IFB_Commerical_Window_Film_Services_25-S-056.pdf

COMMERCIAL WINDOW FILM PURCHASE, INSTALLATION, MAINTENANCE AND

REPAIR SERVICES

INVITATION FOR BID (IFB)

BID #25-S-056

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified firms to provide Commercial Window Film Purchase, Installation, Maintenance and Repair Services.

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: 5:00P.M. EST Thursday July 23, 2026

IFB Questions Due Date: 5:00P.M. EST Monday August 10, 2026

IFB Response Due Date: 5:00P.M. EST Monday August 24, 2026

Primary Contact

Ishmael Murray Senior Procurement and System Analyst Email: imurray@eventsdc.com Phone: 202-249-3701 https://eventsdc.com/about/procurement mailto:imurray@eventsdc.com

IFB Commercial Window Film Purchase, Installation, Maintenance and Repair Services Bid# 25-S-056

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 Ballpark, 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 Commercial Window

Film Purchase, Installation, Maintenance and Repair Services (the “Services/Work”) at the Convention Center, and/or any venue owned, controlled and/or managed by Events DC.

A.5 Events DC intends to award a Firm Fixed price contract with a time and material component (the “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 – CONTRACTOR QUALIFICATIONS AND PRICING/COSTS

B.1 CONTRACTOR QUALIFICATIONS

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

(a) Possess three (3) years of experience in providing the Services;

(b) Possess a technician who has a minimum of five (5) years of experience each providing the

Services;

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

(d) Possess all licenses required to provide the Services set forth in this solicitation; and

(e) Provide all goods and Services in conformance with applicable federal, state, and District laws and regulations.

B.2 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” tab of the OpenGov Bid to receive a binding answer. Any questions asked and answered outside of the Bonfire system will be considered informal and non-binding.

(b) Questions must be received no later than 5:00P.M. EST August 10, 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.3 PRICING/COSTS

(a) The Bidder shall provide a firm-fixed price to provide the window film specified in Section C below, which shall include all applicable shipping/administration/overhead/delivery costs to the destination identified in this solicitation.

(b) Bidders shall provide firm-fixed rates per square footage (“sq. ft.”) and lineal footage for installation, maintenance and repair services specified in Section C below for the Base Year and ALL Option Years.

(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/SPECIFICATIONS AND OTHER REQUIREMENTS

Events DC is seeking a qualified, experienced Contractor to provide the goods listed in Section C below.

C.1 GENERAL REQUIREMENTS

(a) The Contractor shall provide all Work under the direction of Events DC’s designated representative, the Contracting Officer’s Technical Representative (“COTR”). Contact information for the COTR will be provided at the time of Contract award.

(b) 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.

(c) The Contractor shall provide all supervision, labor, materials, and equipment to perform the Work specified herein.

(d) All equipment must meet standard Occupational Safety and Health Act (OSHA) safety requirements as well as all safety requirements pursuant to law.

C.2 PRIMARY REQUIREMENTS

(a) The Contractor shall provide and install the below window film at the location indicated by the COTR:

Item No.: Quantity Description 1 10,000 sq.

ft.

Madico DG 35 window film

2 5,000 sq. ft. SunTek ULVDS 40 window film

(b) The Contractor shall provide various window film and install such film on doors, windows, and other surfaces, as well as provide maintenance and/or repair services for existing window film as requested by the COTR.

(c) Prior to commencing any Work and/or ordering any new window film (“Goods”), the Contractor shall provide the COTR a written quote. The price breakdown shall at a minimum have the following breakdown:

i. Materials required;

ii. Pricing per square foot and/or lineal foot;

iii. Equipment required;

iv. Subcontracts, if applicable; and

v. Overhead.

(d) Prior to commencing any Work, the Contractor shall provide a schedule for technicians working on the project, including identification of labor categories.

(e) Any repair service that is requested outside of regular work hours specified above shall be compensated by Events DC at the agreed upon overtime rate.

(f) The Contractor shall perform any Work when requested by the COTR. The Contractor shall respond to emergency service calls within twenty-four (24) hours of the initial call from the

COTR.

(g) The Contractor shall perform the Work in a manner to ensure that costs are minimized while maintaining quality, ensuring that schedules and deadlines are met, and pricing is and pricing is competitive.

