REQUEST FOR PROPOSAL SECURITY PRINTING, PLATFORM CREATION AND SCANNING SERVICES

Transcription

1 REQUEST FOR PROPOSAL SECURITY PRINTING, PLATFORM CREATION AND SCANNING SERVICES 2016 Democratic National Convention Committee, Inc Market Street, #300 Philadelphia, PA December 23, 2015 Submittal Deadline: January 12, 2016

2 Page 1 of 26 Contents I. OVERVIEW... 2 II. INSTRUCTIONS... 3 A. Confidentiality Clause... 3 B. Proposal... 3 C. Communication Regarding This RFP... 4 D. Schedule and Evaluation Process (Subject to Change)... 4 E. Intent to Propose / RFP Inquiries... 5 F. Proposal Preparation Costs... 5 G. Selection Process... 5 H. Contract Negotiations... 5 I. Selection... 6 III. QUALIFICATIONS / SCOPE OF SERVICES... 6 A. Project Schedules (Subject to Change)... 6 B. Qualifications to Provide Security Printing Services... 7 C. Qualifications to Provide Platform Services... 8 D. Qualifications to Provide Scanning Services E. Partnerships / Subcontracting F. Best Efforts G. Diversity Efforts.. 14 H. Organizational and Background Information I. Claims and Suits J. Cost of Services K. Additional Information L. Contract Conditions...17

3 Page 2 of 26 I. OVERVIEW In July 2016, the city of Philadelphia, Pennsylvania, will welcome over 35,000 guests to the 47th Democratic National Convention (the Convention ). The 2016 Democratic National Convention Committee, Inc. ( DNCC ) and the Philadelphia 2016 Host Committee ( Host Committee ), both nonprofit corporations, will work together to plan and organize the 2016 Convention for the official nomination of the Democratic presidential and vice-presidential candidates. The convention will be held the week of July 25, 2016, at the Wells Fargo Center ( Arena ) in Philadelphia. It is the policy of the DNCC and the Host Committee to provide equal opportunity to all business enterprises to participate in all aspects of the contracting and purchasing programs for the Convention without regard to race, color, creed, age, sex, national origin, ethnic identity, physical or mental disability, veteran status, marital status, economic status, religion, sexual orientation, gender identity, or any other legally protected basis. The DNCC and Host Committee will award the contract(s) without regard to race, color, creed, age, sex, national origin, ethnic identity, physical or mental disability, veteran status, marital status, economic status, religion, sexual orientation, gender identity, or any other legally protected basis. Each Vendor, as well as each subcontractor and/or sub-consultant proposed for this project, should have experience in large-scale, fast-tracked events and a proven history of working with minority-owned business enterprises ( MBE ), women-owned business enterprises ( WBE ), business enterprises owned by persons with disabilities ( DSBE ), veteran-owned business enterprises ( VBE ), disadvantaged business enterprises ( DBE ), National Gay & Lesbian Chamber of Commerce NGLCC/LGBT businesses ( LGBTBE ), and unionized workers. Please see the Diversity Policy for DNCC Contracting and Purchasing Programs attached hereto as Exhibit A. If you are awarded the contract(s) pursuant to this RFP, you and your subcontractors, if any, will be required to follow the DNCC s diversity policy. The Americans with Disabilities Act (ADA) and the ADA Amendments Act (ADAAA) are federal laws that require employers with 15 or more employees to not discriminate against applicants and individuals with disabilities and, when needed, to provide reasonable accommodations to applicants and employees who are qualified for a job, with or without reasonable accommodations, so that they may perform the essential job duties of the position. It is the policy of the DNCC and the Host Committee to comply with all federal and state laws concerning the employment of persons with disabilities and to act in accordance with regulations and guidance issued by the Equal Employment Opportunity Commission (EEOC). Furthermore, it is our policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training or other terms, conditions, and privileges of employment. Through this Request for Proposal ( RFP ), the DNCC and Host Committee seek proposals from suitably qualified companies to submit comprehensive bids for printing of secured credentials, platform creation, and on-site validation ( Scanning ) for the 2016 Democratic National Convention. The printing company(s), platform company, and scanning company are referred to in this RFP individually and collectively as Vendor. Vendor may bid on (1) the secured printing of credentials, (2) platform

