REQUEST FOR PROPOSALS INSURANCE BROKERAGE AND RISK MANAGEMENT SERVICES

Transcription

1 REQUEST FOR PROPOSALS INSURANCE BROKERAGE AND RISK MANAGEMENT SERVICES 2016 Democratic National Convention Committee 430 South Capitol Street, SE Washington, DC Philadelphia 2016 Host Committee 1900 Market Street 3d Floor Philadelphia, PA October 1, 2015 Submittal Deadline: October 23, :00 PM EDT

2 Page 2 Contents I. OVERVIEW... 3 II. INSTRUCTIONS... 4 A. Communications Regarding this RFP... 4 B. Evaluation Process (Subject to Change)... 4 C. Intent to Propose... 5 D. Proposal Preparation Costs... 5 E. Proposal Submissions... 5 F. Selection Process... 5 G. Selection... 6 H. Project Schedule (Subject to Change)... 7 III. SCOPE OF SERVICES... 8 IV. Proposal A. Services B. Experience C. Key Personnel D. Organizational and Background Information E. Cost of Services F. Partnerships / Subcontracting G. Additional Information V. CONTRACT CONDITIONS A. Confidentiality B. Licenses and Permits C. Insurance and Bonds D. Non-Discrimination Exhibit A - Diversity Policy for DNCC Contracting and Purchasing Programs... 18

3 Page 3 I. OVERVIEW In July 2016, the City of Philadelphia will welcome over 35,000 guests to the 47 th Democratic National Convention (the Convention ). The 2016 Democratic National Convention Committee, Inc. ( DNCC ) and Philadelphia 2016 Host Committee ( Host Committee ), all non-profit corporations, 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, Pennsylvania. Through this Request for Proposals ( RFP ), the Host Committee and the DNCC seek proposals for the services of an experienced insurance brokerage firm that can provide risk management, insurance brokerage and claims consulting and processing services ( Insurance Services ) for the 2016 Democratic National Convention. The broker selected ( Insurance Broker ) will be responsible for placing coverages, as specified below, in the most cost efficient manner possible while providing the full scope of protections and coverages contemplated by the Master Contract in place between the DNCC and Host Committee; advising and assisting the DNCC and Host Committee in designing and implementing a risk management program; coordinating with the Office of Risk Management of the City of Philadelphia; and establishing and administering a system for claims processing. The DNCC, in consultation with the Host Committee, will select the Insurance Broker. The Host Committee will be the party to the contract with the insurance broker but, as indicated in more detail below, each of the Host Committee Indemnitees, DNCC Indemnitees (as defined below) and the City of Philadelphia are to be primary/named insureds or loss payees as applicable. Any deductibles or retentions are to be paid solely by the Host Committee. It is the policy of the DNCC and Host Committee to provide equal opportunity to all business enterprises to participate in all aspects of the contracting and purchasing programs for the 2016 Democratic National 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. Each Proposer, as well as each subcontractor and/or sub consultant proposed for this project, should have experience in large scale, fast-track events and should itself be, or have 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 ), 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 comply with the DNCC s diversity policy.

4 Page 4 After reading and assessing the requirements set forth in the RFP, firms wishing to propose for the opportunity to provide Insurance Services must prepare a clear, concise, and comprehensive proposal on company letterhead which bears the signature of an authorized official. The proposal should follow the structure specified in this RFP and should not exceed twenty (20) pages in length, not including specified attachments. II. INSTRUCTIONS Your proposal must include all information requested. A. Communications Regarding this RFP Proposers are to direct all communications regarding this RFP to: Lila Rose, COO Philadelphia 2016 Host Committee lila@phldnc.com B. Evaluation Process (Subject to Change) Date October 1, 2015 October 9, :00 PM EDT October 16, October 23, :00 PM EDT October 30, 2015 Week of November 2, 2015 Event RFP Issue Date Vendor Intent to Propose and Questions on RFP Due DNCC/Host Committee Answers to Questions Issued Vendor Proposal Due Date DNCC Follow-up Questions to Proposers, if any Intent to Award Contract Issued

