IFB_25-S-006-_FIELD_EQUIPMENT_MAINTENANCE_SERVICES.pdf

FIELD EQUIPMENT MAINTENANCE SERVICES

INVITATION FOR BID (IFB)

BID #25-S-006

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Field Equipment Maintenance Services. Interested parties can view a copy of the IFB by accessing Events DC’s e-procurement website at https://eventsdc.com/about/procurement.

This IFB is designated for District of Columbia Department of Small, Local, and Business Development (DSLBD) certified business enterprises only.

Key Dates

IFB Release Date: Wednesday, July 9, 2025

IFB Questions Due Date: 5:00 PM EST, Wednesday, July 30, 2025

IFB Response Due Date: 12:00 PM EST, Friday, August 8, 2025

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

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/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, 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 (collectively, the “Facilities”).

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

Equipment Maintenance Services (“Services”) at RFK Stadium. The Contractor shall be able to meet all specifications identified in the Scope of Services.

A.4 Events DC intends to award a time and materials contract (the “Contract”) for the

Services required. The Base Term of the Contract will be from October 1, 2025 through September 30, 2026, with four (4), one-year renewal options.

A.5 If a prospective Bidder has any questions relative to this IFB, the Bidder must submit the questions in the Bonfire system via the “Start a Discussion” (Ask a Question) Tab of the Bonfire Bid to receive a binding answer. Any question asked and answered outside of the Bonfire system will be considered informal and non-binding. Questions must be received no later than the close of business, 05:00 PM EST, Monday, July 30, 2025.

Events DC will not consider any questions received after this date.

[End of Section A]

SECTION B - GENERAL REQUIREMENTS

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks an experienced Contractor to provide the Services at RFK Stadium, and as needed at other Facilities, and any property owned, managed, controlled, or constructed by Events DC.

(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 BIDDER QUALIFICATIONS

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

(a) Possess a minimum of ten (10) years’ experience carrying out a maintenance program on the groups of field equipment itemized in Section C.1 below;

(b) Obtain manufacturer’s authorization to perform the Services to the field equipment;

(c) Be licensed to perform the Services and a licensed contractor in the District;

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

(e) Demonstrate a sound reputation for timely service, delivery, and client satisfaction, which shall be supported by three (3) reference letters, certifications, and other statements of significant experience, technical competence, and reputational health.

B.3 PRICE/COSTS

(a) Bidders shall provide fully-loaded, hourly rates and material mark-up percentage to perform for 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 QUESTIONS

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

(b) Questions must be received no later than 5:00 pm, EST, Wednesday, July 30, 2025.

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/SPECIFICATION AND OTHER REQUIREMENTS

C.1 SCOPE OF WORK

(a) The Contractor shall develop and implement a program of consistent preventive maintenance services and required repairs to the following three (3) groups of field equipment (“Equipment”) located at RFK Stadium:

Description Manufacturer QTY Model Serial Number Fuel Group 1

Reel Mater Toro 1 3540 24000071 5200 Diesel

Group 2

Tractor with mower

John Deere 2

1TC1575VARR110209

1TC1575VVRR110208

Diesel

Gator (Four- Seater)

John Deere

1M0590MBCPM61198

1M0590MBANM050928

1M0590MBAPM060989

Gasoline

Gator (two-seater)

John Deere 1 835M XCH1300D27794 Diesel

Sand Pro John Deere 1 1200A TC1200A170452 Gasoline Front End

Loader

N/A

Diesel Aerator John Deere 1 Frontier

Ca2060 950417B N/A

V-Blade Snowplow

Ventrac 1 N/A KV552-AA4119 N/A

Snowplow Attachment

SN1M060FBXHPM220047

Snowplow Attachment

John Deere 1 1575 1M060FXAP220014 N/A

Turbine Style

Blower

Ventrac

ET200

ET200-AB3048

Snow Blower

Attachment

John Deere 2 Finch 1M00380XCPM210178

1M00380XEPM210177

N/A

Salt Spreader

John Deere 2 Finch LP63760 24079

LP63760 24079

N/A

Finish Mower

Ventrac 1 720 MS720-AA02003 N/A

Mover Brush Cutter

Ventrac 1 Steiner Bobcat

743612200755 N/A

Compact Tractor

Kubota 1 D902 4500Y – AJ08002 Diesel

Group 3 Golf Cart EZ-GO 1 RXV 5040275 Gasoline Golf Cart EZ-GO 1 RXV 2039755 Gasoline

(b) The Contractor shall be capable of furnishing, maintaining and installing any and all parts required for maintenance and repairs to the Equipment, and shall conduct all maintenance and repairs on-site at RFK Stadium, unless otherwise agreed to by the Contractor and Events DC.

