1 | IFB #25-S-052 Field Turf Maintenance

FIELD TURF MAINTENANCE

INVITATION FOR BID (IFB)

BID #25-S-052

The Washington Convention and Sports Authority t/a Events DC is soliciting quotes from qualified firms to provide Field Turf Maintenance.

Interested parties can view a copy of the IFB by accessing Events DC’s e-Procurement website at https://eventsdc.com/about/procurement.

Key Dates

IFB Release Date: Monday, August 3, 2026; 3:00 PM, EST

IFB Pre-Proposal Conference: Tuesday, August 18, 2026; 1:00 PM, EST

IFB Questions Due Date: Friday August 21, 2026; 3:00 PM, EST

IFB Response Due Date: Wednesday, September 2, 2026; 5:00 PM, EST

Primary Contact

Name: Jaylah Dawson Senior Contracts & Procurement Analyst Email: Jdawson@eventsdc.com Phone: 202-249-3072 https://eventsdc.com/about/procurement.

https://eventsdc.sharepoint.com/sites/OCPTeam/Shared%20Documents/Jdawson@eventsdc.com

2 | IFB #25-S-052 Field Turf Maintenance

SECTION A - INTRODUCTION

A.1 The Washington Convention and Sports Authority t/a Events DC (“Events DC”) is an independent authority of the District of Columbia (“District”) Government and operates as a corporate body with a legal existence separate from the District. Events DC is governed by a twelve (12) member Board of Directors appointed in accordance with D.C. Code § 10-1202.05. Its day-to-day operations are managed by its President and Chief Executive Officer.

A.2 Events DC has the responsibility to, among other things, promote, develop and maintain the District as a location for conventions, trade shows, meetings, concerts, sporting and entertainment events, and other special events. In that regard, it owns, manages and/or operates the Walter E. Washington Convention Center (“Convention Center”), the Carnegie Library at Mt. Vernon Square (“Carnegie Library”), Robert F. Kennedy Memorial Stadium and its surrounding campus (which includes the Festival Grounds, the Fields at RFK Campus, and Skate Park) (“RFK Stadium”), the non-military portions of the District of Columbia Armory, Gateway DC, the R.I.S.E. Demonstration Center, Nationals Park, and CareFirst Arena (each a “Facility”; collectively, the “Facilities”).

A.3 Events DC is seeking a qualified contractor (the “Contractor”) to provide Field Turf

Maintenance (“Services” or “Work”). The Contractor shall provide all supervision, labor, materials, equipment and supplies required to provide the Work, meeting the specifications identified in this solicitation.

A.4 Events DC intends to award a Firm Fixed price contract with a time and material component (“Contract”) for the Work identified herein. The Base Term of the Contract will be from October 1, 2026 through September 30, 2027, with four (4), one-year renewal options.

[End of Section A]

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SECTION B - GENERAL REQUIREMENTS

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks an experienced Contractor to provide the Work on an as needed basis.

(b) The Contractor shall conduct all Services under the direction of Events DC’s designated on-site representative, the Contracting Officer’s Technical Representative (“COTR”).

Contact information for the COTR will be provided at the time of Contract award.

B.2 CONTRACTOR QUALIFICATIONS

To be considered for award of the Contract, the Bidder must:

(a) Possess five (5) years of documented experience working with major turf systems like FieldTurf, Tarkett Sports, or Shaw Sports Turf;

(b) Provide documented experience with specialized equipment such as Groomers and decompaction units (not standard lawn equipment), Infill redistribution tools (for rubber/sand systems), Debris removal systems, and Capability for deep cleaning and sanitization of turf systems at similar facilities (stadiums, arenas, schools) via references, resumes and/or completed project scopes with pictures and details;

(c) Be bonded and licensed to perform the Work and be a licensed contractor in the District;

and

(d) Perform all Services in conformance with applicable federal, state, and District laws and regulations.

B.3 PRICE/COSTS

(a) Bidders shall provide fully loaded, hourly rates and firm fixed costs to perform the Services during the Base Term and all Option Years for items and services specified in Section C below.