4 Page 3 of 26 creation, (3) scanning, or (4) any combination of requested services. The DNCC and the Host Committee may separately contract with one or more vendors for portions of the required services. All printing must be done through a unionized print shop. Firms must prepare a clear, concise, and comprehensive proposal on company letterhead that bears the signature of an authorized official. The proposal should follow the structure specified in this RFP and should not exceed fifteen (15) pages in length, not including specified attachments. Any contracts awarded on the basis of this RFP will be a nonexclusive basis, and the DNCC and/or Host Committee may also contract with other vendors or additional or different printing, credentials, and security platform services if they so desire. II. INSTRUCTIONS A. Confidentiality Clause As a reminder, per the Confidentiality Agreement that each potential vendor must sign with the DNCC, any and all discussions and negotiations with the DNCC and/or Host Committee remain strictly confidential. Vendor cannot at any time, in any fashion, form, or manner, either directly or indirectly, disclose or communicate to any person or entity, including but not limited to the Committee on Arrangements for the 2016 Republican National Convention ( COA ), any nonpublic or proprietary information concerning the DNCC, its operations, or its programs; the 2016 Democratic National Convention; the Host Committee; or any other information concerning contracts, proposals, policies, and/or terms and conditions of any agreement entered into or negotiated with the DNCC and/or Host Committee. Furthermore, the Vendor, its employees, and its agents cannot communicate with the press on any matter whatsoever related to the DNCC or Host Committee without the express, written consent of the chief executive officer of the DNCC. B. Proposal After reading and assessing the requirements set forth in the RFP, Vendors wishing to bid for the opportunity to provide security printing, platform, and scanning services must prepare a clear, concise, and comprehensive proposal on company letterhead that bears the signature of an authorized official. Vendor s proposal must specifically provide all Vendor information requested in this RFP and price each service requirement separately so that the DNCC or Host Committee has the option of removing any service without affecting the overall proposal. The proposal should follow the structure specified in this RFP. In the event that the Vendor intends to subcontract all or a portion of the services requested in this RFP, Vendor must clearly indicate this intention (as well as the name and address of Vendor s proposed subcontractors) in Vendor s proposal in each place where an item would be subcontracted. Vendors may bid on one part or several parts of this RFP. Vendors may bid on just the security printing portion, the platform portion, and/or the scanning portion. Please be specific in your proposal on which portion of the RFP you are bidding.

5 Page 4 of 26 Vendors shall create a profile of their company for the Democratic National Convention Vendor Directory at The final response to the RFP is due no later than 5:00 PM EST on January 12, Vendor(s) shall submit an electronic copy of their final proposal to Lisa Hargrove Ware at CredentialsRFP@demconvention.com. A hard copy, including all supporting materials, documentation, and samples, should be sent to: Lisa Hargrove Ware 2016 Democratic National Convention Committee, Inc Market Street, 3rd Floor Philadelphia, PA All supporting materials and documentation should be included with the proposal. Failure to submit a proposal by the required date/time may result in disqualification of the Vendor from the competitive process. Proposals may be included by the DNCC and/or Host Committee in whole, in part, or by reference in the final contract. All responses, supporting materials, and other documentation submitted with each proposal will become the property of the DNCC upon submission. Vendor s bid response should confirm in writing that all furnished information, including prices, will remain valid and applicable for the duration of the events for which the services are to be rendered. The DNCC strongly views this Convention as an opportunity to protect the environment. We strongly encourage all Vendors to join us in our efforts and to consider this green mission when submitting their response. C. Communication Regarding This RFP Vendor(s) are to direct all communications regarding this RFP to: Lisa Hargrove Ware 2016 Democratic National Convention Committee, Inc Market Street, 3rd Floor Philadelphia, PA CredentialsRFP@demconvention.com Telephone: D. Schedule and Evaluation Process (Subject to Change) Date December 23, 2015 January 5, :00 PM EST Event RFP Issue Date Vendor(s) Intent to Propose and Questions about RFP Due

6 Page 5 of 26 January 7, :00 PM EST January 12, :00 PM EST Week of January 18, 2016 Week of January 25, 2016 DNCC Answers to Vendor(s) Questions Issued Vendor(s) Final RFP Due Optional Interviews of Finalists in Philadelphia Contract Awarded E. Intent to Propose / RFP Inquiries Proposing Vendors must notify the DNCC of their intent to bid by going to demconvention.com/credentials and submitting the Intent to Bid form by 12:00 PM EST on January 5, If any information in this RFP appears to be unclear to Vendor, it is the Vendor s responsibility to request clarification. All questions regarding this RFP must be included in the Intent to Bid form by 12:00 PM EST on January 5, All questions received from all Vendors and answers to all questions will be sent to Vendors by January 7, In the event that modifications or additions to the RFP become necessary, Vendors that have notified the DNCC of their intent to submit an RFP will be notified of said changes by the DNCC. F. Proposal Preparation Costs Each Vendor(s) will be solely responsible for all costs incurred in the preparation and presentation of its proposal. G. Selection Process The DNCC will initially assess all Vendor proposals received and check references. Following such initial assessment, the DNCC may, at its sole discretion, request presentations from some or all Vendors. The DNCC anticipates that it will review the submitted proposals and select up to three (3) finalists. It is anticipated that the selected finalists will meet with the DNCC for interviews in Philadelphia the week of January 18, 2016, if necessary and that a notice of intent to award the contract will be issued by the week of January 25, Upon award, the selected Vendor will be provided with the DNCC s and/or Host Committee s form of contract. H. Contract Negotiations Contract negotiations may be undertaken based on proposals. Neither the issuance of this RFP, the submission of a proposal, nor its subsequent receipt and evaluation by the DNCC or Host Committee commits the DNCC or Host Committee to award a contract or any business to any Vendor(s). A proposal in response to this RFP constitutes an agreement to waive any and all claims against the DNCC; the Host Committee; and any of their officers, directors, employees, or agents with respect to this RFP and the qualification / proposal process. A response to this RFP constitutes: (i) an offer to do business on the terms and conditions stated in the response to this RFP and (ii) an agreement to waive any and all claims against the DNCC; the Host Committee; and any of their officers, directors, employees, or agents with respect to this RFP and the qualification / proposal process. Only execution of a written contract by an authorized signatory of the DNCC will bind the DNCC, or an authorized signatory of the Host Committee

