best of my knowledge. __________________________________________________________________________________ Print NameSignature __________________________________________________________________________________ Title DateCompany Name __________________________________________________________________________________ Telephone No.Email Address 24 Attachment A RFP #4323 – OKTA Annual License Renewal 2026 Scope of Work General Requirements Riverbay Corporation is seeking an IT Vendor to provide Riverbay’s Okta subscription licenses. OKTA offers a comprehensive and easy-to-use platform that provides identity and access management (IAM) service which provides a secure, single sign-on (SSO) solution for businesses. It is a cloud-based platform that helps organizations securely manage user identities, access rights, and credentials across multiple applications, websites and databases, including superior threat detection and response capabilities. Riverbay relies on email protection, web protection, and multi-factor authentication for all Riverbay staff. The Vendor will perform the services needed in accordance with industry standards. Parts and Materials LINE NUMBER MFGPART NUMBER DESCRIPTIONQTYUNIT PRICE TOTAL PRICE 1 OKTA P000020 IT PRODUCTS – ADAPTIVE MFA 615 $_______ $_______ 8-27-2026 to 8-26-2027 2 OKTA P001048 SUPPORT SILVER PACKAGE 1 $_______ $_______ 8-27-2026 to 8-26-2027 Company Name: ____________________________Contact Person: ____________________________ Telephone: _______________________________ Fax: ______________________________________ Address:____________________________________________________________________________ Website: __________________________________Email:____________________________________ Signature: ________________________________Date:____________________________________