SUPPLY OF CAMFIL FARR HI-FLO ES MERV AND DURAFIL ES

AIR FILTERS

INVITIATION FOR BID (IFB)

BID #25-S-038

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified firms to provide the Supply of Camfil Farr Hi-Flo Es MERV and Durafil ES Air Filters.

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

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

Key Dates

IFB Release Date: Thursday April 16, 2026, at 5:00pm

IFB Questions Due Date: Friday May 1, 2026, at 5:00pm

IFB Response Due Date: Friday May 15, 2026, at 5:00pm

Primary Contact

Name: Ishmael Murray Senior Procurement and System Analyst Email: imurray@eventsdc.com Phone: 202-249-3038 https://eventsdc.com/about/procurement mailto:imurray@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 § 1-

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), the non-military portions of the District of Columbia Armory, Gateway DC, the R.I.S.E.

Demonstration Center, Nationals Park, and CareFirst Arena.

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 the Supply of

Camfil Farr Hi-Flo Es MERV and Durafil ES Air Filters (the “Goods”). The Contractor shall supply the Goods at the Convention Center or any location any venue owned, controlled and/or managed by Events DC’s designated on-site representative, the Contracting Officer’s Technical Representative (“COTR”).

A.5 Events DC intends to award a Firm-Fixed Price contract (“Contract”) for the Goods 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 CONTRACTOR QUALIFICATIONS

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

(a) Possess three (3) years of documented experience providing Camfil Farr HI-FLO Air Filters;

(b) Possess all licenses required by the District, Federal and State law to provide the services set forth in Section C below; and

(c) Be bonded and licensed to do business in the District of Columbia.

B.2 QUESTIONS

(a) If a prospective Offeror has any questions relative to this IFB, the Offeror shall submit the questions in the e-Procurement system via the “Question-and-Answer” Tab of the Bid to receive a binding answer. Any question asked and answered outside of the e-Procurement system will be considered informal and non-binding.

(b) Questions shall be received no later than 5:00PM, EST, Friday 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 Offeror and to other prospective Offerors 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 Offeror.

B.3 PRICING/ COSTS

a) The Contractor shall quote a firm fixed price for the Goods identified in Section C.1 below for the Base Year and all Option Years. An offer will be determined to be nonresponsive if it fails to include Option Year pricing.

b) The Contractor shall include all applicable shipping/administration/overhead/delivery costs to the final destination identified in this solicitation.

c) The prices offered shall be as low as or lower than those charged to the Contractor’s most favored customer.

[End of Section B]

SECTION C – SCOPE OF WORK

C.1 SUPPLY OFCAMFIL FARR HI-FLO ES MERV AND DURAFIL ES AIR FILTER

(a) The Contractor shall provide the following Air Filters identified below on an as needed basis:

ITEM QUANTITY1 SIZE ITEM DESCRIPTION

1 792 20 X 20 X 22 Camfil Farr Hi-FLO ES MERV 15A 10 pocket hybrid bag 2 366 20 X 24 X 222 Camfil Farr Hi-FLO ES MERV 15A 10 pocket hybrid bag 3 366 24 X 20 X 22 Camfil Farr Hi-FLO ES MERV 15A 10 pocket hybrid bag 4 192 24 X 24 X 22 Camfil Farr Hi-FLO ES MERV 15A 10 pocket hybrid bag 6 792 20 X 20 X 22 Camfil Farr Hi-FLO ES MERV 13A 7 366 20 X 24 X 22 Camfil Farr Hi-FLO ES MERV 13A 8 366 24 X 20 X 22 Camfil Farr Hi-FLO ES MERV 13A 9 192 24 X 24 X 22 Camfil Farr Hi-FLO ES MERV 13A 10 100 24 X 24 X 12 Durafil ES 4v MV 16 11 100 20 X 24 X 12 Durafil ES 4v MV 16A

12 100 19.3 X 19.3 DU3V-ST-2020-MV16

13 1 N/A ASHRAE Product Test Report per ASHRAE Standard

52.2

(b) At the request of the COTR, the Contractor shall supply any additional Goods not included in the table above and associated products and/or Work on an as needed basis at the Convention Center and/or any other venue owned, controlled and/or managed by Events DC. The Contractor shall provide the COTR with a written quote within the timeframe specified. At a minimum, the quote shall specify the following:

i. Itemized cost for additional Goods including delivery costs to the final destination; and

ii. Estimated time for delivery.

