IFB_25-S-034_Surface_Refinishing_and_Restoration_Services.pdf

SURFACE REFINISHING AND RESTORATION SERVICES

INVITATION FOR BID (IFB)

BID #25-S-034

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Surface Refinishing and Restoration 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 Invitation for Bid (“IFB”) is designated for District of Columbia Department of Small, Local, and Business Development (“DSLBD”) certified business enterprises only.

Key Dates

IFB Release Date:

IFB Questions Due Date:

IFB Pre-bid Site Visit:

IFB Response Due Date:

5:00 P.M. EST, Monday, April 6, 2026

3:00 P.M. EST Friday, April 24, 2026

12:00 P.M. EST, Wednesday, April 22, 2026

5:00 P.M. EST, Wednesday, May 6, 2026

Primary Contact

Name: Jaylah Dawson, Senior Contracts and 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

IFB #25-S-034 Surface Refinishing and Restoration Services

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, 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 The Convention Center is a 2.3 million square foot convention and meeting facility that includes seven hundred and three thousand (703,000) square feet of exhibit space, a total of seventy-seven (77) break-out rooms and the largest ballroom in the Mid-Atlantic region. The Convention Center hosts approximately two hundred (200) events per year with an average annual attendance figure of 1.2 million people.

A.4 Events DC is seeking a qualified contractor (the “Contractor”) to provide Surface Refinishing and

Restoration Services (“Services”) on an as needed basis at the Convention Center and/or at any other venue owned, managed and/or controlled by Events DC. The Contractor shall provide all supervision, labor, materials, equipment and supplies required to provide the Services, meeting the specifications identified in this solicitation.

A.5 Events DC intends to award a Time and Materials contract (“Contract”) for the Services 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]

SECTION B - GENERAL REQUIREMENTS

B.1 BIDDER QUALIFICATIONS

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

(a) Possess a minimum of five (5) years of experience in providing the Services identified in Section C below;

(b) Possess laborers with a minimum of five (5) years of documented experience, each, that are certified, licensed or otherwise qualified in providing the Services. Certifications can include Resilient Flooring Maintenance Technician Certification and Stone, Masonry, Granite, Wood and Ceramic Tile Cleaning Technician Certification and other specialized training. Licenses, certifications and/or other qualifications must be submitted with the bid and prior to beginning Services;

(c) Possess laborers who can perform the Services identified in Section C below during normal hours, after hours and on weekends; and

(d) Possess all licenses required by District, Federal and state laws to provide the Services set forth in Section C below.

B.2 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.3 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, Friday, April 24, 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.

B.4 PRE-BID CONFERENCE/SITE VISIT

(a) A Pre-Bid Conference/Site Visit (the "Site Visit") is scheduled for 12:00 P.M. EST, Wednesday, April 22, 2026 for all prospective Bidders. Notification of intent to attend must be provided via e-mail to Jaylah Dawson, Senior Contracts and Procurement Analyst at Jdawson@eventsdc.com no later than 3:00 pm, EST, April 20, 2026. Attendance is not mandatory but recommended.

(b) Prospective Bidders shall meet at the Walter E. Washington Convention Center, 801 Allen Y. Lew Place, NW, East Mezzanine, Washington, DC 20001. The number of individuals representing each prospective Bidder is limited to two (2).

(c) The purpose of the Site Visit is 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.

[End of Section B]

SECTION C - SCOPE OF WORK AND OTHER REQUIREMENTS

C.1 PRIMARY REQUIREMENTS

(a) The Contractor shall provide all labor, supervision, materials, and equipment to perform the Services on an as needed basis. The surfaces include, but are not limited to: elevators and escalators, stainless steel, metals, granite flooring, stone, wood, glass, tiles, and doors.

(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.

(c) All Services shall be done in compliance with all applicable Federal, District and state laws, rules and regulations, industry standards, and with manufacturers' recommendations and specifications.

(d) The Contractor shall develop and implement an on-site safety plan as specified in Section C.5 below.

C.2 TASK 1 - ELEVATOR AND ESCALATOR REFINISHING SERVICES

(a) The Contractor shall prepare all surfaces for refinishing to ensure that the surfaces are free of any substance that would impair proper adhesion of coating.

(b) The Contractor shall strip existing coating, remove scratches, clean to a uniform satin finish and protect with coats of clear coat, per manufacturer's recommendations and specifications, for thirty-one (31) elevators. The Contractor shall refinish all parts of the elevators, including the elevator cab and entrance which consists of the front and rear operating walls, operating doors, frames and transom.

