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Request for Proposals

Virtual Reality and Augmented Reality (VR/AR) Lab

VR/AR Lab

Release Date: February 27, 2017

Submission Date: April 7, 2017

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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

Startup A privately-held, entrepreneurial and scalable company

Virtual Reality Technology that immerses the user in a virtual world

Augmented Reality Technology that overlays digital information onto the


physical world

II. GENERAL INFORMATION

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.

This RFP is an effort by NYCEDC, in connection with MOME, to select an Operator to


manage the Lab. NYCEDC is seeking innovative and financially sustainable proposals from
qualified individuals, organizations, institutions, or companies to develop, market, and
manage the Lab in an area of the City that caters to the VR/AR community and is easily
accessible via public transportation.

B. Request for Proposals Overview

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

Time Period Milestone


February 27, 2017 RFP Released
March 3, 2017 Informational Session for Potential Respondents
March 17, 2017 Questions/Clarification Deadline
March 24, 2017 Answers Posted
April 7, 2017 Submission Due Date for Proposals
Q2 2017 Selection of Operator (Selection and Contract)
Q4 2017 Open Physical Center and Launch Programs

III. GENERAL SCOPE OF SERVICES

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.

The primary goals of the Lab are to:

Support early growth-stage VR/AR companies with space, infrastructure and


resources to increase their probability of success, with a goal of scaling companies
and creating more job opportunities for New Yorkers in this emerging sector.

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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.

IV. SPECIFIC SCOPE OF SERVICES

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.

The Tasks include, without limitation, the following:

Task 1 - Design and Develop the Lab and its Program Services

Task 2 - Launch and Grow the Lab

Task 3 - Manage, Operate, and Program the Lab

Task 4 - Program Monitoring, Evaluation Metrics, and Reporting

Task 5 - Publicize 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:

1.1 Management Activities:

o Advisory Board: The Advisory Board will provide guidance on major


strategic decisions relating to the Lab, such as developing the Lab
participant/member selection process, and help secure partnerships with the
VR / AR community. It shall consist of representatives from the Operator,
NYCEDC, MOME, and other relevant stakeholders determined by the
aforementioned entities (e.g. academic institutions, technology companies,
energy companies, real estate companies, venture capitalists, etc.).

o Governance Structure: The Operator and NYCEDC will jointly determine


the authority and membership of the Advisory Board and the structure of the
operational management team of the Lab. The responsibilities of the
management team include, but are not limited to, strategic and financial
planning for the Lab.

o Executive Director: The Operator is expected to have/hire a dedicated, full-


time Executive Director or a position of a similar role and title who will serve
as the primary manager of the Lab. This individual, along with the Operator,
will be held accountable for executing on the deliverables outlined in the
Operators Contract with NYCEDC, including managing the Labs strategic
direction and ensuring financial viability of the Lab.

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.

1.2 Identify, Design, and Secure Physical Site:

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 Affiliation: The Lab can be stand-alone or part of a larger, non-sector specific


site. The Operator may also own the property outright.

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.

At a minimum, the Lab should include:


Demonstration Space: Customized space to demonstrate and exhibit
technologies, products or services to investors and customers.
Convening Space: This space could, but is not required to, utilize the
same square footage as the Demonstration Space. It could be utilized
for community and social events (e.g. conferences, workshops, and
networking events)
Working Space: The Operator can allocate space to dedicated
workstations and shared co-working space tailored to the needs of VR /
AR software, hardware and content creation.

The Lab may also include:


Other Innovation Resources: NYCEDC welcomes proposals that
directly support VR/AR technology commercialization, such as by
incorporating an in-house innovation Lab. While not a requirement,
such a concept would assist companies that may be based at the Lab to
translate cutting-edge research into commercial opportunities that
improve their existing products, foster the creation of new ones, and
ultimately drive economic growth. As such, we suggest that
Respondents consider partnering with other organizations (e.g.
academic institutions or corporate R&D groups) to develop a program
that will apply technical knowledge and unique expertise to the types
of cross-sectoral problems companies that may be based at the Lab are
seeking to solve.