7 Page 6 of 26 will bind the Host Committee, and then only in accordance with the terms and conditions contained in such contract. I. Selection The selected Vendor(s) will be chosen based on the proposal determined by the DNCC and the Host Committee, in their sole discretion, to best meet their requirements. We are not bound to accept the lowest offer or any tender submitted. The factors used in evaluating responses to this RFP in order to select the Vendor(s) to provide the requested services will include: a) Ability to meet the requirements and scope of services; b) Relevant expertise, reliability, experience, and history of the Vendor(s) and key personnel who will be directly assigned to the project; c) Demonstrated success managing services for event-oriented projects of a similar size and scope; d) Cost of services; e) Proposed solutions and processes for the specified business requirements; f) Ability to meet proposed schedule of delivery; g) Relationships to Philadelphia and the surrounding region; h) Participation of union labor, minorities, women, and people with disabilities; i) Local resources to support the endeavor; and j) References. These factors, along with the proposals, will be used to award the contract. The DNCC and Host Committee reserve the right to accept or reject any or all proposals and/or to award any and all contracts requested herein, either in part or whole, at the DNCC s sole discretion. At no time prior to the execution of a written agreement with a Vendor(s), shall the DNCC or the Host Committee be considered to be under any obligation or commitment to contract or purchase any proposed service or equipment from any respondent to this RFP. The DNCC and Host Committee reserve the right to conduct negotiations with one or more of the selected Vendor(s). The DNCC and Host Committee reserve the right to request best and final offers. III. QUALIFICATIONS / SCOPE OF SERVICES A. Project Schedules (Subject to Change) Printing Project Schedule Date Event Week of January 25, 2016 March 1, 2016 April 4, 2016 Contract Awarded Final Printing Proof Available Delivery of credentials Platform Project Schedule

8 Page 7 of 26 Date Week of January 25, 2016 February 10, 2016 March 14, 2016 Event Contract awarded First interactive review of platform by DNCC Platform live for use by DNCC Scanning Project Schedule Date Week of January 25, 2016 July 20, 2016 July 21, 2016 July 22, 2016 Event Contract awarded Delivery of scanners On-site testing Scanners live for use by DNCC B. Qualifications to Provide Security Printing Services Security printing services should meet the following capabilities specifications: a) Credentials do not require Vendor(s) to provide registration services, nor do credentials use/require the user s photograph to appear on the credential; b) The size of the credential should be no smaller than 3.88" by 2.63" and no larger than 4" by 7"; c) Credentials should be printed on rigid synthetic thermoplastic stock with rounded corners; d) Credential thickness should be no more than.020" or 20mm, with the exception of when a smart chip/rfid is proposed; e) Credentials will be in full color and dual sided. The DNCC will provide Vendor(s) with credential design in PDF format. Design will incorporate the DNCC logo, venue name, date, a category name, an access level, and a numbering system/unique identifier for each category in each of the access levels for the days of the Convention; f) Credentials should be single-hole-punched at the top; g) Credentials will require a cost-effective technology feature such as a smart chip/rfid; QR code; or barcode that allows for credentials to be activated and, if necessary, terminated; h) Credentials should possess no fewer than four dynamic counterfeiting technologies that are cost-effective for this type of use and provide protection from copying, scanning, or any other alteration or form of document fraud and forgery. In past Conventions, raised texture, barcodes, custom holographic foils and holograms, latent images, watermarks, microprint copy, metallic stocks with customized print, safety-center stocks, ultraviolet and thermoschromic inks, and special agents have been utilized; i) Credentials should be grouped and securely packed by day, access level, and category in numerical order. DNCC will provide the print run specification; j) Vendor(s) will be expected to have full control of the production process, from raw materials to the finished product. Delivery of credentials should be via highly secure ground transportation; k) Vendor must use union labor to print credentials; and