(b) The prices offered shall be a low as, or lower than those charged to the Contractor’s most favored customer for comparable quantities, terms and conditions.

(c) The price shall include administration fees and delivery cost to the final destination(s) identified in this solicitation.

B.4 PRE-PROPOSAL CONFERENCE/SITE VISIT

(a) An OPTIONAL Pre-Bid Conference/Site Visit (“Site Visit”) is scheduled for 1:00 PM EDT, 08/18/2026 for all prospective Bidders. Notification of intent to attend must be provided via e-mail to Jaylah Dawson, Jdawson@eventsdc.com no later than 2:00 PM EST, 8/17/2026. Attendance is strongly suggested, but not mandatory.

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(b) Prospective Bidders shall meet at the Fields at RFK Campus, 401 Oklahoma Ave., NE, Washington, DC 20002. The number of individuals representing each prospective Offeror is limited to two (2).

(c) The purpose of the Site Visit is to walk potential Bidders around the Facility, and to provide an opportunity for informal questions and answers. If a prospective Bidder desires a binding answer to any question asked and answered informally at the Site Visit, the question must be submitted in writing through the OpenGov system.

B.5 QUESTIONS

(a) If a prospective Bidder has any questions related to this IFB, the Bidder must submit the questions in the OpenGov system via the “Question and Answer Message” tab to receive a binding answer. Any questions asked and answered outside of the OpenGov system will be considered informal and non-binding.

(b) Questions must be received no later than 3:00 PM, EST, August 21, 2026. Events DC will not consider any questions received after this date.

(c) Events DC will furnish responses promptly to the requesting prospective Bidder and to other prospective Bidders if deemed by Events DC to be necessary to prepare a complete and accurate proposal, or if the lack of a copy of the response would be prejudicial to any other prospective Bidder.

[End of Section B]

SECTION C - SCOPE OF WORK AND OTHER REQUIREMENTS

C.1 GENERAL REQUIREMENTS

The Fields at RFK Campus opened in 2019 and consists of three synthetic turf fields, which include soccer, baseball, rugby and flag football fields. Events DC needs a FieldTurf authorized servicer to provide preventative maintenance and as-needed repairs, as further outlined in Section C.2 below. Diagrams of the Fields are included as Attachment D. The Contractor shall work at the direction of the COTR and provide the Work as more particularly set forth below.

C.2 SPECIFICATIONS/SCOPE OF WORK

(a) The Contractor shall, within five (5) days of award of the Contract, develop a schedule for preventative maintenance (“Preventative Maintenance Plan”). The Preventative Maintenance Plan shall include the specific dates and time slots for preventative and routine maintenance. The Contractor shall deliver the proposed Preventative Maintenance Plan for the COTR’s review and approval. Upon approval, the Contractor shall abide by

5 | IFB #25-S-052 Field Turf Maintenance the approved times, providing the COTR with five (5) days’ notice of the upcoming appointment to allow the COTR to reschedule or cancel as needed.

(b) The Contractor shall perform maintenance based on the amount of usage on the Fields at RFK Campus to ensure they consistently are in operating condition (as defined by the COTR), but at minimum include:

i. During the spring and summer, the Fields at RFK Campus will need to receive maintenance every four (4) to six (6) weeks;

ii. During the fall and winter at least once every two (2) months;

iii. Perform surface brushing every four (4) to six (6) weeks;

iv. Surface aerating, maximum two (2) to three (3) times per year beginning in the second year of the Fields at RFK Campus’ life;

v. Surface racking every four (4) to six (6) weeks;

vi. Surface sweeping, as needed (COTR shall have the authority to request additional);and

vii. Perform additional maintenance activities to include complete inspection of line markings, seams and high traffic areas; infill top dressing as needed.

(c) The Contractor shall, while on the service call, perform additional maintenance involving impact test, repair of affected areas, inspections of line markings, seams and high traffic areas, infill top dressing with brockfill, and snow removal when needed.

