IFB_25-S-039_Genorator_Maintenance.pdf

Generator Service and Maintenance

IFB #25-S-039

GENERATOR SERVICE AND MAINTENANCE

INVITATION FOR BID (IFB)

BID #25-S-039

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Generator Service and 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 Date

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

IFB Pre-Proposal Date: Thursday April 23, 2026, 11:00pm

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

IFB Response Due Date: Friday May 16, 2026, 5:00pm

Primary Contact

Ishmael Murray Senior Contracts & Procurement Analyst Email: Imurray@eventsdc.com Phone: 202-322-9744 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 § 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), 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 Generator Service and Maintenance (the “Work”) 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 Work, meeting the specifications/scope of work identified in this solicitation.

A.5 Events DC contemplates award of a fixed price contract with a time and material component for the services set forth in Section C below of this solicitation (the “Contract”). Quotes for Tasks 1-3 must be submitted on a fixed price basis. Quotes for Task 4 must be submitted on a time and materials basis. The base term of the Contract will be from October 1, 2026, through September 30, 2027, with four (4), one-year renewal options.

A.6 If a prospective Offeror has any questions relative to this IFB, the Offeror must submit the questions in the OpenGov system via the “Question-and-Answer” Tab of the OpenGov Bid to receive a binding answer. Any question asked and answered outside of the OpenGov system will be considered informal and non-binding. Questions must be received no later than the close of business Friday May 1, 2026, at 5:00pm. Events DC will not consider any questions received after this date.

[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 ten (10) years of experience providing maintenance and service on the equipment covered under this Contract (Steuler Catalyst Nox Reduction Systems (SCR), Siemens ATS’s and Cutler Hammer breakers) and completing Performance Tests related to a Title V operating permit;

(b) Possess a minimum of two (2) service technicians each having a minimum of five (5) years of experience each servicing generators of similar size (1000 KW each) to those covered within this solicitation. The Contractor shall, upon request, provide personal information of any employees that require access to the Facilities;

(c) Be an authorized dealer of Steuler and Mitsubishi generators;

(d) Demonstrate a sound reputation for timely service, delivery, and client satisfaction, which shall be supported by three (3) references letters;

(e) Be bonded and licensed to perform all Work in the District of Columbia; and

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

B.2 PRE-BID CONFERENCE/SITE VISIT

(a) A Pre-Proposal Conference/Site Visit (“Site Visit”) is scheduled for 11:00 AM EST, April 23, 2026, for all prospective Bidders. Notification of intent to attend must be provided via e-mail to Ishmael Murray, Senior Procurement and Systems Analyst, for Contracts and Procurement at Imurray@eventsdc.com no later than 02:00 PM EST, April 22, 2026.

(b) Prospective Bidders shall meet at the Walter E. Washington Convention Center, West Mezzanine Lobby, 801 Allen Y. Lew Place, NW, Washington, DC 20001. The number of individuals representing each prospective Bidder is limited to three (3).

(c) The purpose of the Site Visit is to walk potential Bidders through the Facilities, 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 E-PROCUREMENT system.

B.3 QUESTIONS

(a) If a prospective Bidder has any questions related to this IFB, the Bidder must submit the questions in the Open Gov via the “Question and Answer” tab of the OpenGov 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 5:00P.M. EST May 1, 2026. Events DC will not consider any questions received after this date.

mailto:Imurray@eventsdc.com

(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 PRICING/COST

(a) The Contractor shall quote a price per service(s) for the requested. Additionally, the Contractor shall provide pricing for the Base Year and all Option Years including the pricing for labor categories, labor rates, and material percentage markup. Failure to provide option year will result in the bid being deemed non-responsive.

(b) The price shall include warranty, delivery and installation 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 for comparable quantities, terms and conditions.

[End of Section B]

SECTION C - SCOPE OF WORK/SPECIFICATION AND OTHER REQUIREMENTS

C.1. SCOPE OF WORK

(a) Events DC is seeking a qualified contractor (the “Contractor”) to provide Performance

Tests as required by Title V Operating Permit Chapter 3 Permit No. 037-A1 at the Convention Center and/or at any other venue owned, managed and/or controlled by Events DC.

