Professional Documents
Culture Documents
VR/AR Lab
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Table of Contents
I. DEFINITIONS ...................................................................................................................................... 3
II. GENERAL INFORMATION ............................................................................................................... 3
A. Introduction / Objective ........................................................................................................................ 3
B. Request for Proposals Overview ........................................................................................................... 3
C. Respondent Profile ................................................................................................................................ 4
D. NYCEDCs Role ................................................................................................................................... 4
E. MOMEs Role ....................................................................................................................................... 5
F. Timeline ................................................................................................................................................ 5
III. GENERAL SCOPE OF SERVICES..................................................................................................... 5
IV. SPECIFIC SCOPE OF SERVICES ...................................................................................................... 6
V. PROPOSAL REQUIREMENTS ........................................................................................................ 13
VI. SELECTION CRITERIA ................................................................................................................... 16
VII. SUBMISSIONS .................................................................................................................................. 17
VIII. TERMS AND CONDITIONS ............................................................................................................ 17
IX. APPENDICES .................................................................................................................................... 20
APPENDIX 1: LOCAL LAW 34 FORMS ............................................................................................. 21
APPENDIX 2: STATEMENT OF AGREEMENT ................................................................................ 22
APPENDIX 3: MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISE NARRATIVE
FORM ..................................................................................................................................................... 23
APPENDIX 4: BACKGROUND INVESTIGATION FORMS ............................................................. 26
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I. DEFINITIONS
A. Introduction / Objective
New York City (the City) is home to a small but growing number of researchers,
entrepreneurs, and businesses whose work relies on the use of Virtual and Augmented
Reality (VR/AR). These new technologies have the potential to enhance and disrupt a
wide range of industries that are crucial to the Citys economy, including: real estate, media
and entertainment, healthcare, and retail.
New York City Economic Development Corporation (NYCEDC) and the Mayors Office
of Media and Entertainment (MOME) seek to position the City as a global leader in
VR/AR and catalyze these new technologies through investment in shared resources and
infrastructure. Specifically, NYCEDC seeks to create a VR/AR Lab in the City (the Lab)
that will serve as a hub to foster innovation in hardware, software, and content creation,
strengthen a sense of community and networking opportunities, and ultimately advance the
Citys competitive advantages.
The Lab shall provide the emerging VR/AR community in the City with a physical space and
a suite of programs to increase collaboration and learning. The Lab shall provide support for
VR/AR entrepreneurs and early growth-stage companies and training opportunities to
strengthen the local talent pipeline. A co-located event space shall offer workshops, panels,
demos, and other programming to facilitate networking and showcase the local ecosystem.
Through this Request for Proposals (RFP), NYCEDC and MOME seek to:
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Create a world-class lab dedicated to the research, development, and commercialization
of VR/AR technologies;
Offer services that provide the Citys researchers, technologists, entrepreneurs, and
businesses, as well as creative, content creators and immersive storytellers with
affordable access to tools, technologies, and support to catalyze the development of their
work and contribute to their growth;
Connect, complement, and build on the capabilities of the Citys existing business
community, academic institutions, startups, and the larger tech community to strengthen
the VR/AR ecosystem and ultimately strengthen the Citys anchor economies, such as
real estate, media and entertainment, healthcare, and retail;
Expand the impact of VR / AR technologies by engaging a diverse group of New
Yorkers;
Advance the Citys economy and maintain its competitive advantages by capturing a
greater share of the global VR/AR market;
The scope of services (the Services) in connection with the launch and operation of the Lab
is comprised of five Tasks that are detailed later in the RFP.
C. Respondent Profile
The Respondents may be, but are not limited to, not-for-profit organizations, industry groups,
academic or research institutions, private companies, venture capitalists, real-estate
developers, incubator managers, or individuals affiliated with relevant organizations.
While the lead Respondent must be a single organization, NYCEDC and MOME welcome
responses from joint ventures and partnerships (e.g. non-profit organizations, real estate/co-
working space, academic or corporate participants). NYCEDC may elect to enter into a
contract (the Contract) for the Services with one or more selected respondents(s) (the
Respondent) for a contemplated term of three years, if any, pursuant to this RFP (any such
selected Respondent(s) hereinafter referred to as the Operator(s)) to launch and operate the
VR/AR Lab as further described herein.
