REQUEST FOR PROPOSALS
DEMOCRATIC NATIONAL CONVENTION 2016
THE NAVY YARD, PHILADELPHIA, PA
PIDC, Philadelphia’s public-private economic development corporation, is accepting proposals
to select an event marketing & management entity for The Navy Yard for the 2016 Democratic
National Convention, July 25-28, 2016.
A non-profit partnership between the City of Philadelphia and the Greater Philadelphia Chamber
of Commerce, PIDC’s mission is to spur investment, support business growth, and foster
development that creates jobs, revitalizes neighborhoods, and drives growth to every corner of
Philadelphia.
The Navy Yard is a proud landmark of the Navy’s history and heritage in Philadelphia. It has
been revitalized as an urban business campus, offering the Philadelphia region a unique and
centrally located waterfront business campus that is committed to smart growth, energy
innovation, and sustainability. The 1,200-acre Navy Yard is currently home to more than 11,500
employees and 145 companies in the office, industrial/manufacturing, and research and
development sectors, occupying 7 million square feet of real estate in a mix of historic buildings
and new high-performance and LEED® certified construction.
PIDC serves as master developer of The Navy Yard on behalf of the City of Philadelphia, and
oversees all aspects of The Navy Yard’s management and development, including master
planning, leasing, property management, infrastructure development, utility operation, and the
structuring of development transactions.
RFP Release Date
Thursday, October 22, 2015
Questions Due
Sunday, November 1, 2015 to
[email protected] – subject: The Navy Yard
DNC RFP
Responses to Answers/Clarifications
Friday, November 6, 2015; posted to
http://www.pidcphila.com/tools/contractopportunities
Proposals Due
Wednesday, November 18, 2015 by 12:00 PM
Shortlist Interviews
Wednesday, December 2 – Friday, December
4, 2015
Section 1: General Information
1. Background
The Philadelphia Industrial Development Corporation (“PIDC”) is Philadelphia’s publicprivate economic development corporation. A non-profit partnership between the City of
Philadelphia and the Greater Philadelphia Chamber of Commerce, founded in 1958, our
mission is to spur investment, support business growth, and foster development that
creates jobs, revitalizes neighborhoods, and drives growth to every corner of
Philadelphia.
PIDC manages a family of organizations to accomplish our mission including the
Philadelphia Authority for Industrial Development (“PAID”). PAID is the authority that
owns The Navy Yard. PAID manages and develops The Navy Yard on behalf of PIDC.
The Navy Yard is a modern and dynamic 1,200-acre urban development, offering the
Philadelphia region a unique and centrally located waterfront business campus that is
committed to smart growth, energy innovation, and sustainability. Since the U.S. Navy
closed the historic Philadelphia Naval Shipyard complex during the 1990s, The Navy
Yard has reemerged as a magnet for new businesses, employment, and investment in
Philadelphia.
PIDC serves as master developer and oversees all aspects of The Navy Yard’s
management and development, including master planning, leasing, property
management, infrastructure development, utility operation, and the structuring of
development transactions. CBRE, Inc. (“CBRE”) serves as PIDC’s property manager at
The Navy Yard. CBRE is responsible for maintenance of all the streets, landscaping,
infrastructure, security, and other related property management initiatives.
2. Request for Proposals (“RFP”)
PIDC is issuing this RFP in order to select an entity to provide all aspects of event
marketing and management (“Event Manager”) as outlined in Section 3.2 at The Navy
Yard in anticipation of the 2016 Democratic National Convention (the “Convention”),
occurring July 25-28, 2016. PIDC retains the rights to enter into other agreements for
use of The Navy Yard, such as media relationships for broadcasting purposes. At this
time, we do not expect this to impact Respondent’s event marketing and management
capacity.
PIDC requests proposals from individuals and firms with the qualifications and capability
to recruit, manage, and execute events at The Navy Yard leading up to and during the
Convention. By selecting an entity and entering into an agreement, PIDC expects to
attract events to The Navy Yard that fully utilize the available spaces, increase
awareness of The Navy Yard as a sustainable urban business campus, and generate
revenue to support PIDC’s continuing mission at The Navy Yard.
Each entity that submits a response to this RFP (the “Proposal”), will be considered a
“Respondent”. PIDC intends to enter into negotiations for a master written agreement
(the “Written Agreement”) with the Respondent whose Proposal PIDC determines best
serves its objectives and best meets the criteria set forth in the RFP. It is expected that
the selected Respondent will enter into its own sublicensee agreement for any vendors,
contractors, and/or event hosts.
Due to evolving Convention security arrangements involving several external agencies,
the final terms of the Written Agreement and anticipated sublicenses will need to provide
that agreements for certain locations within The Navy Yard will be subject to amendment
or termination at any time.
