IFB_Purchase_and_or_Rental_of_Gators_and_Golf_Carts__FY27.pdf

IFB- PURCHASE AND/OR RENTAL OF GATORS AND GOLF CARTS.

Bid # 25-S-061

PURCHASE AND/OR RENTAL OF GATORS AND GOLF CARTS

INVITATION FOR BID (IFB)

BID# 25-S-062

The Washington Convention and Sports Authority t/a Events DC is soliciting quotes from qualified firms to provide Purchase and/or Rental of Gators and Golf Carts. 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: 5:00 PM, EST, July 27, 2026

IFB Questions Due Date: 3:00 PM, EST, August 3, 2026

IFB Response Due Date: 5:00 PM, EST, August 14, 2026

Primary Contact

Macky Cherif Contracts and Procurement Analyst II Email: macky.cherif@gmail.com Phone: (202) 249 3038 https://eventsdc.com/about/procurement mailto:macky.cherif@gmail.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 (“Carnegie”), 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 (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 CareFirst Arena features 118,000 square feet of total space, including both 80,000 square feet of arena space and 30,000 square feet of practice facility space. CareFirst Arena hosts approximately eighty (80) events per year with an average annual attendance of 380,000 people.

A.5 Events DC is seeking a qualified contractor (the “Contractor”) to provide Purchase and/or Rental of Gators and Golf Carts (the “Goods” or “Equipment”), on behalf of the Facilities and Operation Department. The Contractor shall deliver the Goods on an as needed basis to the Convention Center’s house dock located at 801 Allen Y. Lew Place, NW, Washington, DC 20001 and/or at any other venue owned, managed and/or controlled by Events DC.

A.6 Events DC intends to award a firm fixed price contract (“the Contract”) for the purchase of 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 – CONTRACTOR QUALIFICATIONS AND PRICING

B.1 CONTRACTOR QUALIFICATIONS

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

(a) Possess one (1) year of documented experience in purchasing and renting out John Deere Gators and EZ Go Golf Carts or equivalent; and

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

B.2 QUESTIONS

(a) If a prospective Offeror has any questions relative to this IFB, the Bidder shall submit the questions in the e-Procurement system via the “Questions” 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 3:00PM, EST, August 3, 2026, 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) Bidders shall provide firm-fixed prices for the Goods specified in Section C below for the Base Term and all Option Years;

(b) 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; and

(c) The price shall include delivery cost to the destination.

-End of Section B-

SECTION C – SCOPE OF WORK/SPECIFICATIONS AND OTHER REQUIREMENTS

C.1 SPECIFICATIONS/SCOPE OF WORK

(a) The Contractor shall supply and deliver Equipment meeting the specifications below or equivalent:

Description Manufacturer Model Fuel Type Accessories

Gator John Deere XUV590i S4 Power Steering Winch Ready #5181M

Gasoline Bumper, Front Brushguard, Backup Alarm, Glass Windshield w/Wiper, Poly Roof Black, Poly Rear Panel, Seat Belt Comfort Strap (2), Underseat Storage, Cell Phone Mount Kit, Ball Mount- 1.875in (48mm), Flat bed

Gator John Deere XUV 825i (MY16) #5110M

Gasoline Black Steel Wheels Terra Hawk All Terrain, Olive and Black Color, Deluxe Cargo Box with Polyurea Liner, Deluxe Cab Frame, Power and Front Protection Package, Rear Protection Package, Drawbar 2in. (51mm), Seat Belt Comfort Strap (2), Horn Kit, Cab Heater, Backup Alarm, OOPS Rear View Mirror, Work Lights (Halogens), Call Phone Mount Kit, 3 cu ft. Salt Spreader, Spreader hitch and controls, Hitch adapter brackets, Heavy Duty POWERtach Blade 72 in., POWERtach Markers, POWERtach Poly Wear Bar, Ball Mount 2in. (51mm))

Golf Cart EZ-GO RXV Gasoline Four-seater

Golf Cart EZ-GO RXV Electric Four-seater

(b) The Contractor shall provide Equipment rentals at the request of the Contracting Officer’s Technical

Representative (COTR). Contact information for the COTR will be provided upon Contract award.

(c) The Contractor may be required to provide for any additional type of gator and/or golf carts and their associated equipment (such as wheels, charging stations, etc.) or services at the request of the COTR. When requested, the Contractor shall provide a written quote for the requested additional goods or services.