5 Page 5 C. Intent to Propose Proposing firms must notify Lila Rose by of their intent to bid by 5:00 PM EDT on October 9, 2015 at lila@phldnc.com. RFP Inquiries In the event that modification or additions to the RFP become necessary, Proposers that have notified the DNCC of their intent to bid will be notified of said changes by the DNCC. If any information in this RFP appears to be unclear to Proposer, it is the Proposer s responsibility to request clarification. All inquiries regarding this RFP must be ed to lila@phldnc.com by 5:00 PM EDT on October 9, All questions received from all Proposers and answers to all of those questions will be sent to all Proposers by October 16, D. Proposal Preparation Costs Each Proposer will be solely responsible for all costs incurred in the preparation and presentation of its proposal. E. Proposal Submissions Proposer shall submit an electronic copy of its proposal to Lila Rose at lila@phldnc.com no later than 5:00 PM EDT on October 23, All supporting materials and documentation should be included with the proposal. Failure to submit a proposal by that date/time may result in disqualification of the Proposer from the competitive process. Proposals may be included by the DNCC 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. F. Selection Process The DNCC anticipates that a notice of intent to award the contract will be issued the week of November 2, Contract negotiations may be undertaken based on the proposals of selected Proposers. Neither the issuance of this RFP, nor the submission of a proposal or its subsequent receipt and evaluation by the DNCC, nor the invitation to submit or the submission of a final proposal commits the DNCC or the Host Committee to award a contract or any business to any Proposer. 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 proposal process. A final proposal constitutes: (i) an offer to do business on the terms and conditions stated in the final proposal 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 proposal process. Only execution of a

6 Page 6 written contract by an authorized signatory of the Host Committee will bind the Host Committee, and then only in accordance with the terms and conditions contained in such contract. The DNCC strongly views this Convention as an opportunity to protect the environment. We strongly encourage all Proposers to join us in our efforts and to consider this green mission when submitting their response. G. Selection The selected firm will be chosen based on the proposals determined by the DNCC, in its sole discretion, to best meet the requirements of the DNCC and the Host Committee. Neither the DNCC nor the Host Committee is bound to accept the lowest offer or any tender submitted. Any final agreement between the Host Committee and the selected firm is subject to the prior approval of the DNCC. The factors used in evaluating responses to this RFP will include: 1. Ability to meet the requirements and scope of services; 2. Proposed solutions and processes for the specified business requirements; 3. Relevant expertise, reliability, experience and history of the Proposer and demonstrated success managing an insurance and risk management program for an event of this magnitude and scope; 4. Key personnel who will be directly assigned to the project; 5. Cost of services; 6. Ability to meet proposed project schedule; 7. Relationships to Philadelphia, Pennsylvania, and the surrounding area; 8. Participation of MBEs, WBEs, DsBEs, VBEs, LGBTBEs, and/or DBEs; 9. Local resources to support the endeavor; and, 10. References. These factors, along with the final proposals, will be used to award the contract. The DNCC encourages the submission of responses by Proposers who contract with persons who belong to an organized labor union as well as those Proposers owned by MBEs, WBEs, DsBEs, VBEs, LGBTBEs, and DBEs. Accordingly, please include any information regarding certification as,

7 Page 7 ownership by or collaboration with MBEs, WBEs, DsBEs, VBEs, LGBTBEs, and DBEs and union labor designations. The DNCC reserves 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 and in consultation with the Host Committee. At no time prior to the execution by the Host Committee of a written agreement with a Proposer, shall the DNCC or the Host Committee be considered to be under any obligation or commitment to contract or purchase any proposed service or product from any respondent to this RFP. The DNCC reserves the right to conduct negotiations with one or more of the selected Proposers. The DNCC reserves the right to request best and final offers. H. Project Schedule (Subject to Change) Date Week of November November 15, 2015 Event Insurance Brokerage and Risk Contract Awarded DNCC, Host Committee and Insurance Broker agree on details of scope of coverages and recommended program structure December 15, 2015 Initial applicable coverages in place for commercial G/L and personal property December 15, 2015 December 31, 2015 Agreed Risk Management Program in effect Claims processing system established and operable