(c) The Contractor shall strip coating, remove scratches, clean to a uniform satin finish and protect with coats of lacquer, per manufacturer's recommendations and specifications, for forty-two (42) escalators. The Contractor shall refinish each entire escalator, including the inner and outer decks and stair panels.

(d) The Contractor shall apply coating (including type, brand, number of coats, etc.) in accordance with the manufacturer's recommendations and specifications.

(e) The Contractor shall remove materials and fallout from surfaces and clean exposed surfaces immediately after completing Services in each area.

C.3 TASK 2 – GRANITE RESTORATION

(a) The Contractor shall cut out and re-install up to 1,500 lineal feet of soft granite to granite joints. The Contractor shall also spot grind and re-install up to 1,000 lineal feet of hard epoxy coating to granite joints.

(b) The Contractor shall re-grout and polish the granite throughout the Convention Center, as identified by the COTR on an as needed basis, in accordance with industry standards and the manufacturer's recommendations and specifications.

(c) The Contractor shall remove all debris and dust after completing Services in each area.

C.4 TASK 3 – OTHER SURFACE REFINISHING AND RESTORATION SERVICES

(a) The Contractor shall provide all supervision, labor, materials, and equipment to perform additional Services on an as needed basis and as directed by the COTR. Required equipment may include, but not be limited to, ladders, scissor scaffolding and/or lifts.

(b) The Contractor shall conduct an inspection of the areas in need of Services within forty-eight

(48) hours of notification from the COTR. The Contractor shall prepare a cost estimate for the material and labor for the Services to be submitted to the COTR within three (3) calendar days after completion of the inspection. This proposal shall include at a minimum:

i. Scope of Services required;

ii. Itemized cost to perform the Services including materials and equipment (the pricing shall include all applicable shipping, handling, materials and equipment charges to the final destination identified by the COTR); and

iii. Timeframe to complete the Services.

(c) All equipment must be operated in a safe manner and must be clean and in good order at all times while in the Facilities. Events DC will provide temporary storage for scissor scaffolding and lifts. All other materials and equipment must be removed at the close of each workday.

(d) Upon completion of Services, the Contractor shall remove all residual material, tools and machinery and restore the site to the same general condition that existed prior to commencement of the Services.

(e) The Contractor shall not proceed with the Services until a written authorization to proceed in the form of a purchase order is received.

(f) Once the Contractor has received the written authorization, the Contractor shall coordinate the Services schedule with the COTR.

(g) The Contractor shall notify the COTR upon the completion of any Services. All Services performed under the Contract shall be inspected by the COTR to ensure that performance is in compliance with the Contract. The Contractor shall be required to repair any Services that is determined to be unsatisfactory by the COTR at the Contractor's own expense.

(h) While performing the Services, the Contractor shall immediately notify the COTR of any unsafe condition(s) and provide a cost estimate for correcting the unsafe condition to the COTR. No Services shall commence until the COTR issues a purchase order to the Contractor.

(i) The Contractor is responsible for repairing any damages to the Convention Center and/or any other venue owned, controlled and/or managed by Events DC caused by the Contractor while performing the Services at no additional cost to Events DC.

C.5 SAFTEY PLAN

The Contractor shall develop and implement on-site safety plans (the "Safety Plan") while performing Services at each respective Facility. The Safety Plan must be submitted to the COTR within ten (10) business days of Contract award or after issuance of purchase orders for additional Services and must be approved by the COTR prior to commencing Services. At a minimum, the Safety Plan shall establish the following:

(a) Fall protection and mitigation;

(b) Inspection of fall protection equipment;

(c) Inspection of tools, scaffolding, lifts, etc.;

(d) Use of protective equipment (i.e., hard hats, googles, etc.); and

(e) Use of hazardous materials.

C.6 PERFORMANCE REQUIREMENTS

(a) All Services performed shall be inspected by the COTR to ensure that performance complies with the

Contract.

(b) The Contractor shall confine operations and workforce to the space allocated by Events DC.

(c) The Contractor shall take proper measures to protect the area of Services from damage while performing Services 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 use safety barriers and equipment at all times to alert the public of an active work zone. The Contractor shall use all measures necessary to protect the public, (e.g., barrier tape, adequate staffing, and back-up lights and horns on rolling equipment).