C.2 PRODUCT REQUIREMENTS

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

(a) Shall be Camfil Farr brand Hi-Flo ES air filters or approved equal filter, see Section C.3 below;

(b) Shall have Minimum Efficiency Reporting Value of MERV 13A, and 15A and Durafil 16 and

16A per the American Society of Heating, Refrigerating, and Air Condition Engineers (ASHRAE) Standard 52.2, Method of Testing General Ventilation Air-Cleaning Devices for Removal Efficiency by Particle Size. It shall have MERV 13A,15A and Durafil 16, 16A when tested under Appendix J of that standard and must follow the new ASHRAE 2016 Addendum E Standard;

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

(d) Shall be free of all imperfections and/or defects which might affect usage, normal life or

1 This quantity is estimated at this time; it is given to help Offerors estimate bulk pricing and item availability.

2 Please note that 20x24x22 and the 24x20x22 filters will need a final field verification through the help of local representative and the maintenance team.

serviceability;

(e) Shall be high efficiency extended surface pocket style Air Filters consisting of high loft air laid microfine glass media formed into tapered pockets, an acrylonitrile butadiene styrene (ABS) plastic header, ABS plastic pocket retainers, and bonding agents to prevent air bypass and ensure leak free performance;

(f) Shall be sized as noted in Section C.1 above and field verified. Performance values for evaluation purposes based upon 24-inch by 24-inch by 22-inch, 10-pocket model listed below and above;

(g) The Air Filter media shall consist of high-density air laid lofted microfine glass media that is chemically bonded to a permeable media support backing forming a lofted filter blanket;

(h) The Air Filter’s individual pockets shall contain a minimum of 40 stitching support points per square foot of media area. All stitching centers shall be sealed using a foam-based sealant that shall remain pliable throughout the life of the Air Filter. The sides and ends of each pocket shall be sewn with a chain-link over lock stitch;

(i) The Air Filter’s pockets shall be formed into tapered pleats, supported by controlled media space stitching, to promote uniform airflow across the surface of the media. At any point, the sizes of the upstream and downstream passages shall be proportional to the volume of filtered air. The pockets shall also be conical, or tapered from top to bottom to minimize media contact against the interior of the HVAC system;

(j) The Air Filter’s support members shall include an ABS plastic header and ABS plastic pocket retainers. Individual pocket retainers shall be assembled from matching halves that snap together to provide rigid and durable frame support. The plastic pocket retainers shall include anchor ports allowing for visual confirmation of pocket retention;

(k) A filter-to-filter sealing gasket shall be installed on one of the vertical members of the filter header;

(l) The Air Filter’s initial resistance to airflow shall not exceed (0.40)” w.g. at 2000 cfm;

(m) The filter must be designed, run, and provide accurate results with documentation and guarantees to run without a pre-filter for a period of no less than one (1) year. Guarantees shall provide for usage not to be less than 1 year;

(n) The Air Filters shall have been tested at a minimum of 320 g Dirt Holding Capacity (DHC);

(o) The Air Filter bag shall contain a minimum of 71 ft² of media in a single frame;

(p) The Air Filter shall be capable of withstanding 10.0” w.g. without failure of the Air Filters;

(q) The Air Filter shall have an Energy Cost Index (ECI) value of five stars;

(r) The Air Filter shall be listed by Underwriters Laboratories (UL) as UL Class 900;

(s) The Manufacturer shall provide evidence of facility certification to ISO 9001:2008; and

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

C.3 CONTRACTOR RESPONSIBILITIES:

(a) In order to maximize energy savings to Event’s DC, the filters shall be changed based on pressure drop. Contractor shall provide quarterly service during the first year to analyze AHUs pressure drop when applicable and provide a detailed data sheet that shall be distributed to the owner quarterly during the first year. This data will be used to formulate an accurate time to change out the filters. In certain situations, the frequency of change either up or down can be adjusted based on environmental conditions.