8 Page 8 III. SCOPE OF SERVICES A. Placement of Coverages The Insurance Broker will be required to advise on and administer the placement of, solicit and evaluate proposals for, and place the coverages set out below, to be phased in and bound over on a schedule to be mutually agreed and approved by the Host Committee and DNCC. The Insurance Broker will be expected to make recommendations to the DNCC and Host Committee as to the most advantageous insurance program providing the required levels of coverages at the best possible price; to solicit premium quotes from various underwriters for the required coverages; represent the DNCC and Host Committee in negotiations with insurers and underwriters; review and comment on, as needed, the financial condition and ratings of insurance underwriters and carriers; assist the Host Committee and/or DNCC as applicable in the completion of all applications, documents and data which may be requested or required by insurance carriers or underwriters in connection with the placement of coverages; advise on and administer the placement of coverage; advise on and assist with payment of policy premiums and reimbursements or refunds (if any); provide or obtain original binders, insurance policies and endorsements as required in the timetable agreed to by the DNCC and Host Committee. The broker should also ensure timely receipt of all policy documents and forward them promptly to the Host Committee and/or DNCC. The Insurance Broker should review all insurance policy and endorsement documents as soon as they are received to ensure that they are accurate and reflect the requested limits, deductibles or retentions, and policy provisions and terms sought. The broker should continuously review required policy elements to achieve established goals. The coverage should extend to additional insureds as agreed and independent contractors and include coverage for any risks or liabilities that arise from use of social media, the internet, computers, electronic media, or any such cyber exposure. Required Coverages: (i) Commercial general liability (CGL) insurance with a combined single limit (i) for bodily injury (BI) and property damage (PD) and (ii) for advertising injury (AI) and personal injury (PI) in the amount of at least ten million dollars ($10,000,000) per occurrence (for BI/PD) and per claim or offense (for AI/PI). The CGL policy procured shall cover all risks usually covered by such policies, including coverage for the following: (i) bodily injury, including death; (ii) property damage liability; (iii) personal and advertising injury liability, including assault and battery, false arrest, false detention or imprisonment, emotional distress (if such cover is reasonably available), malicious prosecution, libel, slander, infringement of intellectual property rights, defamation or violation of rights of privacy, wrongful entry and eviction or other invasion of rights or private occupancy, and law enforcement liability (as to the City of

9 Page 9 Philadelphia); (iii) incidental medical malpractice liability; (iv) independent contractors; (v) products and completed operations liability; (vi) premises medical payments liability; and (vii) host liquor liability. The DNCC and Host Committee would want to know how the inclusion of personal injury and advertising injury liability coverage would affect the premiums for these coverages. (ii) Umbrella or excess liability insurance with a two hundred fifty million ($250,000,000) combined single limit per-occurrence/or claim or offense for bodily injury, property damage, and personal injury and advertising injury liability coverage. This coverage should cover all risks covered in the primary CGL insurance and provide traditional umbrella drop-down coverage. It should follow the form of the underlying primary CGL policy. (iii) Real and personal property insurance providing full replacement cost coverage, written on a standard all-risk basis with limits sufficient to cover the full value of all property listed or described in any schedule provided by the Host Committee or the DNCC, written on a per occurrence basis, for any damage to real or personal property, fixtures, appliances and furnishings owned by the Host Committee or the DNCC or for which such party is legally liable, and to be used in connection with the Convention, including coverage for the following: (i) valuable papers and records insurance covering the loss of or damage to papers, pamphlets, records, and magnetic and electronic storage media; and (ii) office contents insurance covering both rental and owned office equipment. In no case shall the per incident limit be less than one million dollars ($1,000,000) without the express written approval of the DNCC. (iv) Commercial automobile liability ( auto ) insurance covering owned, non-owned and hired automobiles, with per occurrence coverage of not less than five million dollars ($5,000,000) for bodily injury and not less than one million dollars ($1,000,000) for property damage. This coverage must be expressly applicable to all motor vehicles not owned by the insured/indemnified parties. (v) Money and securities insurance covering all cash, checks, financial instruments and other negotiable instruments in or on the Convention Facilities against all loss, including burglary and robbery, with limits of not less than one hundred thousand dollars ($100,000) for each loss. (vi) Crime and kidnap, ransom and extortion insurance with limits recommended by the Insurance Broker. The DNCC wants to know how the addition of crime or fidelity coverage might increase the premium charged for these coverages. (vii) Accidental death and dismemberment insurance providing coverage in addition to any coverage supplied by the accidental medical payment insurance provided in the CGL insurance above, covering all volunteers and attendees in an amount no less than one hundred thousand