(c) The Contractor shall conduct an initial inspection to test the operability of all Equipment and provide Events DC with the results of said tests, including recommendations for necessary maintenance and repairs, if any.

(d) The Contractor shall perform quarterly (every ninety (90) calendar days) inspections and preventative maintenance services on the Equipment in accordance with the manufacturers’ standards.

(e) Routine preventative maintenance services shall be performed during normal operating hours (Monday through Friday, 8:00 am to 5:00 pm) unless otherwise agreed to by the Contractor and Events DC. At a minimum, the preventative maintenance performed shall include:

i changing engine oil;

ii inspecting spark plugs and belts;

iii replacing oil and air filters; and iv inspecting lapping reels on mowers.

(f) The Contractor shall repair and/or replace any and all damaged parts, as requested by Events DC or as recommended by the Contractor and approved by Events DC.

(g) The Contractor shall respond to all emergency repair requests within twenty-four (24) hours of the request to schedule the repair. Emergency repair services shall commence no later than twenty-four (24) hours from the Contractor’s receipt of said request, unless otherwise agreed to by Events DC and the Contractor.

(h) The Contractor shall, after each inspection and maintenance service, submit an on-site report to Events DC to include the details of the maintenance or repair services performed (“Service Ticket”). The details contained in the Service Ticket shall at least include the findings, the action taken by the Contractor, the results, and any recommendations.

(i) The Contractor shall remove all waste materials and other debris related to the Contractor performing the work from the Facilities upon completion. All hauling and disposal shall be in accordance with federal, state and local regulations. No disposal shall be permitted on the area surrounding Events DC’s facilities.

(j) The Contractor and Events DC, and any subcontractors, shall meet periodically at mutually agreed upon intervals to assess progress of projects, performance and any other items deemed necessary by the parties.

C.2 SCHEDULE OF SERVICES

(a) The Contractor shall coordinate with the COTR to develop a schedule to complete the Services. Written approval for scheduled Services must be obtained from the COTR prior to the Contractor commencing the Services. Work schedule(s) shall not interfere with the normal business of the Facilities or disrupt any event-related activity.

(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 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.3 QUALITY OF WORKMANSHIP

(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 nonconforming equipment or supplies, and the performance of any additional services made necessary thereby.

C.4 CONTRACTOR PROVIDED 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 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.5 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.

[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 from October 1, 2025 through September 30, 2026.

b) Events DC has the right to extend the term of the Contract for four (4), one-year option periods, or successive fractions thereof, by written modification to the Contract before expiration, provided that Events DC gives the Contractor a preliminary written notice of 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 Year is exercised.

If Events DC exercises an Option Year, 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

Initial Inspection, Results and

Recommendations

Electronic and Hard Copy

Within thirty (30) days of award

COTR

Schedule of Preventative

Maintenance and other Routine On-site

Services

Electronic and Hard

Copy

Within thirty (30) days of award

COTR

Emergency Repairs and Maintenance

On-Site As requested by Events DC

As directed

Periodic Meetings with Events DC (and any subcontractors)

In Person or Conference Call

As determined by Events DC

Service Tickets

Electronic and Hard Copy

Within twenty-four

(24) hours of completion of any work

Reports Electronic and Hard Copy

As requested by Events DC

Invoices Electronic Monthly COTR and invoices@eventsdc.com

[End of Section D]

SECTION E - STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

mailto:invoices@eventsdc.com

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 or joint venture’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) 3 points for a small business enterprise (“SBE”).

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

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

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

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

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

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

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

(i) 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 12:00 pm, Friday, August 8, 2025, and shall consist of the following:

(a) Completion of the Quote 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) Representations 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 (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 Bonfire 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 Contracts 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]

SECTION H - AMENDMENTS

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

mailto:Jdawson@eventsdc.com

Enclosures: Attachment A – Quote/Price Form Attachment B – Events DC’s Standard Contract Provisions Attachment C – Rules for the Jobsite

[End of Section H]

ATTACHMENT A

QUOTE/PRICE FORM

FIELD EQUIPMENT MAINTENANCE SERVICES

(a) Please provide the loaded hourly rate and material mark-up percentage preventative maintenance and repair services for each Equipment group below:

Preventative Maintenance Services

Equipment Groups Loaded Hourly Rate Material Markup Percentage

Group 1 $ %

Group 2 $ %

Group 3 $ %

Repair Services

Equipment Groups Loaded Hourly Rate Material Markup Percentage

Group 1 $ %

Group 2 $ %

Group 3 $ %

Events DC’s Standard Contract Provisions Acceptance

a. Events DC is 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