IFB009-_Dance_floors_and_associated_products.pdf

DANCE FLOORS AND ASSOCIATED PRODUCTS

INVITATION FOR BID

OPENGOV BID # 23-S–009

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Dance Floors and Associated Products.

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: Monday, July 28, 2025

IFB Questions Due Date: 5:00 P.M. EST, Friday, August 15, 2025

IFB Response Due Date: 5:00 P.M. EST, Wednesday, August 27, 2025

Primary Contact

Jaylah Dawson, Senior Contracts & Procurement Analyst Email: jdawson@eventsdc.com Phone: (202) 249-3072 https://eventsdc.com/about/procurement mailto:jdawson@eventsdc.com

IFB – Dance Floors and Associated Products OpenGov Bid #23-S-009

SECTION A - GENERAL INFORMATION

A1. 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.

A2. 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 (the “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 (collectively, the “Facilities”).

A.3 Events DC is seeking a qualified contractor (the “Contractor”) to provide Dance Floors and Associated Products (the “Goods”) as specified herein at the Convention Center and at any property owned, managed, controlled, or constructed by Events DC meeting the specifications/scope of work identified in this solicitation. The Contractor shall be able to meet all specifications identified in Section C below.

A.4 Events DC intends to award a firm, fixed price contract (the “Contract”) for the Goods identified herein. The Base Term of the Contract will be from date of award through September 30, 2025, with four (4), one-year renewal options.

A.5 If a prospective Bidder has any questions relative to this IFB, the Bidder must submit the questions in the OpenGov system 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, 5:00 P.M. EST, August 15, 2025. Events DC will not consider any questions received after this date.

[End of Section A]

SECTION B – GENERAL REQUIREMENTS

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks an experienced Contractor to provide the Goods on an as needed basis.

(b) The Contractor shall provide all Goods 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 at least three (3) years of experience providing the Goods required in Section C.1 below;

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

(c) Possess all licenses required by District, federal and state law to provide the Goods set forth in this solicitation.

B.3 PRICE/COSTS

(a) Bidders shall provide a firm-fixed price for the Base Term and all Option Years for the items specified in Section C below.

(b) The price shall include delivery cost to the final destination identified in this solicitation.

(c) The prices offered shall be as low as or lower than those charges to the Contractor’s most favored customers for comparable quantities, terms and conditions.

B.4 REFERENCES

The Bidder shall provide references in support of the Bidder’s ability to provide the required Goods as identified within this solicitation. At a minimum, the references shall include:

(a) Company name and address;

(b) Company webpage (if applicable);

(c) Main products and services provided;

(d) Point of contact information including: name, job title, telephone, e-mail; and

(e) References shall provide responses to the below questions:

i. Provide project name of similar scope to the supply of Dance Floors and Associated Products;

ii. Rate performance of goods and/or services provided on a scale of 1-10 (10 being the highest with a brief explanation as to why you gave the score);

iii. When were the goods and/or services provided?; and

iv. Were there any issues? If so, how were they resolved?

[End of Section B]

SECTION C - SPECIFICATIONS/SCOPE OF WORK

C.1 SPECIFICATIONS/SCOPE OF WORK

(a) The Contractor shall provide dance floor panels to accommodate a 30’ x 30’ dance floor that meet the following individual specifications:

Quantity Part Number Description

6 283215 3’ T-Allen wrench for CAM-LOCK, CAM-LAM and Starlight II

141 DLP24R 4’ x 4’ Cherry Rose CAM-LAM Dance Floor Panel

6 DSC14S 4’ x 4’ Caddy (holds 24 panels and 20 trim pieces)

26 W2700-401C Straight tongued strip – Silver Trim

26 W2700-402C Straight grooved strip – Silver Trim

4 W2700-403C R.H. tongued corner – Silver Trim

4 W2700-404C L.H. tongued corner – Silver Trim

4 W2700-405C R.H. grooved corner – Silver Trim

4 W2700-406C L.H. grooved corner – Silver Trim

(b) The Contractor shall also supply storage carts that hold all twenty-four (24) pieces of the dance floor to aid in storage and transportation of the dance floors throughout the Convention Center.