9 Page 8 of 26 l) Vendor must provide any additional information about any other goods and/or services that the Vendor(s) would recommend to the DNCC. 1. Please explain your experience with, approach to, and methods in providing security printing services to large-scale and fast-tracked event-focused projects. Provide project examples that demonstrate expertise in fulfilling security printing services needs on a scale similar to the convention. Provide accurate and up-to-date project contacts for each project. 2. Please provide three (3) credential options, each with proposed security solutions for evaluation. Each option should have at least four (4) security solutions, with at least one (1) overt and one (1) covert feature that does not require an authentication device and one technology feature that allows authentication of the credential, through use of a provided database, to ensure that the credential is valid. a) For each option, describe in detail each of the proposed security solutions and costs associated with those features. b) For each option, include product samples highlighting proposed security solutions and any device and/or system required for validation. Sample books of papers, foils, hologram, etc. are also desired. 3. Provide proposed production schedule, including, but not limited to, material lead time, proofgeneration time, deadlines for proof approvals, and actual production. Also indicate any assumptions about the approval process required to meet production schedules. Describe your system to guarantee the timely delivery of the credentials. 4. Indicate where the credentials will be printed, with facility contract information, the name and contact information of your facility security manager, and labor organization information. Provide a brief description of physical securities in the facility. Describe procedures and controls related to the quality of products produced in the facility. Describe procedures to ensure that all materials used in the production are accounted for throughout the production process. 5. Provide security procedures for transportation and delivery of credentials, including secure packing format proposed. 6. Explain your procurement process, cancelation policy, payment schedule, and deposit requirements. C. Qualifications to Provide Platform Services The credentials tracking and distribution platform stores allocation information for all attending the Convention, including delegates, guests, DNC officials, congressional members, special groups, and the White House and campaign; and provides the framework for all credential distribution at the 2016 Democratic National Convention. The accessibility and comprehensiveness of the system should allow for a seamless distribution of credentials in real time. Platform services should meet the following capabilities specifications:

10 Page 9 of 26 a) Platform should be a relationship-based system that is fully customized and has the ability to handle in excess of 200,000 entries; b) Platform should be able to support up to 50 devices accessing data and completing various functions at any given moment; c) Within the platform all actions, menus, etc., must be permissions driven. Each user must have a unique username and password and should be part of a group that identifies their access permissions through tiered access; d) Platform should never automatically assign credentials to a group or individual. Credentials are always assigned by either an administrator or an authorized user; e) Platform should have the ability to create and print on-the-fly reports in addition to preconfigured reports and generate a hard-copy printout/backup every night of the Convention. f) Platform should provide real-time updates and comparison of credential allocations and assignments. Track and alert administrators when real-time issues occur, such as overdistribution or multiple distributions (e.g., we are low on blue credentials, use red credentials, high on black credentials, use green credentials real-time monitoring). g) Platform should have an administrator comments/notes field. h) Platform should have an option to see allocations for individuals or groups for all days on one screen. i) Off-site platform provider liaison able to assist 24/7 prior to the Convention, and tech personnel on-site to help manage problems in the Credentials Distribution Center during the week of the Convention. j) Platform should have the ability to deactivate credentials and mark void lost or destroyed credentials. k) Platform should have an auto-fill function, copy and paste functionality, Google-like search function, and the ability to search across multiple fields at once l) Platform should have read-only fields authorized user may see total numbers of pickup but have no edit privileges. m) Platform should have a Day-of Change Pickup Person field some fields need to be able to be edited but then locked for read-only purposes after editing. Only administrators should have ability to change pickup designees.

11 Page 10 of 26 n) Platform must have the ability to restrict access by User, Venue, and/or Group trough tiered access. Administrators should have ability to manage and/or restrict user/group permissions and passwords. o) Platform must be able to import via online forms, Excel spreadsheets, and QR code/barcode scans. p) Platform must allow the ability to manage the flow of allocations spreadsheets, including accounting for spreadsheets received, spreadsheets pending fulfillment, and spreadsheets fulfilled. Authorized users should be able to submit Excel spreadsheets with approved allocations. Approved spreadsheets may have group and/or individual allocations. notifications should be sent to the administrator once an allocation spreadsheet has been submitted. Platform should track with date and time stamp when the spreadsheet was submitted and added to the system. q) There must be an inbox-type management system showing which allocation spreadsheets have been received; which spreadsheets are pending fulfillment; and which spreadsheets have been fulfilled, denied, or canceled, etc. r) Platform should track with date and time stamp when the assignment was made and the name of the administrator inputting the assignment and rack user/staff activity via access levels (e.g.; Manager 1 gave two Monday hall passes to DNCC tech at 2:03 PM 7/24/16, picked up by Manager 2) s) The only level that should be able to assign credentials is the administrator level. The following options should be available when assigning credentials to groups and individuals i. Single Scan Entry Platform recognizes barcode, QR code, or RFID scan and assigns all credential fields via a barcode, QR code, or RFID. ii. iii. Group Entry Mass blocks of credentials are assigned at one time. For example, when assigning credentials to a specific group, there should be a drop-down and drag function to incorporate the large block assignment. Manual Entry (backup method) Credential numbers are assigned to groups and individuals manually. t) Approximately 6,000 Convention participants may receive a one-time-issue, multiday credential that will allow access for the four (4) days of the Convention. The remaining credentials will be issued daily and are valid for one day only. Credentials should allow same day reentry to the arena.