10 Page 10 dollars ($100,000) per individual. (viii) Directors and officers liability insurance expressly covering all directors and officers of the Host Committee and of the DNCC, and all DNCC Indemnitees; written on a claims-made basis, if available, in the amount of one million dollars ($1,000,000) per claim. The DNCC is interested in including employment practices insurance in the D&O insurance purchased but wants to know how the addition of such coverage might increase the premium charged for the D&O insurance purchased. (ix) Worker s compensation/employer s liability insurance for all volunteers of the Host Committee and DNCC working on Convention-related services, with limits equal to or greater than the maximum awards allowed under the Commonwealth of Pennsylvania s worker s compensation law. (x) Cancellation/Relocation Coverage to indemnify the DNCC for its actual net incurred expenses arising from or relating to unforeseen events or orders of civil authorities requiring relocation of the Convention, for a limit not less than three million dollars ($3,000,000). (xi) Cyber insurance. The DNCC and Host Committee want to ensure that coverage purchased for the risks outlined above provide protection for any risks or liabilities that arise from use of social media, the internet, computers, electronic media, or any such cyber exposure. The DNCC and Host Committee would want to know specifically how much cyber insurance coverage proposed will cost. Requirements for Underwriters: All insurance policies required to be placed with insurance companies admitted to do business in Pennsylvania and carrying a current rating of at least A- by A.M. Best and apply to liabilities arising anywhere. General Terms of Policies: The DNCC Indemnitees are the DNCC; the Democratic National Committee (unincorporated association); DNC Services Corporation, a District of Columbia nonprofit corporation; the 2016 Convention Technical Advisory Group, and associated technical advisors; and Democratic Properties Corporation (D.C. nonprofit corporation) and their respective directors, officers, employees, agents, attorneys, volunteers, consultants and consulting staff. The Host Committee Indemnitees are Philadelphia 2016, a Pennsylvania nonprofit corporation; Philadelphia 2016 Host Committee, a Pennsylvania nonprofit corporation; and their respective directors, officers, employees, agents, attorneys, volunteers, consultants and consulting staff. The Host Committee

11 Page 11 Indemnitees, DNCC Indemnitees and (as its interests may appear) the City of Philadelphia must be the primary or named insured parties or loss payees, as applicable, in each and every policy. All policies of insurance must be in full force and effect with respect to their coverage during appropriate periods set out in the agreed schedule; must require at least thirty (30) days written notice to the DNCC prior to cancellation thereof; and must include express provisions in which the insurer (a) waives its subrogation rights against, and (b) agrees to defend, the DNCC Indemnitees. The DNCC and Host Committee want to consider choice of defense counsel and not simply agree to Panel Counsel lists, as appropriate. B. Risk Management Program The Insurance Broker will be required to assist the DNCC and Host Committee, in coordination with the City of Philadelphia Office of Risk Management, in devising and overseeing the implementation of elements of a risk management program beyond the required coverages. This Program will include but not be limited to a system for tracking all personal property acquired by, leased by or loaned to the DNCC and the Host Committee including without limitation computers, PDA s, smartphones and other portable electronic devices; and will make recommendations for other risk management best practices, suitable and appropriate for the unique requirements of the Democratic National Convention. The Insurance Broker will be expected continually to evaluate the insurance coverages and risk management program and make recommendations to the Host Committee and the DNCC. The Insurance Broker will be required to oversee and coordinated all relevant services performed by the insurance companies and underwriters and any other agents. For all of the services to be provided, the Insurance Broker will be required to assign an account manager based in Philadelphia or the surrounding metropolitan area who will be responsible for communication with the DNCC and Host Committee and who, along any other team members assigned (who should be identified by name or position in the proposal), must be available on a daily basis to the DNCC/Host Committee designated representative for advice and consultation on insurance program-related issues and concerns. C. Claims Processing and Administration The Insurance Broker will be required to: (i) (ii) (iii) Establish a system and procedures for reporting of claims by the Host Committee to the Insurance Broker, including online forms and tracking to the extent practicable; Advise on the application of coverage for specific loss situations or claims; As claims are submitted, issue notices of loss and/or claims to the appropriate underwriters; assist in the completion of all proofs of loss or valuations of

12 Page 12 (iv) (v) (vi) claims/losses; provide all information, documents and data which may be requested or required by insurance carriers, underwriters, or claims handlers in connection with the processing of claims; Maintain records of all claims and related documents; Participate in and advise on claims and litigation management including adjustment and resolution of claims and losses; and Obtain and maintain loss runs, loss settlements and related documents from insurers and share them as appropriate with relevant insurers. These claims functions will include communications (if appropriate or upon advice or request of the DNCC or Host Committee) with claimants, additional insured or other involved parties. The Insurance Broker will work with counsel assigned to a claim, if any. IV. Proposal A. Services Please describe your ability to insurance brokerage and risk management services specifically addressing how you will meet each requirement described above. B. Experience Please explain your experience with and approach and methods in providing insurance brokerage and risk management services to large scale and fast-tracked event-focused projects. Provide five project examples that demonstrate expertise in creating and managing an insurance program on a scale reasonably comparable to the convention. Provide for each project accurate and up-to-date contact information for each person proposed as a primary client contact or relationship manager. C. Key Personnel Please provide the following information: 1. Who in your organization will be the DNCC s primary contact/account manager? Provide his/her resume; direct, mobile phone and fax numbers; address; and a corporate address if different from the address above. 2. Who in your organization is authorized to negotiate a contract with the DNCC? Please provide his/her name and contact information. 3. Describe the proposed members of your team, including the organization and the location and responsibilities of each member proposed. 4. Describe your current and projected workload and explain how this project will be managed