o Fit-Out and Build-Out of the Space; Equipment: The Operator is expected


to finalize budget, schedule, construction schedule, cash flow and revenue
analysis for the term of the lease, including:
Finalize design plans and specifications
Sign a lease or other occupancy agreement for at least the term of the
Contract with the owner/manager of the site (or show site ownership
through a deed etc.);
Equip the Lab with the furniture, resources, and equipment to serve
emerging start-ups and members of the broader VR/AR community
Oversee fit-out and build-out of the Lab according to proposed concept
Obtain all necessary approvals, permits and certificates of occupancy
and/or completion for the occupancy of the Lab for the intended uses

It is contemplated that NYCEDC shall retain ownership of any equipment


purchased for the Lab with Contract funds, and the equipment shall be
licensed to the Operator during the term of the Contract for use in the Lab.
Upon the expiration of the Contract, it is contemplated that NYCEDC may

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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.

1.3 Programming Activities:

o Develop Creative, Effective, and Sustainable Programs: The Operator is


expected to develop programs that support entrepreneurs to launch and grow
their businesses, strengthen the talent pipeline, and connect corporates,
academia, startups and the larger tech community. While it is required that
Operators include programming in the Lab, NYCEDC welcomes creative
proposals on the type of programming that would best suit VR/AR
entrepreneurs and early growth-stage startups.
At a minimum, the Lab should:

Support VR/AR entrepreneurs and early growth-stage companies with


space, infrastructure and resources, including, affordable and shared
access to tools and technologies;
Provide affordable workspace or co-working space for entrepreneurs
and emerging companies;
Host regular events, demos, and other programming (on- or off-site) to
facilitate networking, strengthen business relationships, and create a
platform to showcase the local VR/AR ecosystem and attract investors;
Convene industry leaders, academia, and startups to identify market
opportunities and challenges, validate new technologies, present novel
use cases;
Develop programs to strengthen the local talent pipeline in
collaboration with NYCEDC, MOME, and other relevant City
agencies;
Provide ongoing networking, coaching, mentoring, training,
educational seminars and/or other related services on a range of topics
that are relevant to VR/AR entrepreneurs and start-ups;
Develop efforts to ensure the long-term economic viability of the Lab,
including strategic planning, grants and sponsorship, and fundraising.

The Lab may also:

Offer early-stage funding or other grants/ fellowships to help VR/AR


entrepreneurs and startups to launch and grow their businesses;
Develop opportunities for students to partner with industry
stakeholders on VR/AR projects;
Develop programs to encourage applied research and development in
VR/AR;

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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.

o Engage Diverse Stakeholders: The respondent must engage, at a minimum,


the following groups:
Government help companies connect to government stakeholders,
funding opportunities, and incentive programs
Investor Community help companies involved with the Lab connect
to VC firms, internal VC groups of larger corporates looking for
acquisitions, etc.
Community Groups including tech organizations and VR/AR
initiatives
Academic and vocational institutions

1.4: Lab Branding and Marketing: The Operator is expected to develop a


marketing plan to identify, recruit and select appropriate users and perform outreach
to potential users, tenants, industry stakeholders, investors, and corporate sponsors.
The Operator is expected to create marketing materials, including but not limited to
the Lab name, logo, website, social media, brochure, photographs, and videos.
Operator may also consider participating in relevant conferences (e.g. NYC X
DESIGN, Internet Weeks, Creative Tech Week, etc.) to further its brand recognition.

It is contemplated that NYCEDC shall own all intellectual property created in


connection with branding and marketing of the Lab, which such intellectual property
may be licensed to the Operator for continued operations in connection with the Lab
upon the expiration of the Contract pursuant to 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 license the intellectual property from
NYCEDC upon the expiration of the Contract.

1.5: Other Innovation Resources: NYCEDC welcomes proposals that incorporate


other types of support to further VR/AR technology development, commercialization
and dissemination.
Task 2: Launch and Grow the Lab

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.

2.2: Financial Sustainability: The Operator shall develop a long-term financial


sustainability plan for the Lab, including setting revenue targets and financial
milestones. The Operator is expected to generate significant funds for the Lab
through revenue generating activities, charitable donations (including, without

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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.

Task 3: Manage, Operate, and Program the Lab

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.

3.3: Programming Activities: The Operator(s) are expected to manage and


implement the Programming Activities as outlined in Task 1.