3. Selection Criteria
Each Respondent must have substantial experience in professional event marketing and
management and sufficient capabilities and resources to solicit, recruit, manage, and
execute events while providing the highest level of customer service. PIDC will review
and evaluate all complete Proposals received by the Due Date to select the most
suitable Proposal based on the following factors (in no particular order):
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Quality and depth of specific relevant experience;
Demonstration of ability to attract and execute Convention events that will
generate revenue for PIDC and awareness of The Navy Yard as a compelling
and sustainable urban business campus;
Overall qualifications of Respondent;
Responsiveness to this RFP;
Commitment to economic opportunity and sustainability
4. Selection Process
Following an initial review of all submitted Proposals, PIDC anticipates establishing a
shortlist of Respondents that will be asked to make in-person, oral presentations
between Wednesday, December 2, 2015 through Friday, December 4, 2015. PIDC
reserves the right to request additional information at any time. Shortlisted Respondents
will be selected by Tuesday, November 24, 2015.
5. Questions
Respondents wishing to see The Navy Yard are expected to visit The Navy Yard on their
own time, during general public hours. The Navy Yard is accessible to the general public
Monday through Saturday from 5:00 AM – 8:00 PM and Sundays from 7:00 AM – 6:00
PM.
Any and all questions concerning this RFP are to be submitted in writing and sent via
email to Jennifer Tran at [email protected] no later than Sunday, November 1, 2015.
Please refer to The Navy Yard DNC RFP in the subject line. All questions and answers
will be made available to all potential Respondents. PIDC responses will be posted on
the PIDC website at http://www.pidcphila.com/tools/contract-opportunities no later than
Friday, November 6, 2015.
Section 2: Description of The Navy Yard
1. Location and Access
Situated at the southern end of Broad Street, The Navy Yard is one of the region’s most
accessible destinations, particularly in relation to the Convention. It is an ideal location,
with access to I-95, I-76, and South Broad Street, offering ample free parking, shuttle
services connecting to Center City, and proximity to the Sports Complex, FDR Park,
Center City, and Philadelphia International Airport. The Navy Yard is 0.4 miles
(approximately 10 minute walk) from the Wells Fargo Center, the main location of the
Convention.
The Navy Yard is currently open to the public Monday through Saturday from 5:00 AM –
8:00 PM and Sundays from 7:00 AM – 6:00 PM. The Navy Yard has 24/7 on-site
security provided by AlliedBarton Security Services, Inc.
For additional information about The Navy Yard, please visit www.navyyard.org.
2. Facilities
The Navy Yard has over 20 acres of parks and a mile of waterfront trail. Typically these
open spaces provide opportunities for employees and visitors to stretch their legs,
expand their minds, and enjoy the outdoors. PIDC plans to make these outdoor spaces
(the “Available Spaces”) available for events during the Convention. Please see
“Appendix A” for a map of these Available Spaces, including approximate dimensions.
Available Spaces are controlled by PIDC, including but not limited to: Marine Parade
Grounds, Central Green, Crescent Park, League Island Park, and Riverfront Greenway.
No other spaces will be included as part of this RFP. More information can be found by
visiting http://navyyard.org/about-the-campus/amenities/.
Since all of the spaces that PIDC plans to make available are outdoors, Respondents
will have to anticipate that all electricity, water supply, sanitary and restroom, trash
removal and other utilities will not be provided by PAID or PIDC, rather will have to be
accommodated by selected Respondent or its sublicensees, with all proposed
arrangements subject to PIDC’s advance approval.
3. Current Use and Event Activity
The Navy Yard is currently home to more than 11,500 employees and 145 companies in
the office, industrial/manufacturing, and research and development sectors, occupying 7
million square feet of real estate in a mix of historic buildings and new high-performance
and LEED® certified construction.
Last year, more than 100 events were hosted at The Navy Yard, bringing in nearly
100,000 visitors. The campus hosts many of the region’s biggest public events, providing
the finish line for the Broad Street Run, the nation’s largest 10-mile road race, and the
Susan G. Komen Philadelphia 3-Day Race for the Cure 60-mile walk. Also, The Navy
Yard is the site of three beer festivals: Philly Craft Beer Fest, International Great Beer
Expo, and Pour the Core; the Pennsylvania Horticultural Society’s Fall Festival, and the
Philadelphia Antique Show.
All events hosted on PIDC-controlled property at The Navy Yard are carefully selected
by PIDC. The selected events bring awareness, publicity, and value to The Navy Yard.
4. Public/Private Operations
As outlined above, The Navy Yard of today is first and foremost a business campus. As
such, the needs of Navy Yard businesses, employees, and owners are of utmost
importance when bringing events to the property. In opening The Navy Yard to events
during the Convention, PIDC will work with the selected Respondent to ensure that any
event does not significantly interfere with the regular operations of the campus and its
businesses.
Section 3: Respondent Requirements
1. Payments
Payments to PIDC
Each Respondent shall decide on its own proposed usage payments to PIDC.
Payments to Respondent
Each Respondent shall define how it plans to structure cost to users hosting events at
the Available Spaces.