(c) Events DC may request that the Contractor supply additional dance floors, carts and/or associated products on an as needed basis. The Contractor shall provide the COTR with a written quote within the timeframe specified.

C.2 PRODUCT REQUIREMENTS

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

(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 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 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 such product information may be considered as non-responsive and rejected. The Chief Contracting Officer shall be the sole judge as to the acceptability of alternative products offered. The Contractor shall indicate in their submittal any variation between the product offered and the literature or specification sheets submitted.

C.4 WARRANTY

(a) 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.

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

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

[End of Section C]

SECTION D – CONTRACT TERM, DELIVERABLES AND DELIVERY

D.1 TERM OF CONTRACT

(a) The Base Term of the Contract shall be from date of award through September 30, 2025, 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, provided that Events DC gives the Contractor a 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) days preliminary notice requirement by providing a written waiver to the COTR prior to the expiration of the Contract. The exercise of an option is subject to the availability of funds at the time the option is exercised.

(c) The Contractor shall submit an updated pricing list at least sixty (60) days prior to the period of performance expiration.

D.2 DELIVERY

(a) The Contractor shall deliver Goods as outlined in Section C.1 above to the Convention Center’s loading dock, located at 801 Allen Y. Lew Place, NW, Washington, DC 20001 within sixty (60) calendar days of Contract award date.

(b) At the request of the COTR, any additional Goods shall be delivered to any of Events DC’s Facilities listed in Section A.2 above, any other property owned, managed, controlled, or constructed by Events DC and/or any other location meeting the specifications/scope of work identified in this solicitation.

D.3 DELIVERABLES

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

Deliverables Qty. Method of Delivery

Due Date To Whom

Items per Section C.1

See

Section

Deliver to Convention

Center’s loading dock

Within sixty (60) calendar days from date of award

COTR

Manufacturer’s warranty on all required Section C.1 items

E-mail

On or before delivery of all items per Section

COTR and Invoices@eventsd.com

Invoices n/a

E-mail

Upon delivery of items per Section C.1

Invoices@eventsdc.com

[End of Section D]

SECTION E – BIDDER(S) STATEMENT OF QUALIFICATIONS AND STANDARD

CONTRACT PROVISIONS

E.1 CONTRACTOR QUALIFICATIONS

The Bidder(s) shall submit all information required below:

QUESTION ANSWER (Yes/No)

Company Name:

Company Contact:

Number of Year(s) in the Market:

https://eventsdc.sharepoint.com/sites/OCPTeam/Shared%20Documents/Invoices@eventsd.com

Point of Contact for this IFB Including Name, Job Title, Telephone, E-mail:

Does your company have at least three (3) years’ experience providing Dance Floors and Associated Products?

Y/N?

Does your company possess all licenses required to provide the Goods set forth in this solicitation?

Y/N?

E.2 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 will make the award based to the responsive Bidders 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 and technically acceptable procurement. If these minimum criteria are met, the lowest priced Bidder will be awarded based on the lowest evaluated cost to Events DC over the term of the Contract.

(c) The technical criteria are listed in Section E above. The score is either YES or NO which means that the Contractor either meets these criteria or they do not. No numerical score is assigned.

(d) Events DC will review the submitted responses against the criteria referenced above. The review process may include communication with the respondent(s) to solicit additional information.

(e) Events DC intends to make a single award to a responsive Bidder.

[End of Section F]

SECTION G - SUBMISSION INSTRUCTIONS

G.1 Your response must be submitted electronically no later than 5:00 PM, August 27, 2025, and shall consist of the following:

(a) Completion of the Quote/Pricing Form at Attachment A, including confirmation that you have received Events DC’s Standard Contract Provisions;

(b) A copy of your W-9;

(c) A copy of your GSA/DC Supply Schedule Contract (if applicable);

(d) A copy of your current DSLBD Certification Letter (if applicable); and

(e) Three (3) customer references (references must provide at a minimum a satisfactory rating) in support of your ability to provide the Goods as identified in the scope of 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

Jaylah Dawson, Contracts and Procurement Analyst II Email: jdawson@eventsdc.com Phone: (202) 249-3072

[End of Section G]

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 & Official Notices” tab of the OpenGov bid.