12 Page 11 of 26 u) Through an online form, groups and individuals approved to receive allocations should provide contact and pickup information for all credentials assigned. Day-of pickup systems should track who picked up credentials, who assigned them, and who is receiving them. v) Once the record has been retrieved, the authorized user is notified as to: i. Whether the credentials should be allocated from the pool of credentials assigned to that manager station. ii. Whether the allocation has been prepackaged and should be retrieved from the vault. The authorized user should not be able to assign credentials from the station box if the allocation has been prepackaged. w) After transferring the credentials to the individual, the authorized user marks off in the platform that the group or individual s credentials have been picked up for that day, by either inputting the serial numbers associated with the credential given to the individual from the station box or checking the pickup box (for group package and/or suite or entertainment tickets) on the group/individual information page. The individual then signs for the package using a digital signature capturing device. x) Provide a detailed user guide to explain all features of the platform. y) Platform should have a communications functionality and the ability to mail merge and send s that may include links to websites, Google forms, etc. 1. Please explain your experience with, approach to, and methods in platform creation services to large-scale and fast-tracked event-focused projects. Provide project examples that demonstrate expertise in fulfilling secured platform creation needs on a scale similar to the Convention. Provide accurate and up-to-date project contacts for each project. 2. Provide a proposed project schedule including, but not limited to, a platform demo, deadlines for platform stress tests, and full platform access for the DNCC. Also indicate any assumptions about the approval process required to meet project schedules. 3. Provide a detailed description of a required database that allows for credentials to be activated and terminated, staffing needs, and any on-site technology, such as handheld devices, being proposed to read each credential to ensure it is valid. 4. Provide a sample credentials system structure, including relationship tables. Describe proposed credentials operations, including record management, allocation procedure, form creation, and vault management. 5. Describe the DNCC staff training and support required to operate the proposed systems.

13 Page 12 of Explain the Vendor s security practices, including physical security, network security, redundancy, and business continuity. Provide any security certification and compliance. 7. Explain your procurement process, cancelation policy, payment schedule, and deposit requirements. D. Qualifications to Provide On-Site Validation ( Scanning ) Services On-site validation scanning is an access control component that will work in conjunction with the platform and the printed credentials. The scanning system will provide users at each ingress/egress point with a valid or invalid status of each credential. During the Convention the estimated number of entrances in which on-site technology/support will be necessary is estimated to be forty (40). Validation should not require extensive training. Any validation device should be handheld, low-cost, and operational in an outdoor environment during sunlight and nighttime hours. Devices should provide an instant authentication check and notification if credentials access is valid. Scanning services should meet the following capabilities specifications: a) Provide immediate validation; b) Include portable scanning devices; and c) Ability to read RFID, QR codes, and/or barcodes. 1. Provide in detail the credentialing validation process through scanning. 2. Provide proposed timeline, including any lead and training time training requirements. 3. Describe equipment required to authenticate credentials in real time for each ingress point, including, but not exclusive to, computers; RFID technology; portable and/or stationary scanners; cell phones; Internet connections; wireless connections; and electrical outlets, either for charging (when not in use) or during operations. 4. Indicate what, if any, equipment needs to be provided by the DNCC. 5. Provide any demonstration videos or propose event dates when it would be possible to view a realtime demonstration of the system. 6. Provide in detail the credentialing validation process, including the proposed database and on-site validation system. 7. For each option, provide a detailed description of the process that allows for credentials to be activated and terminated; staffing needs; and any on-site technology, such as handheld devices, being proposed to read the credential to ensure it is valid.

14 Page 13 of Describe the on-site technical and management team for each proposed credentials security solution, including number of staff, storage space required, setup, and testing time required prior to implementation. Describe the DNCC staff training and support required to operate the proposed systems. 9. Explain the Vendor s security practices, including physical security, network security, redundancy, and business continuity. Provide any security certification and compliance. 10. Explain your procurement process, cancelation policy, payment schedule, and deposit requirements. E. Partnerships/Subcontracting The DNCC has established an overall diversity goal for the 2016 Democratic National Convention. Therefore, for purposes of achieving this goal, the established goal set for this solicitation is 35 percent for participation of MBEs, WBEs, DSBEs, VBEs, LGBTBEs, and/or DBEs. Vendors may work cooperatively in presenting integrated solutions. Team arrangements may be desirable to enable the companies involved to complement each other s unique capabilities while offering the best combination of performance, cost, and delivery of services. The DNCC will recognize the integrity and validity of the Vendor team arrangement, provided that the arrangements are identified, relationships are fully disclosed, and a prime Vendor is designated to be fully responsible for all contract performance. All Vendors are required to make their best efforts to achieve diverse business participation in subcontracting and employment opportunities at substantial and meaningful levels in accordance with the Diversity Policy attached as Exhibit A. Each Vendor must submit a diversity implementation plan specific to the delivery of services described in this solicitation. The successful Vendor s diversity implementation plan will become an enforceable provision of the contract. If the Vendor fails to detail its best efforts as required under this section, the proposal may be deemed nonresponsive and may be rejected. Please follow the directions in connection with completing the Diversity Implementation Plan: Vendors must provide a detailed Diversity Implementation Plan specific to this RFP. Vendors plans must include levels of diverse-owned business participation in subcontracting. The Diversity Implementation Plan must briefly describe the specific tasks assigned to each diverse-owned business listed on the Solicitation and Commitment Form, attached as Exhibit B to this RFP. All Vendors are required to make their best efforts to achieve diverse participation in employment opportunities at substantial and meaningful levels in accordance with the Diversity Policy attached as Exhibit A. Each Vendor must submit a diversity implementation plan specific to the delivery of services described in this solicitation. The successful Vendor s diversity implementation plan will become an