Task 4: Program Monitoring, Evaluation Metrics, and Reports

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.

Task 5: Publicize the Lab and its Programs Services

5.1 Publicity: The Operator(s) are expected to generate media coverage, in


coordination with, and subject to the approval of NYCEDC and MOME, and respond

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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.

Lab Concept and Program

The project description must include a detailed narrative describing the following
relevant aspects of the Lab:

o General Concept: Respondents much include a detailed description of the


proposed project as well as market demand for the project, as well as a stated
vision, purpose and mission of the Lab.
o Programming Concept: Respondents must describe the programming and
services to be offered and how the proposed programming will achieve the
programmatic goals of encouraging innovation and content creation,
strengthening sense of community and networking opportunities, and
encouraging investments in VR/AR in the City. In addition, Respondents
should describe the demand for proposed programming services.
o Outreach/Marketing/Sponsorship Plan: Respondents must describe their
plan for conducting outreach to potential users, industry stakeholders,
investors, and corporate sponsors.
o Management and Operations Plan: Respondents must specify staffing plans
and operations plan, and a timeline for proposed services, and ways to define
and capture program evaluations metrics.

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.

Proposed Lease Terms

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.

Monetization and Pricing Plan

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.

If applicable, Respondents may include:


Letters of interest from potential partners or sponsors.

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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

Each Respondent submitting a proposal must demonstrate sufficient financial


resources and professional ability to develop the Lab in a manner consistent with its
proposal. Each Respondent must complete and submit a Local Law 34 Forms (see
Appendix 1).

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.

In addition, each proposal must include:

Name, address, telephone number and qualifications of the individual or each


member of the Respondent team.

Background information on all members of the Respondent team including the


relevant experience of all principal members involved in the development and
operation of the Lab.

Any additional documentation or information evidencing the strength of the


Respondent and its ability to manage the Lab. If applicable, this should
include any past experience in endeavors similar to the Lab, business
development, workforce development and any partnerships with community,
educational, or other organizations that would support the long-term viability
of the project.

Statement of Agreement

Respondent must provide a statement signed by an authorized principal or officer


stating that the Respondent has read this RFP and the Appendices fully and agrees to
the terms and conditions set forth herein and therein. See Appendix 2 for the form of
the Statement of Agreement.

Minority and Women-Owned Business Enterprise Narrative

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Respondent must provide the Minority and Women-Owned Business Enterprise
Narrative Form. See Appendix 3 for the form.

VI. SELECTION CRITERIA

There is no financial obligation by NYCEDC following the selection of an RFP proposal.


NYCEDC will evaluate each proposal according to the criteria listed below, taking into
account the information provided in the proposal and any other information about the
Respondent and its performance available to NYCEDC. Proposals that are not complete or
do not conform to the requirements of this RFP may not be considered. NYCEDC reserves
the right to request additional information, site visits, interviews or presentations, from one or
more of the Respondents. The selection criteria are as follows:

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.

Operational and Financial Feasibility Schedule (15%): The Respondents Financial


Information must demonstrate the capacity to successfully launch the Lab and develop a self-
sustaining operation within three (3) years of the Labs launch; sufficient revenue to support
the launch and ongoing operation of the Lab; availability of additional funding sources to
finance the project beyond the requested contribution. Respondent will also be evaluated on
the proposed schedule for implementation of the Lab and demonstration of ability to launch
the Lab in a timely fashion. Additionally, Respondent will be evaluated, in part, as to any
proposal to purchase equipment from NYCEDC at the expiration of the Contract term and/or
license intellectual property from NYCEDC at the expiration of the Contract term.

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:

New York City Economic Development Corporation


110 William Street, 4th Floor
New York, NY 10038
Attn: Maryann Catalano, Chief Procurement Officer, Contracts

NYCEDC VR/AR Lab RFP


New York City Economic Development Corporation
vrarRFP@edc.nyc

Doing Business Data Form; Statement of Agreement; M/WBE Narrative Form


All Proposals should also include: (a) Local Law 34 Forms (Appendix 1), and (b) Statement
of Agreement (Appendix 2); (c) M/WBE Narrative Form (Appendix 3)

Further Information/Questions and Answers

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.

VIII. TERMS AND CONDITIONS

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.