C.2 DELIVERY

(a) Goods shall be delivered to any venues owned, controlled and/or managed by Events DC (address to be provided at the time of request); and

(b) Delivery of Goods shall be within the timeframes specified by the COTR at the time of request.

C.3 PRODUCT REQUIREMENTS

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

(a) New Equipment purchase shall be unused, and a currently standard product of an established manufacturer except for such deviations as may be required by this specification. Rentals shall be of a recent model and show minimal signs of usage. The COTR shall reserve the right to return any rented Equipment that shows excessive signs of usage without cost to Events DC.

(b) Shall present a neat, well-finished appearance inside and outside and shall be free of all imperfections and/or defects which might affect appearance, normal life or serviceability.

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

C.4 ALTERNATE PRODUCTS

Whenever in the specifications any Equipment 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 products 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

C.5 WARRANTY

The Contractor shall include the manufacturer’s standard warranty and are requested to include the cost to upgrade the warranty in the bid submittal where indicated.

IFB - PURCHASE AND/OR RENTAL OF GATORS AND GOLF CARTS.

-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 IFB 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.

Option Year 1: 10/1/2027 – 9/30/2028 Option Year 2: 10/1/2028 – 9/30/2029 Option Year 3: 10/1/2029 – 9/30/2030 Option Year 4: 10/1/2030 – 9/30/2031

D.2 DELIVERABLES

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

DELIVERABLE QTY./METHOD

OF DELIVERY DUE DATE TO WHOM

Quote for Other Goods or Rentals, as requested

Electronic

As requested by the COTR

COTR

Insurance Certificate Electronic Within 14 days of Contract award COTR

Invoices Electronic After delivery of Goods COTR and Invoices@eventsdc.com

-End of Section D-mailto:Invoices@eventsdc.com

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 OF RESPONSES

(a) Events DC intends to make a single award to the responsive Bidders whose responses conform to the solicitation and is most advantageous to Events DC and is compliant to the stated or implied specifications.

(b) All quotations received in response to this IFB will be evaluated based on 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 quotation 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) 3 points for a small business enterprise (“SBE”).

(b) 5 points for a resident-owned business (“ROB”).

(c) 5 points for a longtime resident business (“LRB”).

(d) 2 points for a local business enterprise (“LBE”).

(e) 2 points for a local business enterprise with its principal office located in an enterprise zone (“DZE”).

(f) 2 points for a disadvantaged business enterprise (“DBE”).

(g) 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, EST, August 14, 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 your W-9;

(c) Tax Certification Affidavit;

(d) OCPS Disclosure Form;

(e) Representations and Certifications;

(f) Clean Hands Report;

(g) Certificate(s) of Insurance;

(h) Automated Clearance House (ACH) Form;

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

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

(k) Three (3) customer reference letters (references must provide at a minimum a satisfactory rating) in support of your ability to provide the services or supplies as identified in the scope of the solicitation.

G.2 All Bidders must submit responses electronically via the 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

Macky Cherif

Contracts and Procurement Analyst II Email: macky.cherif@gmail.com Phone: (202) 249-3038

-End of Section G-mailto:macky.cherif@gmail.com

Bid # 25-S-061

SECTION H - AMENDMENTS

H. 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 – Events DC’s Standard Contract Provisions

-End of Section H-

ATTACHMENT A

QUOTE/PRICING FORM

PURCHASE AND/OR RENTAL OF GATORS AND GOLF CARTS

Please set forth the unit price for purchase and rental rates for each item in the pricing tables below for the Base Term and all Option Years. If applicable, the Contractor shall provide a published schedule of pricing for the items identified below:

Purchase

Description Manufacturer Model Base Term

Option Year One

Option Year Two

Option Year Three

Option Year Four

Gator John Deere XUV590i S4 Power Steering Winch Ready #5181M

Gator John Deere XUV 825i

(MY16)

#5110M

Gasoline Golf Cart

EZ-GO RXV

Electric

EZ-GO RXV

Daily Rental

Description Manufacturer Model Base Term

Option Year One

Option Year Two

Option Year Three

Option Year Four

Gator John Deere XUV590i S4 Power Steering Winch Ready #5181M

Gator John Deere XUV 825i

(MY16)

#5110M

Gasoline

Electric

Events DC 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 FOB 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 following the date of quote.