15 Page 14 of 26 enforceable provision of the contract. Please follow the directions in connection with completing the Diversity Implementation Plan as it pertains to workforce utilization: Vendors must provide a detailed Diversity Implementation Plan specific to this RFP. Vendors plans must include levels of diverse participation in workforce utilization. The Diversity Implementation Plan must briefly describe the workforce utilization, indicating the employees who are within a diverse category who will be assigned to this project and indicate their status by category; i.e., management, hourly, fulltime, part-time, etc. Vendors workforce utilization can be in a narrative format. If there are any special business arrangements, such as teaming, joint-venture, and/or in-associationwith relationships, then an explanation of that particular arrangement must be included with the Diversity Implementation Plan for the selection committee s review and approval. The document must indicate all roles and responsibilities of all the participants to the business relationship. If printing is being done through a partner or subcontractor, such print shop must be unionized. Vendors must complete the Solicitation and Commitment Form. Please complete all areas that apply to the Vendor s submission. In order to satisfactorily complete the Solicitation and Commitment Form, the following areas must be indicated: the type of work to be performed; date of solicitation or commitment; whether or not a commitment is made ( yes or no ). If yes, indicate the amount in dollars and the percentage. Provide copies of diverse business certification of all firms listed on the Solicitation & Commitment Form. If no commitment is made, please provide a detailed explanation. F. Best Efforts Vendor must demonstrate in writing that reasonable steps were taken to obtain representation of diverse-owned businesses and/or vendors to ensure equal opportunity, even if the efforts were ultimately unsuccessful. Vendor must provide evidence (a written description with supporting documentation) that it utilized its best efforts to include diverse-owned business participation in every phase of this RFP. Evidence of best efforts includes the following: Providing copies of advertising in general media, trade association publications, and diverse-focused media concerning subcontracting opportunities. Participating in conferences and seminars specifically for the promotion of the Host Committee s diversity and outreach efforts. The timely notification of diverse-owned business enterprises and solicitation of their participation on this project. Providing sufficient information about plans, specifications, and requirements of the project to interested diverse-owned businesses. Providing evidence of reasonable efforts to negotiate with diverse-owned businesses to provide specific services and/or goods and supplies.

16 Page 15 of 26 Vendors must comply with the aforementioned diversity requirements in order for their proposals to be considered and/or deemed accepted best efforts. The Best and Good Faith Efforts Form is attached as Exhibit C to this RFP. G. Organizational and Background Information Please provide the following information: 1. What is the full legal name and federal tax identification number of your company? 2. What are the corporate address, mailing address, and phone number of your company s main offices? 3. What is your company s legal and financial structure? Include the percentage and description of foreign ownership, if any. 4. Who in your organization will be the DNCC s primary contact? Provide his/her resume; direct, mobile phone, and fax numbers; address; and a corporate address if different from the address above. 5. Who in your organization is authorized to negotiate a contract with the DNCC? Please provide his/her name and contact information. 6. Describe the proposed members of your team, including the organization and the responsibilities of each member as proposed. 7. Describe your current and projected workload and explain how this project will be managed given your firm s obligations to other clients. 8. Provide the qualifications and licenses of the firm and individuals who have been identified as project contacts. Include resumes with the history of employment, education, experience, length of time with the firm, and any other information the DNCC might find useful in evaluating your qualifications. 9. Identify any firms, including key principals or personnel, proposed to work within your team. 10. Provide certification as ownership by or historical collaborations with MBE, WBE, and businesses owned by persons with disabilities. 11. Provide any union designations and any relationships that your company has within the Philadelphia area and surrounding region. 12. Provide Green Star certifications and onion designations. 13. Provide any information you have on past security breaches or issues with credentials during similar live events, and describe steps you took to fix these issues. H. Claims and Suits 1. Has your organization ever failed to complete any work awarded to it? 2. List all civil and criminal legal actions in which your organization was a named party currently or in the past five (5) years, providing state, case number, and disposition for each. 3. Is your organization currently involved in an ongoing bankruptcy as a debtor; or in a reorganization, liquidation, or dissolution proceeding; or been appointed over all or a substantial portion of the property under federal bankruptcy law or any state insolvency law? 4. Has your organization or any of its owners been debarred from federal or state work in the last five (5) years? If so, please describe the circumstances.