13 Page 13 given your firm s obligations to other clients. 5. Provide the qualifications and licenses of the firm and individuals who have been identified in the proposal. Include resumes for each 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. 6. Diversity efforts: All Proposers 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 Proposer must submit a diversity implementation plan specific to the delivery of services described in this solicitation. The successful Proposer's diversity implementation plan will become an enforceable provision of the Contract. Please follow the directions in connection with completing the Diversity Implementation Plan as it pertains to workforce utilization: Proposers must provide a detailed Diversity Implementation Plan specific to this RFP. Proposers 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, full- time, part- time etc. Proposers workforce utilization can be in a narrative format. 7. Identify any firms, including key principals or personnel, proposed to work within your team. D. 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? 4. Provide certification as, ownership by or historical collaborations with MBE, WBE, veterans-owned businesses, NGLCC/LGBT businesses, businesses owned by persons with disabilities and/or disadvantaged business enterprises. 5. Provide any union designations and any relationships that your company has within the Philadelphia, Pennsylvania area and surrounding region.

14 Page Claims and Suits a. Has your organization ever failed to complete any work awarded to it? b. 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. E. Cost of Services Please provide proposed fee structure. F. Partnerships / Subcontracting The DNC 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 40% for participation of MBEs, WBEs, DsBEs, VBEs, LGBTBEs, and/or DBEs. Insurance brokers 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 Proposer team arrangement provided that the arrangements are identified, relationships are fully disclosed and a prime Proposer is designated to be fully responsible for all contract performance. All Proposers 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 Proposer must submit a diversity implementation plan specific to the delivery of services described in this solicitation. The successful Proposer's diversity implementation plan will become an enforceable provision of the Contract. If the Proposer fails to detail its best efforts as required under this Section, the Proposal may be deemed non-responsive and may be rejected. Please follow the directions in connection with completing the Diversity Implementation Plan: Proposers must provide a detailed Diversity Implementation Plan specific to this RFP. Proposers 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. If there are any special business arrangements, i.e., teaming, joint-venture and/or in-association

15 Page 15 with 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. Proposers must complete the Solicitation & Commitment Form. Please complete all areas that apply to the Proposer s submission. In order to satisfactorily complete the Solicitation & 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. Best Efforts. Proposers must demonstrate in writing that reasonable steps were taken to obtain representation of diverse-owned businesses and/or vendors to assure equal opportunity, even if the efforts were ultimately unsuccessful. Proposers 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. Proposers 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. Additional Information 1. Please provide details regarding your security protocols and/or what other procedures and steps you would take to ensure the privacy and security of the claims information and platforms you will manage. 2. Provide any additional information about the Proposer.

16 Page 16 V. CONTRACT CONDITIONS The DNCC intends to select the Insurance Broker in consultation with the Host Committee. The DNCC will prepare the contract subject to the prior approval of the Host Committee. Among other things, the contract will contain provisions relating to the following: A. Confidentiality The Proposer 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 2012 Republican National Convention ( COA ), any non-public or proprietary information concerning the convention or the DNCC, its operations or programs, including but not limited to 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 Proposer 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 Housing Services vendor. B. Licenses and Permits All work performed must meet the requirements of all state, local, and federal laws. All employees and contractors of the Proposer must adhere to DNCC requirements for work credentials. C. Insurance and Bonds The Proposer shall maintain and provide evidence for the term of the agreement of [adequate limits] for the following types of insurance: (1) workers compensation insurance; (2) commercial general liability insurance covering all operations; (3) automobile liability insurance including coverage for all owned, hired and non-owned vehicles; and (4) professional liability insurance. All policies shall be in an amount as required by law. The Insurance Broker will be required to indemnify DNCC Indemnitees, Host Committee Indemnitees and City of Philadelphia for losses arising from errors or omissions of Insurance Broker and shall be named as additional insured on such insurance policies. D. Non-Discrimination The Proposer will adopt and disseminate a policy that the Proposer, 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,

17 Page 17 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.

18 Page 18 Exhibit A Diversity Policy for DNCC Contracting and Purchasing Programs

19 Page 19 Exhibit B Solicitation and Commitment Form

20 Page 20 Exhibit C Best and Good Faith Efforts Form

21 Convention Host Committee and the Democratic National Convention Diversity Contracting Policy DNCC DIVERSITY POLICY 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,

22 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. 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.

