RFP_25-S-046_Replacement_of_Meeting_Room_Doors.pdf

REPLACEMENT OF MEETING ROOM DOORS

REQUEST FOR PROPOSAL (RFP)

BID # 25-S-046

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified firms to provide Replacement of Meeting Room Doors. Interested parties can view a copy of the RFP by accessing Events DC’s e-Procurement website at https://eventsdc.com/about/procurement.

This Request for Proposal (“RFP”) has a thirty-five percent (35%) set-aside for a Certified Business Enterprise (CBE) as required under the provisions of “The Small and Certified Business Enterprise Development and Assistance Amendment Act of 2014” (the “Act”), effective June 10, 2014.

Key Dates

RFP Release Date:

RFP Pre-Proposal Conference:

RFP Question Due Date:

RFP Response Due Date:

Thursday, April 30, 2025

11:00 AM EST, Tuesday, May 12, 2026

03:00 PM EST, Tuesday, May 19, 2026

05:00 PM EST, Friday, May 29, 2026

Primary Contact Name: Jaylah Dawson Senior Contracts and Procurement Analyst E-mail: Jdawsoneventsdc.com Phone: (202) 249-3072 http://www.wcsapex.com/ mailto:eoliver@eventsdc.com

TABLE OF CONTENTS

SECTION A – INTRODUCTIONS

SECTION B – GENERAL INFORMATIONS

SECTION C – SCOPE OF WORK

SECTION D – CONTRACT TERM, DELIVERABLES AND PERFORMANCE

SECTION E – SPECIFIC CONTRACT PROVISIONS/ETHICAL PROVISIONS

SECTION F – SPECIAL CONTRACT REQUIREMENTS

SECTION G – CONTRACT CLAUSES

SECTION H – SUBMISSION INSTRUCTIONS

SECTION I – TECHNICAL PROPOSAL

SECTION J – COST PROPOSAL

SECTION K – EVALUATION FACTORS

SECTION L – LIST OF ATTACHMENTS

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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 (the “District”) Government and operates as a corporate body with a legal existence separate from the District. Events DC is governed by a twelve-member Board of Directors appointed in accordance with D.C. Code §10-1202.05. Its day-to-day operations are managed by its President and 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 (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 (each a “Facility”).

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 replacements for the

Meeting Room Doors located throughout the Convention Center (the “Services” or “Work”). The Contractor shall provide all supervision, labor, materials, equipment and supplies required to provide the Work, and be able to meet all specifications identified in this solicitation.

A.5 Events DC intends to award a Firm Fixed Price contract (the “Contract”) for the Services herein.

[End of Section A]

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SECTION B - GENERAL INFORMATION

B.1 GENERAL DESCRIPTION OF WORK

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

(b) The Contractor(s) will conduct all Services 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.

(c) Events DC contemplates awarding the Contract for the Work detailed in Section C below. The base term of the Contract will be from date of award to September 30, 2026, with four (4), one-year option years (collectively, the “Option Years”).

(d) Vendors wishing to respond to this RFP (“Offerors”) must register in the Events DC e-Procurement system. Reponses must be submitted electronically. An Offeror’s response must include two (2) separate submissions: a “Technical Proposal” and a “Cost Proposal”, as outlined in Sections I and J below respectively.

B.2 CONTRACTOR QUALIFICATIONS

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

(a) Possess a minimum of five (5) years’ experience in commercial or institutional door fabrication and installation;

(b) Possess a minimum of five (5) years’ experience in active public facilities and convention centers;

(c) Possess a minimum of five (5) years’ experience in installing panic hardware and integrating with Lenel or comparable access control systems;

(d) Be licensed to perform the Services and be a licensed contractor in the District;

(e) Have the ability to meet ADA, NFPA, and DC building code standards; and

(f) Perform all Services in conformance with applicable federal, state, and District laws and regulations.

B.3 PRE-PROPOSAL CONFERENCE/SITE VISIT

(a) An optional Pre-Proposal Conference is scheduled for 11:00 AM EST, Tuesday, May 12th, 2026 for all prospective Offerors. Notification of intent to attend must be provided via e-mail to Jaylah Dawson Jdawson@eventsdc.com no later than 4:00 PM EST, Monday, May 11th, 2026. Attendance is strongly encouraged, but not mandatory.

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

(c) The purpose of the Pre-Proposal Conference is to provide an opportunity for informal questions and answers. If a prospective Offeror desires a binding answer to any question asked and answered informally at the Pre-Proposal Conference, the question must be submitted in writing through the e-mailto:Jdawson@eventsdc.com

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Procurement system (see Section B.4 below).

B.4 QUESTIONS

(a) If a prospective Offeror has any questions relative to this RFP, the Offeror must submit the questions in the OpenGov system via the “Q&A” 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.

(b) Questions must be received no later than 3:00 PM EST Tuesday, May 19, 2021. 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.