17 Page 16 of 26 I. Cost of Services Please provide the printing pricing estimate as follows. Include all taxes and fees. CREDENTIAL PRINTING Base cost per piece Description 350,000 pieces 300,000 pieces 250,000 pieces 200,000 pieces Cost of security features per piece [Itemize all security features] Additional costs associated with printing [Itemize all additional costs] ADDITIONAL PRODUCTS Authentication devices per unit [Itemize all authentication devices options] Lanyards per piece [Itemize all lanyard options] Other products per unit [Itemize all other product options] Description Cost Platform Pricing Estimate Provide an itemized cost estimate for the software subscriptions, data storage, system development, training, operations support, Convention week support, maintenance, and all other necessary and recommended services and features. Please denote recommended services versus necessary services. Include cost estimates for additional customization at an hourly rate and/or a flat rate when applicable. Include all taxes and fees. Vendors are responsible for their own travel and hotel stays. DNCC will assist in procuring hotel rooms but will not pay for deposits or hotel stays. Scanning Pricing Estimate Provide an itemized cost estimate for the equipment, testing, training, maintenance, and software subscriptions (if applicable) and all other necessary services or features. Provide an itemized cost estimate for any additional recommended services or features. Please denote recommended services

18 Page 17 of 26 and features versus necessary services and features. Include flat rates and hourly estimates when applicable. Include all taxes and fees. Vendors are responsible for their own travel and hotel stays. DNCC will assist in procuring hotel rooms but will not pay for deposits or hotel stays. J. Additional Information 1. Please indicate if you currently do not, and do not intend to during 2016, work with the Republican National Committee or its affiliates, including, but not limited to, the Committee on Arrangements for the 2016 Republican National Convention. 2. Provide any additional information about the Vendor(s) or any other goods and/or services that the Vendor(s) would offer to the DNCC. K. CONTRACT CONDITIONS The DNCC will prepare the contract(s). Among other things, the contract(s) will contain provisions relating to the following: A. Confidentiality; Privacy and Security; Intellectual Property Upon submitting proposals, each Vendor must sign a Confidentiality Agreement with the DNCC and Host Committee. Any and all discussions and negotiations with the DNCC and/or Host Committee remain strictly confidential. The Vendor(s) will agree that they and their agents will not at any time, in any fashion, form, or manner, either directly or indirectly, disclose or communicate to any person or entity, including but not limited to the Committee on Arrangements for the 2016 Republican National Convention ( COA ), any nonpublic or proprietary information concerning the convention or the DNCC, its operations or programs, including, but not limited to, any DNCC logos or designs, the quantity of credentials printed, any security features of the credentials, or any information relating to the activities, contracts, proposals, or policies of the DNCC, or any organization affiliated with it, without having first obtained the prior written approval of the DNCC. The Vendor(s) will agree not to communicate with the press on any matter whatsoever related to the convention or the DNCC without the express, written consent of the chief executive officer of the DNCC. This provision shall survive any cancellation or termination of the agreement and relationship contemplated by the agreement to be entered into and between the DNCC and the Vendor(s). The Vendor(s) will agree that nothing in the final agreement is intended to grant any rights to the Vendor(s) under any patent, copyright, trade secret, or other intellectual property law and that nothing in the final agreement will grant to the Vendor(s) any rights in or to the DNCC's confidential information or intellectual property. The Vendor(s) will agree that nothing in the final agreement will grant to the Vendor(s) any advertising or promotional rights.

19 Page 18 of 26 Further, the Vendor(s) will agree to the following: All final, selected, and approved work product, files, lists, documents, artwork, designs, computer records, and other materials submitted, created, developed, produced, and/or obtained by the Vendor(s) in furtherance of work performed for the DNCC, as well as any underlying concepts or components contained within those materials, and which the DNCC will pay for in accordance with the final agreement ( Materials ) shall become and remain the exclusive property of the DNCC, and the Vendor(s) shall return all such Materials to the DNCC. To the extent copyrightable, all Materials shall constitute work made for hire by or for the DNCC, and the DNCC shall be the author of all Materials under applicable copyright laws. All Materials that the DNCC will provide to the Vendor(s) during the course of the final agreement shall remain under the sole and exclusive ownership of the DNCC. The Vendor(s) shall retain all rights, title, and interest, including all intellectual property rights in and to its information and Materials of general applicability and all derivative works ( Vendor(s) Tools ). To the extent Vendor(s) Tools are incorporated into a deliverable, the Vendor(s) will grant the DNCC a worldwide, perpetual, irrevocable, royalty-free license to use such Vendor(s) Tools solely as they are incorporated in the deliverables. B. Liquidated Damages The Vendor(s) will agree to liquidate damages in the event that the Vendor(s) does not meet the deadlines set forth in the final agreement. C. Nondiscrimination The Vendor(s) will adopt and disseminate a policy that the Vendor(s), in employment, recruitment, selection, compensation, benefits, promotion, demotion, layoff, termination, and all other terms and conditions of employment, will not discriminate on the basis of race, color, creed, age, sex, national origin, ethnic identity, physical or mental disability, veteran status, marital status, economic status, religion, sexual orientation, gender identity, or any other legally protected basis.