23 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.

24 SOLICITATION FOR PARTICIPATION AND COMMITMENT FORM (Proposals) Minority (MBE), Women (WBE), Disadvantaged (DBE), Disabled (DsBE), Veteran (VBE), and LGBT (NGLCC/LGBTBE) Owned Business Enterprises Solicitation Name of Proposer Date Proposal Closes List below ALL diverse-owned businesses that were solicited regardless of whether a commitment resulted therefrom. - Photocopy this form as necessary. MBE WBE DBE DsBE VBE NGLCC/LGBTBE Type of Work or Materials Supplied Date Solicited Commitment Made Give Reason(s) * Company Name Yes (If Yes, give date ) NO If No Commitment Address Contact Person Amount Committed To Telephone Number Fax # Dollar Amount $ Attach certification documents to this form Percent of Total Proposal % MBE WBE DBE DsBE VBE NGLCC/LGBTBE Type of Work or Materials Supplied Date Solicited Commitment Made Give Reason(s) * Company Name Yes (If Yes, give date ) NO If No Commitment Address Contact Person Amount Committed To Telephone Number Fax # Dollar Amount $ Attach certification documents to this form Percent of Total Proposal % MBE WBE DBE DsBE VBE NGLCC/LGBTBE Type of Work or Materials Supplied Date Solicited Commitment Made Give Reason(s) * Company Name Yes (If Yes, give date ) NO If No Commitment Address Contact Person Amount Committed To Telephone Number Fax # Dollar Amount $ Attach certification documents to this form Percent of Total Proposal % MBE WBE DBE DsBE VBE NGLCC/LGBTBE Type of Work or Materials Supplied Date Solicited Commitment Made Give Reason(s) * Company Name Yes (If Yes, give date ) NO If No Commitment Address Contact Person Amount Committed To Telephone Number Fax # Dollar Amount $ Attach certification documents to this form Percent of Total Proposal % *Failure to give reason may result in rejection of your Proposal. Use additional pages if necessary. **All diverse owned business enterprises must be certified by the respective certifying agency and copies provided for the selection committee s review and approval.

25 Documentation to Provide Best and Good Faith Efforts for the 2016 Democratic National Convention Name of Bidder: Solicitation Date: Scope of Service: Name of Diverse-Owned Business Solicited: Street Address: Telephone Number: Contact Name: Contact Certification Number: Please attach Copy of Diverse Business Certification Other Certification Number: Other Certifying Agency: Please attach Copy of Other Certification Certification Type MBE WBE DBE DsBE VBE NGLCC/LGBTBE Date(s) Solicited (mm/dd/yyyy): Method(s) of Solicitation (check all that apply): Telephone Mail Advertisement Website Other: Commitment Made: Yes (If yes, please proceed to Part A) No (If no, please proceed to Part B) Part A

26 If yes, describe/identify the following: Subcontractor Vendor Supplier Describe Scope of Service: Please attach Letter of Intent, Subcontract or Purchase Order Signed by the diverse-owned business and Bidder evidencing Bidder's legally binding commitment to use this business for the work/supply effort specified in the dollar amount indicated below. Dollar Amount: $ Percentage of Bid: %

27 Part B If no commitment resulted from the solicitation, please explain what Best and Good Faith efforts were made and why they were unsuccessful: Did you attempt to negotiate price and scope (please be specific, attaching any dated price quotations and correspondence)? What kind of business assistance did you offer the diverse-owned business? (e.g., helped provide access to line of credit, etc.) What efforts were made to provide to the diverse-owned business information (e.g., plans, blueprints) about the scope of work required? Are you planning to award this portion of the work or supply effort to a non-diverse business? If so, please explain why. Identify the name of the awarded firm(s); provide the awarded firms' quotation and any price adjusted quotations, scope of work and experience of the awarded firm(s).