2. Event Marketing and Management
Event Marketing
The selected Respondent shall make its best efforts to book events at The Navy Yard
with as much advance notice as practical, and in order to do so will use all commercially
reasonable means, including but not limited to:
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Create and distribute marketing materials to advertise a diversity of rental options
available at The Navy Yard;
Respond to all inquiries regarding the rental availability of The Navy Yard;
Provide site tours of the Available Spaces;
Accept (with PIDC’s approval), book, and confirm all rentals in a timely manner.
PIDC retains the right to approve all of the selected Respondent’s promotional
activities for The Navy Yard.
Event Management
The selected Respondent shall provide all event logistics services, including but not
limited to:
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Execute agreements with each renter to ensure proper contract terms to include
legal protection for PAID, PIDC, and CBRE;
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Act as the on-site contact and coordinator for event bookings to ensure all rules
and regulations are adhered to (examples: vendor oversight, janitorial/cleaning
services, supplemental security and parking attendants, setup/breakdown);
Act as PIDC’s representative in coordinating with property management, security,
and local and national Convention host committees as necessary.
3. Economic Opportunity
Diversity and inclusion are important values to PIDC and the Philadelphia 2016 Host
Committee for the Convention. We are committed to diversity in practice by all vendors
and contractors being considered and we encourage diverse business owners—
including those owned by minorities, women, veterans, and members of the LGBT and
disabled communities—to submit a Proposal for consideration. In accordance with our
mission to support business growth in Philadelphia, PIDC is particularly interested in
identifying a qualified Event Manager within the City of Philadelphia.
4. Sustainability
PIDC, its tenants, and partners have undertaken a number of sustainability-related
initiatives at The Navy Yard to create a progressive and green work environment.
Therefore, PIDC encourages the selected Respondent to employ eco-friendly practices
and products in its fulfillment of its agreement, evidence of such practices of which will
be considered in evaluating each Respondent’s Proposal.
5. Insurance
The selected respondent will be required to have insurance in amounts and types that
are acceptable to PAID.
6. Subcontracting
PIDC will enter into a master Written Agreement with selected Respondent.
While the selected Respondent may elect to have some services and supplies
performed or provided by a subcontractor, this does not relieve the selected Respondent
of any of its obligations under its agreement with PIDC. PIDC encourages partnerships
with minority-, women-, veteran-, and disabled-owned firms.
Section 4: Submission Requirements/Submission
1. Structure and Content
Proposals should be structured and set forth all such relevant information as follows:
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Cover letter summarizing key points of the Respondent’s Proposal;
Detailed information identifying the Respondent, including name of firm (if applicable),
name of principal(s), all persons or entities with ownership, primary office address,
phone and fax numbers, and email address(es), and primary point of contact with PIDC;
Brief (1,000 words or less) narrative description of the Respondent’s ability to provide
the required services;
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Comprehensive staffing/subcontractor plan and general timeline which describes
Respondent’s recommended plan to efficiently market and manage events at The Navy
Yard leading up to and during the Convention;
Description of Respondent’s intended event program for some or all Available Spaces;
Proposed payment structure to PIDC;
Descriptions of a minimum of three (3) past and/or current assignments by Respondent
of similar scale and character. Each description should include details as to: 1) the
scope of Respondent’s services provided for each assignment, 2) the physical
characteristics of the space/venue for each assignment, 3) eco-friendly and green
practices deployed as part of Respondent’s sustainability plan, and 4) key challenges,
objectives and accomplishments of the assignment;
Additional information, at Respondent’s discretion, not specifically listed above which
demonstrates the qualifications of the Respondent;
Respondent, inclusive of all of subcontractors, must complete the Certificate of NonIndebtedness and submit such certificate along with the Proposal. A copy of this
Certificate is attached as “Appendix C” to this RFP.
2. Submission
Four (4) hard copy originals and one electronic file (.PDF) of the Proposal identified as
“The Navy Yard DNC RFP” must be received by 12:00 p.m., Eastern Standard Time on
Wednesday, November 18, 2015* (the “Due Date”).
Send Proposal to:
PIDC
The Navy Yard
4747 South Broad Street
Building 101, Suite 120
Philadelphia, PA 19112
ATTN: Jennifer Tran
*Facsimile or electronically transmitted (emailed) Proposals will not be accepted.
Postmarks will not be accepted in lieu of actual receipt. Late or incomplete Proposals
will not be considered.
This RFP is not a legally binding document, but an invitation to submit proposals on the
terms and conditions described in this RFP. The Respondent shall be solely responsible
for all such costs, expenses and fees. PIDC reserves the right, at any time prior to the
full execution of an Agreement, to modify the schedule and scope of this solicitation
process, to terminate the RFP process, and to reject or not consider all or any part of
any proposal submitted in response to this RFP for any reason or no reason. Further,
after review of the proposals, PIDC reserves the right to request additional or clarifying
information from any or all of the parties who submit proposals in response to this RFP.
Exhibit “A”