[End of Section B]

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SECTION C - SCOPE OF WORK

C.1 GENERAL DESCRIPTION

The existing Meeting Room Doors have sustained significant structural and cosmetic damage due to years of impact from carts, staging equipment, and routine operations. The new doors will restore the structural integrity, functionality, and aesthetic consistency of the meeting rooms while incorporating modern crash bars (panic hardware) and compatibility with Events DC’s Lenel Access Control System for improved safety, accessibility, and security management. The Contractor must be able to perform all tasks listed in Section C.2 below. The Work performed by the Contract shall include, but is not limited to, the following:

C.2 SCOPE OF WORK

(a) The Contractor shall provide the following Services, including but not limited to:

i. Inspection and verification to determine doors/frames that require replacement;

ii. Detailed report on inspection findings, including current conditions of doors and door frames;

a. Door fabrication and specifications, inclusive of all hardware and Lenel OnGuard Access Control

System connectivity meeting the specifications below:

Description Manufacturer Specifications* Quantity Pairs of Doors

Wooden Door Special-Lite

SL-19 Wood Grain Hybrid FRP Door, Wood Grain FRP Finish, Color: Dark Maple (Item #:

5550)

Eighty (80) Forty (40)

Door Hardware Von Durpin

99 CRP with electrified function

Eighty (80) Forty (40)

Door Frame Special-Lite Aluminum Tube Frame Twenty (20) One (1) per pair

*Please see Attachment D for PDF of Equipment Specifications

iii. Finish and appearance, which will be approved by Events DC prior to installation;

iv. Removal of existing damaged doors; and

v. Installation of new doors and hardware while repairing and reinforcing frames as needed.

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(b) The Contractor shall conduct the Work by maintaining safe pedestrian circulation, ADA compliance, and continuous access to the building and public areas throughout all stages of Work.

(c) The Facility will be fully operational during the Work. The Contractor will coordinate the Work with the COTR to accommodate the Work to limit disruption.

C.3 SCHEDULE OF SERVICES

(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 Services between the hours of 8:00 AM and 5:00 PM EST, Monday through Friday. Other working hours may be considered if deemed necessary by the COTR.

(c) 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, provided, however, that 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.

(d) Should the Contractor fail to provide the Services in accordance with the agreed upon schedule, the Contractor may be liable for the costs incurred by Events DC to acquire substitute services of similar quality.

In addition, the Contractor may, in addition to other obligations under the Contract, 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.

(e) Events DC may, without incurring any liability, cancel any scheduled Services upon twenty-four (24) hours’ prior notice to the Contractor.

(f) The Contractor shall respond to all repair requests within twenty-four (24) hours of the request to schedule the repair.

(g) The Contractor shall comply with Events DC’s “Rules of the Jobsite for Contractors”, included in the List of Attachments in Section L below.

C.4 SITE SAFETY AND CLEAN-UP

(a) The Contractor will be required to provide a safe and efficient site. Controlled access will be required.

The Contractor shall be responsible for maintaining the site for the duration of the Work.

(b) The Contractor shall provide and post general safety/warning signage in and around the Work areas and ensure that each individual prepares and adheres to adequate safety programs throughout the Work.

(c) The Contractor shall provide and maintain temporary sanitary facilities for its staff, to be located in an area designated by the COTR.

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(d) The Contractor shall provide daily clean-up and offsite disposal of all debris resulting from the Work.

C.5 QUALITY OF WORKMANSHIP

(a) The Contractor shall perform, or cause to be performed, all Services, required under the Contract to the reasonable satisfaction of Events DC, with that degree of skill, care and diligence normally exercised by experienced contractors performing Services of similar scope and magnitude. The Contractor shall at all times act in the best interest of Events DC.

(b) All Services performed under the Contract shall be inspected by the COTR. The Contractor shall be required to repair and/or redo Work that is determined by the COTR to be deficient. If the Work is found to be deficient, the Contractor shall, within twenty-four (24) hours after being notified by the COTR of such deficiency, submit a Corrective Action Plan (“Plan”) describing how the deficiency will be corrected, which Plan shall include any labor or parts that may be needed. Upon approval of the Plan, the Contractor will work with the COTR to schedule the corrective work required. The Contractor shall bear all costs associated with correcting deficient work to include all costs associated with removing and replacing any nonconforming equipment or supplies, and the performance of any additional services made necessary thereby.

C.6 CONTRACTOR FURNISHED EQUIPMENT

(a) The Contractor shall provide all equipment, lifts, materials, tools and supplies necessary to perform the Services. All equipment must meet standard OSHA safety requirements as well as all safety requirements pursuant to law. All equipment must be operated in a safe manner and must be clean and in good repair at all times while the Services are being performed.

(b) The Contractor is solely responsible for the quality and performance of all Contractor provided 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 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.7 CONTRACTOR STAFF & KEY PERSONNEL

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

(b) The Contractor’s personnel must sign in and sign out at the Convention Center’s Security Labor Office upon entering and exiting the Convention Center.

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

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

(e) 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.