D. NYCEDCs Role
NYCEDC may play a variety of roles, depending on the selected Operator(s), the details of
the proposed Services, and the needs of a specific Task. NYCEDC will oversee the selected
Operator(s) and provide strategic support and serve as facilitator where necessary. NYCEDC
may sit on an Advisory Board as further described herein. NYCEDC may provide publicity
and marketing support.
Subject to the availability of funds and the responses to this RFP, the Operator shall provide
the Services (as detailed below) over the course of three years pursuant to the Contract.
Upon the expiration of the term of the Contract, the Lab is expected to be self-sustaining.
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The Operator shall be experienced in all aspects of the Services that it has been selected to
undertake.
E. MOMEs Role
MOME may play a variety of roles, depending on the selected Operator(s), the details of the
proposed Services, and the needs of a specific Task. MOME will provide strategic support
and serve as facilitator where necessary. MOME may sit on an Advisory Board as further
described herein. MOME may provide publicity and marketing support.
F. Timeline
The Operator shall deliver the tasks (Tasks) under the direction of the project team (the
Project Team), which will comprise representatives from NYCEDC tasked with helping to
complete the program. The Operators implementation of each Task shall be subject to the
Project Teams review and approval, each such approval not to be unreasonably withheld,
conditioned or delayed.
The Operator will be responsible for ensuring the ongoing success of the Lab, including
developing and implementing the Lab, conducting strategic planning, and overseeing day-to-
day operations. Before, during and after the program, the Operator will develop methods to
capture and understand the impact of the Lab. At the conclusion of this program, the
Operator will deliver a final report with recommendations on how the Lab should continue to
develop and operate.
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Provide VR/AR entrepreneurs with affordable, shared access to tools and
technologies in order to increase their probability of success and foster collaboration
across the VR / AR ecosystem locally and globally.
Convene the Citys academic, start-up, and business communities to encourage cross-
sector collaborations, enhance community, establish market opportunities, and attract
talent and resources to the City.
Strengthen the local talent pipeline and create training opportunities in VR/AR
technologies and content creation.
All VR/AR participant companies and Lab programming shall be subject to NYCEDCs
prior approval thereof.
The responsibilities of the Operator in delivering the Services outlined in the Tasks below
include identifying, designing, launching, running, and evaluating well-managed services or
set of services and spaces that complement and strengthen any currently available resources
within the City. Although the Operator is expected to provide the Services outlined in the
Tasks below, the Operator may suggest alternative approaches to the program and additional
Tasks, if these alternatives effectively achieve program goals.
The Operator shall prepare and deliver to the relevant members of the Project Team at
NYCEDC each of the deliverables required for the completion of the Program as
outlined below. All deliverables shall be submitted to the Project Team in both written
and electronic format and initially in draft form for review and comment. The Operator
shall, without additional compensation, make any modifications to the deliverables that
the Project Team may require and submit a revised draft(s) of the deliverables to the
Project Team for its further review and comment until the Project Team finally approves
such deliverables.
Task 1 - Design and Develop the Lab and its Program Services
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Task 1: Design and Develop the Lab and its Program Services
The Operator will be responsible for finding, leasing (or owning), and developing the Lab.
Specific tasks will include:
o Master Strategic and Financial Plan: The Executive Director will spearhead
the strategic and financial planning. The Advisory Board will be available for
ad hoc support and guidance throughout the planning process.
o Location: The Operator shall identify a site for the Lab and should consider
factors such as use, size, and layout when selecting a site for the Lab.
o Site: The Operator shall select the site and a design team, provided they meet
the requirements outlined in this RFP. Respondents shall detail the specific
equipment they would offer and basic office amenities for potential users. The
site can range from turn-key to one that requires some investment to prepare
for occupancy. NYCEDC is not prescriptive as to the size and location of the
site. Respondents should propose a site, and are welcome to propose City-
owned or City-affiliated buildings as potential sites for the Lab. More details
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as to available City sites will be provided at the Information Session scheduled
for March 3, 2017. NYCEDC urges all Respondents to consider the financial
and timeline implications of their choices. The Lab should be launched by the
fourth quarter (Q4) of 2017.