(d) The Contractor shall provide other services on an as-needed basis (including snow removal) at the Fields at RFK Campus or at any of Events DC locations. When requested, the Contractor shall provide a written quote for the review and approval of the COTR.

The Contractor shall perform the Work at the schedule outlined by the COTR.

(e) The Contractor may be required to re-perform or provide additional maintenance in excess of the frequencies on the recommended maintenance schedule should excess use at the Fields at RFK Campus require it, as determined by the COTR. The Contractor shall be required to perform the additional service calls at no cost.

(f) The Contractor shall provide detailed service reports to the COTR within twenty-four

(24) hours of a service call including:

i. date;

ii. time;

iii. pictures;

iv. field condition;

v. preventive report;

vi. recommendations for future maintenance;

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vii. deficiencies that need to be replaced; and

viii. any necessary and suggested repairs.

(g) The Contractor shall provide an annual summary report with performance analysis.

(h) The Contractor shall provide all equipment needed to provide the Work, including but not limited to:

i. Tow vehicles that can pull groomers and sweepers, which must have 20HP and be equipped with turf tires. The vehicle shall not exceed 70PSI of pressure on the turf and possess hydraulic lifting capabilities to lift and place the equipment on the turf.

ii. Grooming, aerating, raking, vacuum, sweeping, and snow removal machines for artificial turf.

iii. Impact, water flow, and infill measuring equipment.

C.3 WARRANTY

(a) If any goods or Services are delivered damaged, the Contractor shall be notified by the COTR and the product(s) shall be replaced, or the Work be re-performed within two (2) weeks of the notification.

(b) The Contractor shall include the manufacturer’s standard warranty with each good or

Service.

(c) The Contractor shall warrant all goods and Services for a period of one (1) year.

C.4 SCHEDULE OF WORK

(a) The Contractor shall coordinate with the COTR to develop a work schedule (“Schedule”), within the timeframe determined by the COTR. The Schedule must be approved by the COTR prior to the performance of Work. The Schedule must not interfere with the normal business of the respective Facility or disrupt any activity. This may require that some Work be performed during late or overnight hours.

(b) The Contractor shall perform all Services between the hours of 8:00 AM and 5:00 PM EST, Monday through Friday. Other working hours may be considered if deemed necessary by the COTR.

(c) The Contractor shall immediately notify the COTR if the Contractor anticipates the Services cannot be performed as scheduled and shall promptly propose a rescheduling of the Services, provided, however, that nothing in this section shall be construed as requiring Events DC to accept the proposed rescheduling. Events DC may, in its sole discretion, and

7 | IFB #25-S-052 Field Turf Maintenance without waiving any of its rights under the Contract, reject any proposed rescheduling of the Services and may obtain the required Services from another contractor.

(d) Should the Contractor fail to provide the Services in accordance with the agreed upon schedule, the Contractor may be liable for the costs incurred by Events DC to acquire substitute services of similar quality. In addition, the Contractor may, in addition to other obligations under the Contract, be liable for the difference of the cost of the substituted services and the fees that would otherwise have been due the Contractor under the Contract.

(e) Events DC may, without incurring any liability, cancel any scheduled Services upon twenty- four (24) hours’ prior notice to the Contractor.

(f) The Contractor shall respond to all repair requests within twenty-four (24) hours of the request to schedule the repair.

C.5 QUALITY OF WORKMANSHIP AND MATERIALS

(a) The Contractor shall perform, or cause to be performed, all Services, required under the Contract to the reasonable satisfaction of Events DC, with that degree of skill, care and diligence normally exercised by experienced contractors performing Services of similar scope and magnitude. The Contractor shall at all times act in the best interest of Events DC.

(b) All Services performed under the Contract shall be inspected by the COTR. The Contractor shall be required to repair and/or redo work that is determined by the COTR to be deficient.