(b) The Convention Center currently has four (4) S12H 1000KW Mitsubishi Diesel Generators with Steuler Catalyst Nox Reduction Systems (SCR) accompanied by Siemens ATS’s and Cutler Hammer breakers for each generator.

(c) The Contractor will also be responsible for providing parts, repairs, and maintenance services for the four (4) S12H 1000KW Mitsubishi Diesel Generators and one (1) 100 KW Onan Diesel Generator within the Facilities.

(d) The Contractor must be able to read computer logic programs and troubleshoot the computer controllers provided by Allen Bradley, Powercon Corp, and Steuler.

(e) The Contractor shall conduct all Work 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.

(f) All Work shall be done in compliance with all applicable Federal and District of Columbia laws, rules and regulations, industry standards, and with manufacturers’ recommendations and specifications.

(g) The Contractor shall provide all supervision, labor, materials, and equipment to perform the Work specified herein. Required equipment may include but not be limited to ladders, scissor scaffolding and/or lifts.

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

C.2 TASK 1 – GENERATOR TITLE V PERFORMANCE TEST

(a) The Contractor shall perform a Performance Test on four (4) S12H 1000KW Mitsubishi Diesel Generators as required by Title V Operating Permit Chapter 3 Permit No. 037-A1.

(b) Performance Tests must be completed annually in January or February when generators are running at full capacity.

(c) The technician and equipment used by the Contractor to monitor combustion efficiency must be certified by EPA and manufacturer guidelines. The Contractor must provide documentation to the COTR showing the certifications are up to date no less than twenty-four (24) hours before commencement of any service.

(d) The Contractor shall provide a written description of any corrective actions taken as a part of the Performance Test to the COTR within seven (7) business days of completing the test.

(e) Events DC will provide a copy of the Title V Operating Permit upon request.

(f) The Contractor shall ensure the Performance Test meets all requirements in the Facilities in accordance with Title V Permit No.037A1.

(g) The Contractor shall prepare deficiency reports for the work detailed in this section as outlined in Section C.4, Task 3.

C.3. TASK 2 – ANNUAL TUNING AND MAINTENANCE

(a) The Contractor shall perform Tuning and Maintenance annually on four (4) S12H 1000KW Mitsubishi Diesel Generators with Steuler Catalyst Nox Reduction Systems (SCR), Siemens ATS’s and Cutler Hammer breakers and one (1) 100 KW Onan Diesel Generator based on the manufacturer’s maintenance requirements.

(b) The Contractor shall provide a written description of any corrective actions taken as a part of the tune-up and maintenance service within seven (7) business days of completing the service.

(c) Annual Tuning and Maintenance must be completed between December and February when generators are running at full capacity.

(d) The Contractor shall prepare deficiency reports for the work detailed in this section as outlined in Section C.4, Task 3.

C.4 TASK 3 – DEFICIENCY REPORT

(a) The Contractor shall prepare a written draft report of any deficiencies of the generators (the “Deficiency Report”) within seven (7) business days of completing the services outlined in Task 1 (C.2) and Task 2 (C.3).

(b) The Contractor shall meet with the COTR and other Events DC staff to review and discuss the draft Deficiency Report. The COTR will schedule this meeting.

(c) Based on the input from the COTR and other Events DC staff, and the Contractor’s own expertise, the Contractor shall provide a written final Deficiency Report fifteen (15) days after the meeting described in Section C.4(b) above.

(d) As a part of the draft and final Deficiency Report, the Contractor shall include an estimated repair cost for each of the deficiencies identified within the report. In all proposed repairs, whether short-term or permanent, the cost estimates shall be broken down into phases which can be initiated independently of the other repairs detailed in the report.

(e) Events DC may elect to have the Contractor complete the repairs identified in the final Deficiency Report resulting from the completion of this task.

C.5 TASK 4 – ON CALL SERVICE AND REPAIR

(a) The Contractor shall provide on call service and repair at the request of the COTR.