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elect to sell the equipment to the Operator pursuant to a purchase option on
terms to be mutually agreed upon by NYCEDC and the Operator. To the
extent possible, Respondents should propose the terms under which they
would expect to buy the equipment from NYCEDC upon the expiration of the
Contract.
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Foster an extended network of VR/AR efforts in the City;
Develop programs to connect the VR/AR community within the City
and with U.S.-based and international leaders in the field.
2.1: Staffing (below Executive Director): The Operator shall create a staffing plan
and appoint appropriate staff for the Lab. The Respondent should include a proposed
team in its submission, outlining time allocation, organizational structure, roles,
responsibilities and credentials for each role.
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limitation, in-kind donations), sponsorships, self-funding, or other means to ensure
the successful launch of the Lab and its on-going operations. The Operator may offer
financial sponsors of the Lab a suite of services, such as co-branding and marketing
opportunities. In the event that the Operator elects to undertake charitable
fundraising in connection with the Lab (and/or elects to subcontract with a third party
provider in connection with such fundraising activities), certain restrictions and
regulations may apply to such activity, including but not limited to the following: (1)
the Operator shall ensure that each fundraiser has all required registrations, including
any required registration with the New York State Charities Bureau, (2) donated
funds may be required to be deposited with NYCEDC and donated property may
become the property of NYCEDC, and (3) prospective donors and sponsors shall be
subject to NYCEDCs approval prior to any solicitation.
2.3: Official Launch Event: The Operator will plan and hold an official publicity
event (with substantial media coverage) to launch the Lab, in conjunction with
NYCEDC and MOME. The Operator will promote the event via social media and
other networks to attract a relevant audience of 100+ people and garner high-quality
media coverage. The official launch event will take place at a date/time to be
determined by NYCEDC.
3.1: Managerial Activities: The Operator(s) are expected to undertake the following
activities (as appropriate): strategic and financial planning, procurement outreach, and
marketing & publicity, track and report on progress.
3.2: Operating Activities: The Operator(s) are expected to: manage the Lab, provide
basic support services (managing shared amenities, facilitating interactions among
Lab users, etc.), build community through stakeholder engagements and develop
partnerships and sponsorships. NYCEDC will look favorably upon efforts to form
partnerships with existing local operators (incubators, accelerators, etc.), academic
institutions, federal or regional associations, and corporations.
NYCEDC expects regular progress updates from the Operator, but these updates should not
be limited to status reports. NYCEDC will be a collaborative partner in forming strategy for,
and implementation on, the VR/AR Lab, especially prior to the launch, and expects to
develop a close working relationship with consistent communications with the Operator.
4.1 Output and Outcome Metrics: The Operator shall collect information on a
number of metrics for the program tasks and results, including Output and Outcome
metrics. These metrics are to be detailed in Contract between NYCEDC and the
Operator.
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Output metrics are evidence of the delivery of the different program activities in
terms of size and scope. Some baseline output metrics include but will not be limited
to:
o Lab operations: number and nature of consulting services contracts, number
and demographics of Labs staff
o Lab participants: number of applications, number of members, industries
represented, company size, participants business stage, demographics of
participants
o Physical space: equipment and office amenities appropriateness for
participants, occupancy and usage data
o Training activities: attendance rates, completion rates, demographics of
participants, attendees satisfaction levels
o Community events: attendance rates and demographics of participants
o Sponsorships: number of sponsors and progress with milestones
o Mentorship: ratio mentors/members, number of mentors/mentees matches
o Marketing: press coverage, social media metrics, website traffic
Outcome metrics represent evidence of project results and success of the program
activities on at least three different levels: economic impact, social changes and
inclusiveness. Some representative outcome metrics in these levels include but will
not limited to:
o Economic impact: number and size of business generated and sales, number of
technologies created, amount of venture capital fundraising, changes in
participants business stage
o Social change: training test results, number of mentees completing a
mentorship
o Inclusiveness: economic and social change metrics disaggregated by
participants demographics
4.2 Reports: The Operator shall provide regular reports that will include, but will not
be limited to:
o Pre-launch status reports (monthly): with strategic plans, targets and estimates
with regards to marketing, partnerships, space build-out and programming
o Post-launch status reports (quarterly) and annual reports: with a qualitative
assessment of progress against the strategic plan, as well as the pre-established
output and outcome metrics outlined in 4.1.