If the Work is found to be deficient, the Contractor shall, within twenty-four (24) hours after being notified by the COTR of such deficiency, submit a Corrective Action Plan (“Plan”) describing how the deficiency will be corrected, which Plan shall include any labor or parts that may be needed. Upon approval of the Plan, the Contractor will work with the COTR to schedule the corrective work required. The Contractor shall bear all costs associated with correcting deficient work to include all costs associated with removing and replacing any non-conforming equipment or supplies, and the performance of any additional services made necessary thereby.

(c) The Contractor shall perform all Work required under the Contract as to avoid the creation of dust, noise, odors, or any disruption of the normal operations of the Facilities where Work is performed. Whenever Events DC determines any operation constitutes a nuisance, hazard, or other disruption, the Contractor shall immediately adjust its operations to cause the abatement of such conditions. Events DC may, at any time, require additional provisions if in its sole discretion such provisions are necessary for public safety or the efficiency of its operations.

C.6 CONTRACTOR FURNISHED EQUIPMENT

(a) The Contractor shall provide all equipment, lifts, materials, tools and supplies necessary to perform the Services. All equipment must meet standard OSHA safety requirements as

8 | IFB #25-S-052 Field Turf Maintenance well as all safety requirements pursuant to law. All equipment must be operated in a safe manner and must be clean and in good repair at all times while the Services are being performed.

(b) The Contractor is solely responsible for the quality and performance of all Contractor provided materials and equipment. The Contractor shall be responsible for the cost of any repairs necessary to their own equipment.

(c) The Contractor and its personnel shall be knowledgeable in the proper use and operation of all equipment used to fulfill the requirements of the Contract.

(d) All Contractor provided materials and equipment shall be available for inspection by

Events DC at the request of the COTR.

C.7 OTHER CONTRACTOR REQUIREMENTS

(a) All Work shall be done in compliance with all applicable federal and District of Columbia laws, rules and regulations, and with all manufacturers’ recommendations, specifications and warranty requirements.

(b) The Contractor shall confine operations and workforce to the space allocated by Events DC and shall be responsible for site safety, as well as site preparation and cleanup.

(c) The Contractor shall take proper measures to protect the Facilities from damage while performing Work under the Contract. The Contractor shall be liable for the cost to restore any damaged property to a condition similar or equal to that existing before such damage was done, to the satisfaction of Events DC.

(d) The Contractor shall maintain all areas in which the Work is performed in a safe, hazard-free condition. The Contractor shall at all times engage the use of protective measures to ensure public safety, including, but not limited to, conspicuously placed caution signage;

barrier tape; back-up lights and horns on rolling equipment; and personnel. Whenever the Work is being performed above the floor (i.e., with the use of ladders, scaffolding, lifts, trusses and the like), the Contractor shall conspicuously post warning signs and personnel, and erect barricades and barriers.

(e) The Contractor shall be responsible for storage and protection of all equipment, materials, and supplies necessary to perform the Work. Events DC will identify an area within the Facility in which to store such equipment, materials, and supplies, provided, however, that Events DC shall not be responsible for any loss or damage to such equipment, materials, or supplies.

9 | IFB #25-S-052 Field Turf Maintenance

(f) Upon completion of the Work, the Contractor shall remove all equipment, materials, and supplies used and restore the site to the same general condition that existed prior to the commencement of the Work. The Contractor shall be liable for the cost to restore any damaged areas to a condition similar or equal to that existing before such damage was done, to the satisfaction of Events DC.

C.8 PERSONNEL

(a) The Contractor shall provide and supervise all personnel, or subcontractors, necessary to perform the Services in accordance with the Contract.

(b) The Contractor’s personnel must sign in and sign out at the Convention Center’s Security Labor Office upon entering or exiting the Convention Center.

(c) The Contractor shall take all necessary measures to comply and ensure that its employees comply with “Rules of the Jobsite for Contractors”.

(d) The Contractor’s personnel and/or subcontractors shall exercise safe and sound business practices with the requisite skill, care and diligence normally shown by professionals in the fields of Work required under the Contract.

