IFB_25-S-037_Commericial_Irrigation_System_Maintenance_Services.pdf

1 | IFB #25-S-037 Commercial Irrigation System Maintenance Services

COMMERCIAL IRRIGATION SYSTEM MAINTENANCE

SERVICES

INVITATION FOR BID (IFB)

BID #25-S-037

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Commercial Irrigation System 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.

Key Dates

IFB Release Date: 3:00 PM EST, Thursday, April 16, 2026

IFB Questions Due Date: 1:00 PM EST, Friday, May 1, 2026

IFB Response Due Date: 1:00 PM EST, Monday, May 18, 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

2 | IFB #25-S-037 Commercial Irrigation System Maintenance 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 (“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”).

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 Commercial

Irrigation System Maintenance Services (“Services”). 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]

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SECTION B - GENERAL REQUIREMENTS

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks an experienced Contractor to provide the Services 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 in providing installation and maintenance of commercial irrigation systems.

(b) Possess a minimum of two (2) Service technicians, each having a minimum of five (5) years of experience each. The Contractor’s Service technicians must be familiar with the leading manufacturers of sprinkler and irrigation systems (i.e., Hunter and Rain Bird).

(c) Be bonded and licensed to perform the Services in the District.

(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.

B.4 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 1:00 PM, EST, May 1, 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

4 | IFB #25-S-037 Commercial Irrigation System Maintenance Services 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 SCOPE OF WORK

At a minimum, the Contractor shall provide the following items and/or services at the Carnegie Library:

(a) The Contractor shall supply and deliver:

i. Hunter I-Core main controllers Model # IC-600PP;

ii. Hunter SRS 1200 sprinkler heads;

iii. Rainbird 5000 sprinkler heads; and

iv. Irritrol jar top 1-inch control valves.

(b) The COTR may request the Contractor to provide additional irrigation system and parts of various types and sizes on an as needed basis as well as additional maintenance services needed at the Carnegie Library or any system at any other venue owned, controlled and/or managed by Events DC. The Contractor shall provide the COTR with a written itemized quote within the timeframe specified by the COTR.

(c) Every November, drain the irrigation system on the east and west side of the Carnegie Library and remove the surface and sub-surface water in each zone to prevent freezing. The Contractor shall provide a status report of the irrigation system to the COTR on or about November 15th of each year to ensure proper winterization of the system (“Winterization Status Report”). At a minimum, the Winterization Status Report shall include the following:

i. Report issues and/or damages that occurred during drainage; and

ii. Recommendations to improve drainage and prevent freezing.

(d) Every April, refill the east and west side of the Carnegie Library with water and test the irrigation system to ensure the system is running as efficiently as possible throughout the year.

The Contractor shall provide a status report of the irrigation system to the COTR on or about March 15th of each year (“Spring Start-up Status Report”). At a minimum, the Spring Start-up Status Report shall include the following:

i. Report issues and/or damages that occurred during refill; and

ii. Recommendations to improve running efficiency.

C.2 PRODUCT REQUIREMENTS

Products furnished under these specifications shall meet or exceed the following requirements:

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(a) Shall be new, unused, and currently a standard product of an established manufacturer except for such deviations as required by this specification; and

(b) Details not specified herein will be in accordance with standard commercial practices for products of this type.

C.3 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.4 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.

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(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.5 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 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.6 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 Services 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

7 | IFB #25-S-037 Commercial Irrigation System Maintenance Services 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.

C.7 WARRANTY

(a) If any products are delivered damaged, the Contractor shall be notified by the COTR and the Product(s) shall be replaced within two (2) weeks of the notification.

(b) Contractor shall include the manufacturer’s standard warranty with each Product.

(c) Contractor shall warrant all products for a period of one (1) year.

C.8 DELIVERY

(a) The Contractor shall deliver the products outlined in Section C.1 above to the Convention Center’s loading dock and the Carnegie Library located at 801 K Street, Washington, DC 20001, within four (4) weeks following the Contract award date.

(b) At the request of the COTR, any additional products shall be delivered to any Events DC’s Facility.

(c) Delivery of all products shall be within the timeframes specified by the COTR.

[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

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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

Winterization Status

Report

E-mail

On or about November 15th

COTR

Spring Start-up Status

Report

E-mail

On or about March

15th

COTR

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

COTR

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

[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

mailto:invoices@eventsdc.com

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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) 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 1:00 PM, Monday, May 18, 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;

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(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]

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

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ATTACHMENT A

QUOTE/PRICE FORM

IRRIGATION SYSTEM MAINTENANCE SERVICES

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

Item

Item Description

Unit Price

1 Hunter I-Core Main Controllers Model # IC-600PP

2 Hunter SRS 1200 Sprinkler Heads

3 Rainbird 5000 Sprinkler Heads

4 Irritrol Jar Top 1” Control Valves

Markup Percentage: _________________

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: __________________

LABOR CATEGORY

LOADED HOURLY RATE

(5:00am – 4:00pm)

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Service Technician $ $ $ $ $ Service Technician $ $ $ $ $

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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