(b) The Contractor shall provide all repair/replacement parts for the four (4) S12H 1000KW

Mitsubishi Diesel Generators with Steuler Catalyst Nox Reduction Systems (SCR), Siemens ATS’s and Cutler Hammer breakers and one (1) 100 KW Onan Diesel

Generator, including parts that are not manufactured by Mitsubishi, Steuler, Siemens or Onan but needed to operate the generator systems.

(c) The Contractor shall respond to emergency service calls within twelve (12) hours of receiving a request from the COTR. Emergency service calls must be approved by the

COTR.

(d) The Contractor shall respond to non-emergency service calls within forty-eight (48) hours of receiving a request from the COTR.

(e) The Contractor shall deliver any parts required for maintenance/repair within five (5) business days of receipt of the order from Events DC.

C.6 WARRANTY

(a) The Contractor shall warrant that the Work 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) The Contractor shall provide the manufacturer’s warranty on materials to the COTR upon completion of any Work.

(c) 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.7 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 the Work between the hours of 8:00 am and 5:00 pm, or as scheduled by the COTR. Other working hours may be considered if determined necessary by the COTR, or if a Contractor demonstrates in advance to Events DC that alternate Work hours are necessary.

(c) Should the Contractor fail to provide the Work in accordance to the agreed upon schedule, the Contractor may be liable for the cost to Events DC to acquire substitute services of similar quality. In addition, the Contractor may 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.

(d) Events DC reserves the right to cancel, at no cost to Events DC, any scheduled Work. A written notice of cancellation will be given to the Contractor by the COTR with a minimum of twenty-four (24) hours’ notice prior to the scheduled Work.

C.7 QUALITY OF WORKMANSHIP AND MATERIALS

(a) The Contractor shall perform the Work, or cause the Work to be performed, to the satisfaction of Events DC, with that degree of skill, care and diligence exercised by experienced contractors performing services comparable to those specified herein.

(b) When directed in writing by the COTR, the Contractor shall promptly remove, re-perform, or correct all Work determined by the COTR to be defective or as failing to conform to the standards set forth herein, whether observed before or after completion of the Contractor’s Work and whether or not installed, or completed. The Contractor shall bear all costs associated with correcting such defective or non-conforming Work, to include all costs associated with removing any non-conforming Work, installing corrected Work and any additional services made necessary thereby.

C.8. PERSONNEL

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

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

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

(d) 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.

(e) The Contractor shall not subcontract any of the Work to any subcontractor without the prior written consent of the COTR. Any Work or 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 Work required hereunder.

(f) The key personnel specified in the Contract are considered to be essential to the Work 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.

[End of Section C]

SECTION D - CONTRACT TERM, DELIVERABLES AND PERFORMANCE

D.1 TERM OF THE CONTRACT

(a) The Base Year of the Contract shall be from October 1, 2026, through September 30, 2027, with four (4), one-year renewal options.

(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. The exercise of an Option is subject to the availability of funds at the time the Option is exercised.

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

(d) 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.

DELIVERABLE METHOD OF

DELIVERY DUE DATE TO WHOM

Deficiency Reports E-mail

Within seven (7) business days of completing the services

COTR

Cost Estimate for Services Required E-mail

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

COTR

Proposed Schedule of Work E-mail

Five (5) business days after notification of Work

COTR

Contractor’s Warranty on Required Section C

Items E-mail After acceptance of the Work COTR

Insurance E-mail

Within fourteen (14) business days of

Contract award date and annually if option year is exercised

COTR and Contracts & Procurement Analyst

Invoices E-mail Monthly COTR and Invoices@eventsdc.com mailto: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 performance of the Work 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 Attachment Tab (Attachment B) 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) 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 in electronically, via the e-procurement system, to be considered for award. Bids are due no later than Friday May 15, 2026, 5:00pm, 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 Work as identified within this solicitation.

G.2 Bids must 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 in the e-Procurement system.

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

Attachment C – Rules of the Jobsite for Contractors

[End of Section H]