(e) The Contractor shall at all times be independent contractors, and the Contract shall not in any way create or form a partnership or joint venture with Events DC. No agent, servant, or employee of the Contractor shall under any circumstances be deemed an agent, servant, or employee of Events DC.

(f) The Contractor shall not subcontract any of the Services to any subcontractor without the prior written consent of the COTR. Any Services so subcontracted shall be performed pursuant to a subcontract agreement, which the COTR will have the right to review and approve prior to its execution by the Contractor. Any such subcontract shall specify that the Contract and the subcontractor shall be subject to every provision of the Contract.

Notwithstanding any such subcontract approved by the COTR, the Contractor shall remain liable to Events DC for all Services required hereunder.

[End of Section C]

SECTION D - CONTRACT TERM, DELIVERABLES AND PERFORMANCE

D.1 TERM OF CONTRACT

(a) The Base Term of the Contract shall be October 1, 2026 through September 30, 2027.

(b) Events DC has the right to extend the term of the Contract for four (4), one-year Option

Years, or successive fractions thereof, by written modification to the Contract before expiration, provided that Events DC gives the Contractor a preliminary written notice of

10 | IFB #25-S-052 Field Turf Maintenance its intent to extend at least thirty (30) days prior to Contract expiration. The preliminary notice does not commit Events DC to an extension. The Contractor may waive the thirty

(30) day preliminary notice requirement by providing a written waiver to the COTR prior to Contract expiration. The exercise of an option is subject to the availability of funds at the time the option is exercised.

(c) The Services to be required will be determined at the time each Option is exercised. If

Events DC exercises an Option, the Contract shall be considered to include the option provision.

D.2 DELIVERABLES

The Contractor shall provide, at a minimum, the deliverables set forth below. Additionally, and upon request, the Contractor shall provide other reports which may be presented to Events DC’s Board of Directors, or the Council of the District of Columbia. The number of copies of other reports will be determined at the time of the request by Events DC.

DELIVERABLE METHOD OF

DELIVERY

DUE DATE

TO WHOM

Preventative

Maintenance Plan

One (1)

E-mail

Within five (5) days of award of Contract and exercise of option year

Quote for Additional Goods or Services

As applicable

As outlined by COTR

Before and After Pictures of Work

One (1) per service call

Within twenty-four

(24) hours of Service call

Report of Service on Official Field Turf Service

Log Form

One (1) per service call

E-mail Within twenty-four (24) hours of

Service call

Warranty Documentation E-Mail Within thirty (30) days of award of

Contract

COTR

Invoices E-Mail Monthly COTR and invoices@eventsdc.com mailto:invoices@eventsdc.com

11 | IFB #25-S-052 Field Turf Maintenance

[End of Section D]

SECTION E - STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Provisions are located under the “Attachments” tab of the bid. In the event of a conflict between this IFB and the Standard Contract Provisions, the prevailing document shall be this IFB.

[End of Section E]

SECTION F - EVALUATION OF RESPONSES

F.1 EVALUATION

(a) Events DC intends to make a single award to the responsive Bidder whose responses conform to the solicitation and is most advantageous to Events DC.

(b) All quotations received in response to this IFB will be evaluated based on the lowest price.

(c) Price will be evaluated in terms of the lowest aggregate overall price over the life of the Contract.

F.2 DEPARTMENT OF SMALL AND LOCAL BUSINESS DEVELOPMENT

(DSLBD) PREFERENCE CRITERIA

Any Bidder seeking to receive preferences for this solicitation must submit at the time of, and as part of its bid or proposal, evidence of the Bidder’s certification by the DSLBD.

F.3 CERTIFIED BUSINESS ENTERPRISE (CBE) PREFERENCE POINTS: 12

POINTS MAXIMUM

Events DC will allocate a maximum of twelve (12) preference points to qualified vendors in accordance with D.C. Code § 2-218.43 as follows:

(a) Three (3) points for a small business enterprise (“SBE”).

(b) Five (5) points for a resident-owned business (“ROB”).