NYCEDC will work with the Operator to determine the content and structure of the
reports.
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to all publicity requests, in coordination with, and subject to the approval of
NYCEDC and MOME. Media coverage may include:
Print mainstream and industry specific publications
Digital blogs, social media, podcast, mainstream sources, industry-specific
(e.g. Green Tech Media, TechCrunch, Mashable, VentureBeat, etc.)
Televised host events with televised press coverage (e.g. launch event)
V. PROPOSAL REQUIREMENTS
Respondents must submit a business plan for the Lab that includes the information outlined
below. Neither NYCEDC nor MOME shall be liable for any costs incurred by the
Respondent in the preparation of its Proposal. All Proposals shall become the property of
NYCEDC.
The project description must include a detailed narrative describing the following
relevant aspects of the Lab:
Site Plan
Respondents must provide a description of the proposed site for the Lab, including
specific potential location(s), size, layout, and equipment required for the proposed
programming.
Construction Plan
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If construction, improvements and/or space fit out are envisioned, Respondents must
provide a summary of the proposed development and space program. While
conceptual drawings, site-use plans, and floor plans, are not required, Respondents
are encouraged to include some or all of these as part of the proposal submission.
If Respondents plan to rent space, Respondents must include the anticipated lease
terms including length of term, renewal options, amount of rent and timing of rent
payments and other available pertinent details.
The Respondent must detail a plan to generate revenues from the space, outlining the
different income sources and preliminary pricing associated with each revenue
stream.
Financial Information
The Operator is expected to develop a self-sustaining operation within three (3) years
of the Labs launch. Respondents must demonstrate their ability to successfully
launch the project and support its ongoing operations.
Respondents must state (i) the amounts they will invest to cover Lab start-up and/or
operating costs, (ii) the amounts they intend to raise from outside sources to cover the
Lab start-up and/or operating costs, (iii) names of identified potential outside sources
(iv) the amounts they are requesting through the proposal to cover specific start-up
costs and operating expenses, and (iv) the timing thereof.
Applicable respondents must submit a pro-forma cash flow analysis for a period of
ten (10) years from the official Lab launch date, including capital and operating
budgets. The capital and operating budgets must detail expenses for space layout and
any capital improvements; all expenses including staff salaries, any rent to landlord,
and other upfront and ongoing expenses; revenue streams, including workspace rents,
membership or programming fees, and other potential funding sources for any
operating expense funding gaps, such as donations, grants or sponsorships.
A table of all assumptions used in the pro-forma cash flow must be included.
Respondents must submit the cash flow and revenue analysis in Excel format with a
link to the table of assumptions.
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To the extent possible, Respondents should propose the terms under which they
would expect to purchase from NYCEDC any of the Labs equipment purchased with
Contract funds upon the expiration of the Contract.
To the extent possible, Respondents should propose the terms under which they
would expect to license from NYCEDC any intellectual property created in
connection with the Lab upon the expiration of the Contract.
Respondent Description
Respondents are encouraged to develop proposals that reflect distinct points of view
based on their own assessment of the Citys business, research and technology
landscape, a Respondents own capabilities, and a Respondents perspective on the
future of the VR / AR landscape in the City, as well as domestically and globally.
Statement of Agreement
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Respondent must provide the Minority and Women-Owned Business Enterprise
Narrative Form. See Appendix 3 for the form.
The quality of the proposal (30%): The quality of the proposed services, including the
degree to which it demonstrates the Respondents full understanding of the service; ability to
execute the proposed service(s); and the content of the proposal demonstrating the
Respondents full understanding of the expertise necessary to successfully fill the services.