20 Page 19 of 26 DNCC DIVERSITY POLICY EXHIBIT A Diversity Policy for DNCC Contracting and Purchasing Programs Since its inception, it has been the practice of the DNCC to provide equal opportunity to all business enterprises to participate in all aspects of the DNCC s contracting and purchasing programs without regard to race, creed, age, sex, national origin, ethnic identity, physical or mental disability, veteran status, marital status, economic status, religion, sexual orientation, gender identity or expression, or any other legally protected basis. The DNCC has and will continue to conduct outreach and informational programs with constituent groups, businesses, and trade associations to prevent discrimination against any person or business enterprise on the basis of any of these factors. Recognizing that some individuals, groups and business enterprises, including Minority Business Enterprises, Women Business Enterprises, Disability-Owned Business Enterprises, LGBT-Owned Business Enterprises and Veteran-Owned Businesses, have not historically received opportunities to participate equally in contracting opportunities and to ensure and reaffirm the DNCC s continuing commitment to progress and success in achieving the goal of equal opportunity, the DNCC adopts the following diversity policy: Owned and Operated means (1) the business enterprise is at least 51% owned by a person or persons within one of the respective diversity groups, or in the case of any corporations, limited liability companies or partnerships, at least 51% of the voting stock or interests, as applicable, is owned by a person or persons within one of the respective diversity groups and (2) the management and daily business operations of the business enterprise are controlled by a person or persons within one of the respective diversity groups. Disability-Owned Business means a business enterprise which is Owned and Operated by one or more persons with disabilities. LGBT-Owned Business means a business enterprise which is Owned and Operated by one or more gay, lesbian, bisexual or transgender ( LGBT ) persons. Minority Business Enterprise or MBE means a business enterprise which is Owned and Operated by one or more of the following ethnic minority groups: African American, Hispanic/Latino, Asian American / Pacific Islander and Native American. Women Business Enterprise or WBE means a business enterprise which is Owned and Operated by one or more women. Veteran-Owned Business means a business enterprise which is Owned and Operated by one or more veterans.

21 Page 20 of 26 An MBE, WBE, Disability-Owned Business, LGBT-Owned Business or Veteran-Owned Business may establish its qualification by providing to the DNCC: Its certification status from a federal, state or local governmental agency; or Its certification from a third-party certifier (e.g. the Minority Supplier Diversity Council, National Women Business Owners Corporation, US Business Leadership Network, National Gay & Lesbian Chamber of Commerce, etc.); or Documentation that would enable the Chief of Staff of the DNCC to verify that the vendor qualifies. This third method is designed to cover those vendors who are easily verifiable, such as sole proprietorships, small partnerships, closely-held corporations and small company that do not engage in significant government business or do not have the resources to seek a governmental or third-party certification. It is the policy of the DNCC and The Host Committee to provide minorities, women, persons with disabilities, LGBT persons and veterans equal opportunity to participate in all aspects of contracting and purchasing programs, including but not limited to participation in procurement contracts for materials, supplies and equipment, and contracts for construction. It is further the policy of the DNCC and The Host Committee to prohibit discrimination against any person or business enterprise on the basis of race, color, ethnic identity, sex, creed, age, national origin, physical or mental disability, veteran status, marital status, economic status, religion, sexual orientation, gender identity or expression, or any other legally protected status, and to conduct its contracting and purchasing programs so as to prevent such discrimination. It is the policy of the DNCC-- in concert with the Host Committee or other local, state and federal agencies and with the assistance of minority, women, persons with disabilities, LGBT and veteran groups and agencies-- to actively seek and identify qualified MBEs, WBEs, Disability-Owned Businesses, LGBT- Owned Businesses (LGBTBE), and Veteran-Owned Businesses, and to offer them the opportunity to participate, and to encourage them to participate, in contracting and purchasing programs. It is not the policy of the DNCC to provide information or other opportunities to MBEs, WBEs, Disability- Owned Businesses, LGBT-Owned Businesses (LGBTBE), or Veteran-Owned Businesses that will not be available to all other business enterprises. It is the intent of this policy to establish procedures designed to assure MBEs, WBEs, Disability-Owned Businesses, LGBT- Owned Businesses, and Veteran-Owned Businesses access to information and opportunities available to other business enterprises. It is the intent of this policy to widen opportunities for participation and to increase competition. The DNCC and The Host Committee will award contracts without regard to race, religion, color, ethnic identity, creed, national origin, sex, age, physical or mental disability, veteran status, marital status, economic status, sexual orientation, gender identity or expression, or any other legally protected status. The DNCC will award contracts to the bid that best meets the requirements of the DNCC. Neither the DNCC nor the Host Committee is bound to accept the lowest offer or any tender submitted.