(c) Five (5) points for a longtime resident business (“LRB”).

(d) Two (2) points for a local business enterprise (“LBE”).

(e) Two (2) points for a local business enterprise with its principal office located in an enterprise zone (“DZE”).

(f) Two (2) points for a disadvantaged business enterprise (“DBE”).

(g) Two (2) points for a veteran-owned business enterprise (“VOB”).

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(h) Two (2) points for a local manufacturing business enterprise (“LME”).

(i) Five (5) points for an equity impact enterprise (“EIE”).

[End of Section F]

SECTION G - SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted electronically no later than 5:00 PM, September 2, 2026 and shall consist of the following:

(a) Completion of the Quote/Price Form at Attachment A, including confirmation that you have received Events DC’s Standard Contract Provisions;

(b) A copy of the Bidder’s W-9 form;

(c) Tax Certification Affidavit;

(d) OCPS Disclosure Form;

(e) Automated Clearing House (ACH) Form;

(f) First Source Employment Agreement;

(g) Representatives and Certifications Form;

(h) A Clean Hands Report;

(i) A copy of the Bidder’s most recent Dun and Bradstreet Report;

(j) Bidder’s General Services Administration (GSA)/DC Supply Schedule Contract (if applicable);

(k) Bidder’s current DSLBD CBE Certification Letter (if applicable); and

(l) Three (3) customer references letters (references must provide at a minimum a satisfactory rating) in support of the Bidder’s ability to provide the required Services as identified within this solicitation.

G.2 All Bidders must submit responses electronically via OpenGov to be considered for this award. Your response shall be signed by an official authorized to bind the Bidder and shall contain a statement that the quote is firm for a period of ninety (90) calendar days.

Questions and responses shall be submitted electronically to the COTR Contacts and Procurement Analyst listed below:

PRIMARY POINT OF CONTACT

Jaylah Dawson, Senior Contracts & Procurement Analyst Email: Jdawson@eventsdc.com Phone: 202-249-3072

[End of Section G] mailto:Jdawson@eventsdc.com

13 | IFB #25-S-052 Field Turf Maintenance

SECTION H - AMENDMENTS

Any amendments to this IFB, including changes in the due date or scope of work, will be issued via OpenGov and will appear on the Amendments Tab of the OpenGov bid.

Enclosures: Attachment A – Quote/Price Form Attachment B – Events DC’s Standard Contract Provisions

Attachment C – Rules for the Jobsite Attachment D – Diagram of the Fields

[End of Section H]

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ATTACHMENT A

QUOTE/PRICE FORM

FIELD TURF MAINTENANCE

(a) Please provide the loaded Firm Fixed Cost for each item and labor category listed below:

Ability to provide Equipment in House Yes No

Tow vehicle with Specifications per Section C.2.(h)

Grooming, aerating, raking, vacuum, sweeping, and snow removal machines

Impact, water flow, and infill measuring equipment.

Firm-Fixed Quarterly Cost

Description Base Term Option Year 1 Option Year 2 Option Year 3 Option Year 4

Maintenance Services per Section C.2

Fully Loaded Hourly Rate for as Needed Repairs

Labor Technician

Materials Markup Percentage

As-Ordered Goods to include Materials, Parts, Equipment, Etc.

15 | IFB #25-S-052 Field Turf Maintenance

Events DC’s Standard Contract Provisions Acceptance

a. Events DC are exempt from Federal Excise Tax, Transportation Tax, and District of

Columbia Sales and Use Taxes. All prices shall exclude all taxes.

b. Price quote shall be F.O.B. Destination, unless otherwise specified in writing by Events

DC.

By checking this box, I confirm that I have received Events DC’s Standard Contract Provisions (Attachment B).

Signed by: _____________________________ Date: ______________________

Title: _________________________________ Company: __________________

Quotes are valid for a period of ninety (90) calendar days from date of quote.

SECTION D - CONTRACT TERM, DELIVERABLES AND PERFORMANCE

SECTION H - AMENDMENTS