C.3 REQUIREMENTS OF GOODS

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

(a) Shall be new, unused, and at current industry standards of an established manufacturer, except for such deviations as may be required by this specification;

(b) Details not specified herein will be in accordance with standard commercial practices for

Goods of this type;

(c) When directed in writing by Events DC, the Contractor shall promptly remove, or correct all

Goods identified to be defective or as failing to conform to the standards set forth herein; and

(d) The Contractor shall bear all costs associated with correcting such defective or non-conforming Goods, to include all costs associated with removing any non-conforming Goods, replacing corrected Goods and any additional services made necessary thereby.

C.4 SUPPLY AND DELIVERY

Per the direction of the COTR, the Contractor shall provide the Work and/or deliver the Goods to:

(a) The Convention Center’s Loading Dock located at 801 Allen Y. Lew Place, NW, Washington, DC 20001;

(b) Any venues owned, controlled, and/or managed by Events DC; and

(c) Deliveries shall be completed primarily during the hours of 7:30 am to 3:30 pm EST, Monday through Friday.

C.5 WARRANTY

(a) The Contractor shall provide the manufacturer’s standard warranty for the goods.

(b) The Contractor shall warrant all Goods for a period of one (1) year.

(c) If any Goods are delivered damaged, the Contractor shall be notified by the COTR, and the

Goods shall be replaced within two (2) weeks of the notification.

C.6 ALTERNATE GOODS

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 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.

C.7 SCHEDULE OF WORK

(a) A Work schedule for repair and/or installation services must be approved by the COTR or their designee prior to the performance of the Work. The Work schedule must not interfere with the normal business of the Convention Center or disrupt any convention activity. This may require that some of the Work be performed during late or evening hours. The Contractor shall perform all Services between the hours of 7:00 am and 4:00 pm, or as scheduled by the COTR.

(b) 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. 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.

(c) 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 service.

C.8 CONTRACTOR FURNISHED EQUIPMENT

(a) The Contractor shall provide all equipment, materials, tools and supplies necessary to perform the Work. All equipment must meet standard OSHA safety requirements, as well as all safety requirements pursuant to District, federal and state law. All equipment must be operated in a safe and workmanlike manner and must always be clean and in good condition while in the facilities.

(b) The Contractor is solely responsible for the quality and performance of all its 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 and trained 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.9 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” (see Attachment C).

(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 in writing within at least thirty (30) days prior to any such diversion.

[End of Section C]

SECTION D – CONTRACT TERM, DELIVERABLES, AND DELIVERY

D.1 TERM OF THE CONTRACT

(a) The Base Term 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.

D.2 DELIVERABLES

The Contractor shall provide, at a minimum, the deliverables set forth below:

DELIVERABLES METHOD OF

DELIVERY DUE DATE TO WHOM

Items Per Section C Physical As Directed As Directed

Manufacturer’s warranty on all

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

Goods COTR

Invoice(s) Email After the Goods are delivered

COTR and Invoices@eventsdc.com

Insurance Email

Within fourteen (14) business days of

Contract award date and annually if option year is exercised

COTR and Contracts and Procurement Analyst

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 as 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] mailto:Invoices@eventsdc.com

SECTION E - SPECIFIC CONTRACT PROVISIONS/ETHICAL 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 OF RESPONSES

(a) Events DC intends to make a Contract 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.

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 electronically no later than 5:00P.M. EST August 24, 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) 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 letters 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 e-Procurement System to be considered for this award. Your response shall be signed by an official authorized to bind the Bidder and shall contain a statement that the quote is firm for a period of ninety (90) calendar days. Questions and responses shall be submitted electronically to the Contracts and Procurement Analyst listed below:

PRIMARY POINT OF CONTACT

Ishmael Murray Senior Procurement and Systems Analyst Email: Imurray@eventsdc.com Phone: 202-322-9744

[End of Section G] mailto: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 OpenGov and will appear on the “Addenda and Notice” tab of the OpenGov bid.

Enclosures: Attachment A – Quote/Cost Form

Attachment B – Events DC’s Standard Contract Provisions Attachment C – Rules of the Job Site

[End of Section H]