D. Only proposals from principals will be considered responsive. Individuals in


representative, agency or consultant status may submit proposals only under the
direction of identified principals, where the principals are solely responsible for
paying for such services.

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.

G. Investigations/Derogatory Information. The Respondent, the members of its team,


and all officers, principals, principal shareholders, partners and members thereof, if
applicable, must complete a background questionnaire and shall be subject to
investigation by NYCEDC and, as applicable, the Citys Department of Investigation.
The selection of a Respondent may be rejected or revoked, or the Contract, if
awarded, terminated for cause, in NYCEDCs sole discretion, in the event any
derogatory information is revealed by such investigation.

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.

I. The Respondent may be required to deliver evidence to NYCEDC of the creation of


employment opportunities for the first two (2) years after the commencement of the
operations at the Lab. The Respondent may also be required to agree in good faith to
consider any proposals made by the City or City-related entities with regard to jobs
the respondent is seeking to fill and to provide the City with the opportunity to make
job referrals and create a training program for City residents.

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.

Doing Business Form


Doing Business Form-Real Property
Q&A General
Q&A Real Property

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APPENDIX 2: STATEMENT OF AGREEMENT

SAMPLE

(On company letterhead)

Date:

New York City Economic Development Corporation


110 William Street, 4th Floor
New York, NY 10038
Attn: Maryann Catalano, Chief Procurement Officer, Contracts

Dear Ms. Catalano:

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

M/WBE Narrative Form

NYCEDC is dedicated to furthering the participation of minority- and women-owned


businesses in its work. Each RFP Respondent must submit this form together with its
proposal to indicate how M/WBE participation will be achieved if it is selected.

Construction Manager/Lead Consultant: Click here to enter text.

Project Number: Click here to enter text.

A. Establishment of numerical MWBE contracting utilization goals


or targets
The Participation Goal Range for this contract is set in Part I Section 2.2.7 of the RFP.
Please indicate the goal you commit to reaching on this contract by entering your
M/WBE Participation Commitment Percentage below Please note, if you are selected
this goal will become part of your contract.
MWBE Participation Commitment Percentage*: Click here to
enter text.

*M/WBE Participation Commitment Percentage = Projected Payments to MWBEs/Total


Contract Payments

B. Prequalified list information (Construction Management contracts only)

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.

1. Trade 2. No. of Prequalified 3. No. of Firms in


Contractors/Consultants for Previous Column (#2) that is
Trade M/WBE
Key Trade #1
Key Trade #2
Key Trade #3
Key Trade #4
Key Trade #5

C. List of Subcontractors (Retainers, On-Call and CM contracts)


Please separately attach the Subcontractors Participation Plan (SPP) listing all subcontractors, both
M/WBE
and non-M/WBE, that will be used on this contract. For CMs, list all the members of the team
included in proposal. The SPP will be reviewed and rated based on:
Percentage of subcontractors who are certified as M/WBE with the appropriate
agency
Number of M/WBE firms on the SPP
Type of work M/WBE firms will provideAre they critical tasks integral to the
project? Are they providing support services? Are there multiple firms on the SPP
for a task that an MWBE is slated to provide?

D. Strategies and methods that will facilitate participation by M/WBE firms


Please separately attach a narrative that lists the specific measures that will be taken to
fulfill the M/WBE requirements of this contract and the goals established. Below are some
recommended methods for engaging M/WBE firms. In the narrative, be sure to indicate
which of the methods will be incorporated into your M/WBE outreach efforts as well as any
additional strategies. These strategies should be specific and easily verifiable. Also include
detailed information about any MWBE programming offered by your firm. Note that
specific actions committed to in the narrative must be documented sufficiently so that
proof of their application can be readily obtained. As this narrative will be a factor in
selection, it is critical that consultants fulfill every aspect of the narrative set forth in the
response to the RFP.

Advertise opportunities for M/WBEs


Hold direct subcontractors accountable to meeting Participation Goals
Engage in direct outreach to M/WBEs
Hold informational meetings with M/WBEs
Work with M/WBE and community organizations to enhance outreach
Reach out to vendors on the NYCEDC Interested Subcontractor List
Seek assistance from NYCEDC Opportunity M/W/DBE staff

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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

Officers Name, Title

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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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