(e) The Contractor shall be responsible for storage and protection of all materials and products necessary to perform the Services. Events DC may identify an area within the Convention Center to stage all equipment, materials, and products in connection with the Services.

C.7 GUARANTEE

(a) The Contractor shall guarantee that the Services performed, and all materials and equipment furnished to Events DC under the Contract will be free from defects for a term of no less than one (1) year for materials and ninety (90) days for labor.

(b) During the term of the guarantee, the Contractor shall, at its own expense and without any cost to Events DC, make any repairs that may be required by Events DC or made necessary by reason of defective material or workmanship, or by reason of non-compliance with the provisions of the Contract.

(c) All materials provided to perform the Services must meet the standard manufacturer's specifications. Details not otherwise specified herein shall be in accordance with standard commercial practices for products of this type.

C.8 PERSONNEL

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

(b) 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 the Services required under the Contract.

(c) The Contractor shall at all times be an independent contractor, 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.

(d) The Contractor shall not subcontract any of the Services to any subcontractor without the prior written consent of the COTR. Any service 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 Contractor 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.

(e) The key personnel specified in the Contract are considered to be essential to the Services being performed hereunder. Prior to diverting any of the specified key personnel for any reason, the Contractor shall notify the COTR within at least thirty (30) days.

C.9 SCHEDULE OF SERVICES

(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 Services. The Schedule must not interfere with the normal business of the respective Facility or disrupt any activity. This may require that some Services 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 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.10 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 Services that is determined by the COTR to be deficient. If the Services 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.

[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 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

Licenses, Certifications or other qualifications

(Section B)

E-mail

Within ten (10) business days of Contract award and prior to beginning any

Services

COTR

Cost Estimate for Services Required

E-mail Within three (3) calendar days after completion of the inspection

COTR

Contractor's Guarantee on Required Items

(Section C)

E-mail After acceptance of the Services

COTR

Site Safety Plan E-mail Within ten (10) business days of Contract award

COTR

Insurance

Email

Within fourteen (14) calendar days of Contract award

COTR and Contracts and Procurement

Analyst

Proposed Schedule of Services

E-mail Five (5) business days of notification of Services

COTR

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

D.3 PERFORMANCE

(a) Events DC desires to obtain complete and satisfactory performance in accordance with the specifications and requirements of this IFB. To this end, Events DC is contracting for the complete mailto:invoices@eventsdc.com performance of the Services identified in Section C above and reserves the right to assess deductions for non-performance. Events DC will consider inadequate performance to be as undesirable as non-performance, as the cost of correcting inadequate performance may equal or exceed the cost of initial performance.

(b) The average daily rate calculated on a time and materials basis for repair and replacement services of the Contractor as set forth in the Contract shall be used to calculate deductions. This rate shall be multiplied by the number of productive and administrative days needed by Events DC to complete the task as determined by the COTR.

[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”).

(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 5:00 PM, Wednesday, May 6, 2026, 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) 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 Contacts and Procurement Analyst listed below:

PRIMARY POINT OF CONTACT

Jaylah Dawson, Senior Contracts and 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 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

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

ATTACHMENT A

QUOTE/PRICE FORM

(a) TASK 1 - ELEVATOR AND ESCALATOR REFINISHING SERVICES Please provide the loaded Firm Fixed Cost for the services required under Section C.2 above for each item listed below:

(b) TASK 2 - GRANITE RESTORATION Please provide the loaded Firm Fixed Cost for the services required under Section C.3 above for each item listed below:

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

Granite 1,500 Lineal Feet

Granite 1,000 Lineal Feet

(c) TASK 3 - SURFACE REFINISHING AND RESTORATION SERVICES.

Please provide fully loaded hourly labor rates for the Services required under Section C.4 above for the Base Term and all Option Years. The loaded hourly rate includes fringe, overhead, general and administrative, profit and other.

LABOR CATEGORY

FULLY LOADED HOURLY RATES (normal hours 8:00am -

5:30pm)

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

General Maintenance Worker

Description Quantity Base Term

Option Year 1 Option Year 2 Option Year 3 Option Year 4

Elevators 31 $ $ $ $ $

Escalators 42 $ $ $ $ $

FULLY LOADED HOURLY RATES (after hours 5:30 pm – 8:00am)

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

FULLY LOADED HOURLY RATES (Weekend hours)

Base

Term

Option Year

Option Year

Option Year

Option Year

IFB #25-S-029 - Surface Refinishing and Restoration Services

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