The quality of Respondent team (30%): The Respondents demonstrated experience and
reputation in program development, management and outreach in the area(s) of each Task.
Please note that prior to award, Respondents will be expected to complete a Background
Investigation Form (see Appendix 4).
Economic and community impact (15%): The potential impact of a proposals service(s)
on the target audience, surrounding communities (if applicable), and the extent to which
proposed program(s) are creating opportunities for a diverse group of New Yorkers.
M/WBE Goals (10%): The Respondents proposed plans for encouraging 5- 15%
participation by Minority and Women-Owned Business Enterprises (M/WBE) in
connection with the services to be provided pursuant to this RFP including, as applicable, the
respondents M/WBE Subcontractors Participation Plan or M/WBE Narrative Form. Please
see Appendix 3 for more detail.
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VII. SUBMISSIONS
How to Submit
Proposals must be submitted to and received by NYCEDC. Six (6) hard copies of the
Proposal in paper form and one copy of the Proposal in electronic format (either CD-ROM or
USB device) must be received by NYCEDC, at the address below, in a package with the
Respondents name and address clearly written on the outside and labeled VR/AR Lab by
the Submission Deadline in order to be accepted for the subsequent review period:
An optional informational session will be held on Friday, March 3, 3017 at 10AM at LMHQ
(150 Broadway, 20th Floor, New York, NY 10038). Those who wish to attend should RSVP
by email to vrarRFP@edc.nyc on or before March 1, 2017.
Respondents may submit questions and/or request clarification from NYCEDC no later than
5:00pm on March 17, 2017. Please send questions regarding this RFP to vrarRFP@edc.nyc.
All questions will be answered and posted to www.nycedc.com/RFP by Friday, March 24,
2017.
For all questions that do not pertain to the subject matter of this RFP, please contact
NYCEDCs Contracts Hotline at (212)-312-3969.
NYCEDC, acting on behalf of the City of New York, is issuing this Request for Proposal
(RFP). In addition to those stated elsewhere, this RFP and any transaction resulting from
this RFP are subject to the conditions, terms and limitations stated below:
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A. The City and NYCEDC, and their respective officers, employees, and agents, make
no representation or warranty and assume no responsibility for the accuracy of the
information set forth in this RFP.
B. The City and NYCEDC, and their respective officers, employees, and agents, make
no representation or warranty and assume no responsibility with respect to any space
proposed by Respondents to house the Lab, which space shall conform to, and be
subject to, the provisions of the New York City Zoning Resolution, all other
applicable laws, regulations, and ordinances of all Federal, State and City authorities
having jurisdiction, and any applicable Urban Renewal Plan, design guidelines or
similar development limitations, as all of the foregoing may be amended from time to
time.
C. Neither NYCEDC nor the City is obligated to pay and shall not pay any costs in
connection with assisting respondent(s) or the project, or incurred by any respondent
at any time unless NYCEDC or the City has expressly agreed to do so in writing.
E. This is a Request for Proposals not a Request for Bids. NYCEDC shall be the sole
judge of each responses conformance with the requirements of this RFP and of the
merits of the individual qualifications and proposals. NYCEDC reserves the right to
waive any conditions or modify any provision of this RFP with respect to one or more
Respondents, to negotiate with one or more of the Respondents, to require
supplemental statements and information from any Respondents, to establish
additional terms and conditions, to encourage Respondents to work together, award
contracts to multiple Respondents, or to reject any or all responses, if in its judgment
it is in the best interest of NYCEDC and the City to do so. If all responses are
rejected, this RFP may be withdrawn and the contract re-offered under the same or
different terms and conditions. In all cases, NYCEDC shall be the sole judge of the
acceptability of the responses. NYCEDC will enforce the submission deadline stated
in the RFP. The timing of a selection of a Respondent may differ depending upon the
degree to which further information on individual proposals must be obtained or due
to other factors that NYCEDC may consider pertinent. All responses become the
property of NYCEDC.