(b) This contract requires an increase in the IAQ (Indoor Air Quality) and therefore must have documented particulate count readings done on the Air Handling Units (AHU). The particulate readings should be taken from (5) AHUs throughout the building quarterly for the first year to verify performance of the filters. This shall be done by the local representative and coordinated with the COTR.

(c) Proper instruction shall be given to Event’s DC during the first several months of the contract, the local representative shall come in and provide visual guidance to the maintenance staff to best monitor the pressure drop in each system.

C.4 WARRANTY

(a) The Contractor shall provide the manufacturer’s standard warranty with each product.

(b) During the term of the warranty, 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.5 ALTERNATE PRODUCTS

Whenever in the specifications any product is requested or specified by manufacturer name, proprietary name or patent, such specifications shall be used for the purpose of facilitating descriptions of the product and shall be followed by the words “or equivalent”. Bid responses submitted for product considered by the Contractor to be acceptable to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures so that the product can be properly evaluated to determine if acceptable. Bids submitted without this product information may be considered as non-responsive and rejected. The Chief Contracting Officer shall be the sole judge as to the acceptability of alternate products offered. The Contractor shall indicate in their submittal any variation between the product offered and the literature or specification sheets submitted.

[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, 2026, through September 30, 2027.

(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 preliminary written notice of its intent to extend at least thirty (30) days before the Contract expires. 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 expiration of the Contract. The exercise of an Option is subject to the availability of funds at the time the Option is exercised.

D.2 DELIVERABLES

The Contractor shall provide, at a minimum, the deliverables described 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.

DELIVERABLE

METHOD OF

DELIVERY DUE DATE TO WHOM

Items described in Section C.1 Physical As directed

As directed

Manufacturer’s warranty on all

Goods delivered E-mail/Hand Delivered On or before delivery of Goods COTR

Invoice(s) E-mail After the Goods are delivered

COTR and Invoices@eventsdc.com

Insurance E-mail

Within fourteen

(14) days of

Contract award date and every option year if exercised

COTR and Contracts and Procurement Analyst

**If any of the deliverable due dates fall on a weekend or Federal Holiday, the due date will be the next business day.

D.3 PERFORMANCE

(a) Events DC desires to obtain complete and satisfactory performance in accordance with the specifications and requirements of this IFB and the Contract. To this end, Events DC is contracting for the complete performance of 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 mailto:Invoices@eventsdc.com performance may equal or exceed the cost of initial performance.

(b) The Contractor may risk termination or replacement if continued employment is contrary to a consistent productive relationship between the parties to the Contract; or poses an unacceptable risk to Events DC’s business and reputation in the marketplace.

[End of Section D]

SECTION E - STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Provisions are located under the Attachment 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.

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, via the e-procurement system, to be considered for award. Bids are due no later than Friday May 15, 2026, 5:00 pm, 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) Representatives and Certifications Form;

(g) A Clean Hands Report;

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

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

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

(k) 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 Work 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 sixty (60) calendar days. Questions and responses shall be submitted electronically to the Contracts and Procurement Analyst listed below:

PRIMARY POINT OF CONTACT

Ishmael Murray

Senior Procurement and Systems Analyst

Email: Imurray@eventsdc.com

Phone: 202-322-9744

[End of Section G] https://eventsdc-my.sharepoint.com/personal/imurray_eventsdc_com/Documents/RFQ%20Ish/Ethernet%20Network%20upgrade/Imurray@eventsdc.com

SECTION H – AMENDMENTS

H.1 AMENDMENTS

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

Enclosures: Attachment A – Quote Form

Attachment B – Event DC’s Standard Contract Provisions

[End of Section H]