Enclosures: Attachment A – Quote/Pricing Form

Attachment B – Events DC’s Standard Contract Provisions

[End of Section H] mailto:jdawson@eventsdc.com

ATTACHMENT A

QUOTE/PRICING FORM

DANCE FLOORS AND ASSOCIATED PRODUCTS

(a) The Contractor shall provide Firm-Fixed Prices for the Goods described in the Pricing Form below:

Base Term Quantity Part Number Description Unit Price Total Price

6 283215 3 Ft. T-wrench for CAM-LOCK, CAM-LAM and Starlight II

141 DLP24R 4’x4’ Cherry Rose CAM-LAM Dance Floor Panel

6 DSC14S 4’x4’ Caddy (holds 24 panels and 20 trim pieces)

26 W2700-401C Straight tongued strip – Silver Trim $ $ 26 W2700-402C Straight grooved strip – Silver Trim $ $ 4 W2700-403C R.H. tongued corner – Silver Trim $ $ 4 W2700-404C L.H. tongued corner – Silver Trim $ $ 4 W2700-405C R.H. grooved corner – Silver Trim $ $ 4 W2700-406C L.H. grooved corner – Silver Trim $ $

Freight $ $

Option Year One

6 283215 3 Ft. T-wrench for CAM-LOCK, CAM-LAM and Starlight II

141 DLP24R 4’x4’ Cherry Rose CAM-LAM Dance Floor Panel

6 DSC14S 4’x4’ Caddy (holds 24 panels and 20 trim pieces)

26 W2700-401C Straight tongued strip – Silver Trim $ $ 26 W2700-402C Straight grooved strip – Silver Trim $ $ 4 W2700-403C R.H. tongued corner – Silver Trim $ $ 4 W2700-404C L.H. tongued corner – Silver Trim $ $ 4 W2700-405C R.H. grooved corner – Silver Trim $ $

Option Year Two

6 283215 3 Ft. T-wrench for CAM-LOCK, CAM-LAM and Starlight II

141 DLP24R 4’x4’ Cherry Rose CAM-LAM Dance Floor Panel

6 DSC14S 4’x4’ Caddy (holds 24 panels and 20 trim pieces)

26 W2700-401C Straight tongued strip – Silver Trim $ $

26 W2700-402C Straight grooved strip – Silver Trim $ $ 4 W2700-403C R.H. tongued corner – Silver Trim $ $ 4 W2700-404C L.H. tongued corner – Silver Trim $ $ 4 W2700-405C R.H. grooved corner – Silver Trim $ $

Option Year Three

6 283215 3 Ft. T-wrench for CAM-LOCK, CAM-LAM and Starlight II

141 DLP24R 4’x4’ Cherry Rose CAM-LAM Dance Floor Panel

6 DSC14S 4’x4’ Caddy (holds 24 panels and 20 trim pieces)

26 W2700-401C Straight tongued strip – Silver Trim $ $ 26 W2700-402C Straight grooved strip – Silver Trim $ $ 4 W2700-403C R.H. tongued corner – Silver Trim $ $ 4 W2700-404C L.H. tongued corner – Silver Trim $ $ 4 W2700-405C R.H. grooved corner – Silver Trim $ $

Option Year Four

6 283215 3 Ft. T-wrench for CAM-LOCK, CAM-LAM and Starlight II

141 DLP24R 4’x4’ Cherry Rose CAM-LAM Dance Floor Panel

6 DSC14S 4’x4’ Caddy (holds 24 panels and 20 trim pieces)

26 W2700-401C Straight tongued strip – Silver Trim $ $ 26 W2700-402C Straight grooved strip – Silver Trim $ $ 4 W2700-403C R.H. tongued corner – Silver Trim $ $ 4 W2700-404C L.H. tongued corner – Silver Trim $ $ 4 W2700-405C R.H. grooved corner – Silver Trim $ $ 4 W2700-406C L.H. grooved corner – Silver Trim $ $

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 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: __________________

Quotes are valid for a period of sixty (60) calendar days from Events DC’s receipt of quote.