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F. Except as specifically provided herein, the Respondent will pay all applicable taxes
payable with respect to the project.
H. All proposals and other materials submitted to NYCEDC in response to this RFP may
be disclosed in accordance with the standards specified in the Freedom of Information
Law, Article 6 of the Public Officers Law (FOIL). The entity submitting a proposal
may provide in writing, at the time of submission a detailed description of the specific
information contained in its submission, which it has determined is a trade secret and
which, if disclosed, would substantially harm such entitys competitive position. This
characterization shall not be determinative, but will be considered by NYCEDC when
evaluating the applicability of any exemptions in response to a FOIL request.
J. Upon submission of a proposal to this RFP and subject to any legally required
disclosures, Respondents, and their representatives and agents, shall treat their
proposals and all information obtained from NYCEDC or the City in connection with
this RFP (the Confidential Information) confidentially, and shall not discuss,
publish, divulge, disclose or allow to be disclosed the Confidential Information to any
other Respondents or any other person, firm or entity, including press or other media,
without NYCEDCs prior written approval. Respondents shall refer all press and
other inquiries concerning the RFP and the Confidential Information, without further
comment, to NYCEDC.
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IX. APPENDICES
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APPENDIX 1: LOCAL LAW 34 FORMS
The Operator shall complete and submit a Doing Business Data Form which can be found at
www.nycedc.com in the following section:
Resource/Vendor Resources
If the Respondent cannot access or download these forms, NYCEDC may, upon request, send
the Respondent the required forms. The text of said section provides as follows:
Doing Business Accountability Project Forms
Local Law 34 of 2007 (LL 34) requires the creation of a database containing information about
entities that do business with the City as defined by the law, and principal officers, owners and
senior managers of these entities. This information will be collected on Doing Business Data
Forms that are distributed, collected and reviewed by agencies, and forwarded to the Doing
Business Accountability Project (DBAP) at MOCS for processing. Collected data will be used to
identify entities and people who are subject to LL 34s limitations on campaign contributions in
municipal elections.
The submission of a Doing Business Data Form that is not accurate and complete may result in
appropriate sanctions. Respondents are encouraged to consult legal counsel with respect to the
impact of LL34. Respondents may also wish to review the document Q&A: The Doing
Business Data Form and the Doing Business Database available at the Website and described in
for further information. Note that responding to this RFP constitutes doing business with the
city under LL34.
If you have any questions or concerns, please contact the Doing Business Accountability Project
at 212-788-8104 or DoingBusiness@cityhall.nyc.gov.
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APPENDIX 2: STATEMENT OF AGREEMENT
SAMPLE
Date:
This letter hereby certifies that [Respondent] has read this RFP and the Appendices fully and
agrees to the terms and conditions set forth in this RFP and Appendices.
Sincerely,
Operator
Operator Title [must be authorized principal or officer of the Respondent]
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APPENDIX 3: MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISE
NARRATIVE FORM
What is the size of your list of prequalified subcontractors? Click here to enter text.
How many M/WBEs are on your list of prequalified subcontractors? Click here to enter
text.
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Please fill out table below so that we may determine how well M/WBEs represented on your
prequalified list for trades that are key to this project.
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Carve out specific work for M/WBE contractors
Unbundle bid packages to engage more subcontractors
E. Provide the name and contact information of in-house M/WBE contact Click here to
enter text.
E. Attestation
I acknowledge that all the information provided herein is true and correct. In addition, I
confirm the following:
I have read and understand the M/WBE requirements for this contract.
I will make and thoroughly document Good Faith Efforts utilized in encouraging
M/WBE participation.
I understand that I must notify NYCEDC of any material changes to the
information submitted herein.
x
Authorized Person
Date
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APPENDIX 4: BACKGROUND INVESTIGATION FORMS
The successful Respondent shall cooperate in supplying any information as may be required with
respect to the Vendex Clearance Forms, which are available online at www.nyc.gov/vendex (the
Vendex Website), and any other government review and approval forms. If the Respondent
cannot access or download these forms, NYCEDC may, upon request, send the Respondent the
required forms.
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