(f) The Contractor shall not subcontract any of the Services to any subcontractor without the prior written consent of the COTR. Any Services 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 Contract 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 Services required hereunder.

[End of Section C]

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SECTION D - CONTRACT TERM, DELIVERABLES AND PERFORMANCE

D.1 TERM OF CONTRACT

(a) The Base Term of the Contract shall be from Date of Award to September 30, 2026.

(b) Events DC has the right to extend the term of the Contract for four (4), one-year option periods or successive fraction thereof, by written modification to the Contract before expiration. The preliminary notice does not commit Events DC to an extension. The Contract may waive the thirty (30) day preliminary notice requirement by providing a written waive 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 Year is exercised.

D.2 DELIVERABLES

The Contractor shall provide, at a minimum, the deliverables set forth below. Additionally, and upon request, the Contractor shall provide other reports which may be presented to the Events DC Board of Directors, or the Council of the District of Columbia. The number of copies of other reports will be determined at the time of the request by Events DC.

DELIVERABLE METHOD OF

DELIVERY

DUE DATE TO WHOM

Pre-installation Condition Report

E-mail Within thirty (30) days of award

COTR

Door and Hardware inventory

Electronic and Hard Copy

Within sixty (60) days of award COTR

Submittals including door, hardware, crash bar, and

Lenel-compatible electronic hardware specifications E-Mail

As requested by Events DC As directed

Samples and Finish Options

E-Mail As determined by Events DC COTR

Installation Schedule and Phasing Plan

Electronic and Hard Copy

Within twenty-four

(24) hours of award COTR

Final Inspection and Acceptance Report

E-Mail Within twenty-four

(24) hours of completion of any work

COTR

Warranty Documentation E-Mail Within thirty (30) days of award

COTR

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Invoices E-Mail Monthly COTR and 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 RFP and the Contract. To this end, Events DC is contracting for the complete performance of 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 Contractor may risk termination or replacement if continued engagement 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] mailto:invoices@eventsdc.com

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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 OpenGov bid. In the event of a conflict between this RFP and the Standard Contract Provisions, the prevailing document shall be this RFP.

E.2 REQUIRED SUBCONTRACTING SET-ASIDE

Thirty-five percent (35%) of the annual total dollar value of the Contract has been set-aside for performance through subcontracting with businesses certified by the District’s Department of Small and Local Business Development as Small Certified Enterprises (“SBEs”). If there are insufficient qualified SBEs to completely fulfill this requirement, then the subcontracting requirement may be satisfied by subcontracting thirty-five percent (35%) of the total annual dollar value to any CBE, provided that all reasonable efforts shall be made to ensure that qualified CBEs are significant participants in the overall subcontracting work. Any Offeror responding to this RFP shall submit a preliminary subcontracting plan meeting the requirements of this section with its response to this RFP. Any Offeror failing to submit a plan with its response to this RFP will be deemed non-responsive. Further, final Contract award is contingent on approval of the plan by the COTR; disapproval of a subcontracting plan will result in non-award of the Contract. Once the plan is approved by the COTR and the Contract is awarded, changes may only occur with the prior written approval of Events DC’s Chief Contracting Officer and the Director of the District’s Department of Small and Local Business Development

(“DSLBD”).

The preliminary subcontracting plan must include the following:

(a) The name and address of each subcontractor;

(b) The current certification number of each SBE or CBE subcontractor;

(c) The scope of work to be performed by each subcontractor; and

(d) The price to be paid by the beneficiary to each subcontractor.

A Subcontracting plan template is available under the “Attachments” tab.

E.3 U.S. DEPARTMENT OF LABOR WAGE DETERMINATIONS

The Contractor shall be bound by the Wage Determination No. 2015-4281, Revision 35, December 3, 2025, issued by the U.S. Department of Labor in accordance with the Service Contract Act (41 U.S.C. 351 et seq.), for the term of the Contract. If an Option is exercised, the Contractor shall be bound by the applicable wage rate at the time of the exercise.

E.4 INSURANCE

Prior to the commencement of any work, the Contractor shall obtain, and shall maintain throughout the term of the Contract, the following insurance coverage at its sole cost and expense:

(a) Commercial General Liability Insurance written on an occurrence basis, at limits of at least $1,000,000 per occurrence and $2,000,000 general aggregate, for bodily injury and property damage liability, including broad form coverage for property damage, products and completed operations, Page | 13 RFP #25-S-046 Replacements of Meeting Room Doors personal injury (e.g., false arrest, false imprisonment, defamation, libel and slander, discrimination and invasion of privacy), independent contractor’s liability and contractual liability.

(b) Umbrella Liability Insurance (or excess liability insurance), which shall be excess of any general liability and automobile liability policy, and which shall be following form, or be broader than underlying policies, at per occurrence limits of at least $5,000,000.

(c) Automobile Liability Insurance in the amount of at least $1,000,000 per accident combined single limit, which shall cover bodily injury (or death) and property damage, and covering owned, hired or non-owned vehicles and any other equipment required to be licensed for road use.

(d) Workers’ Compensation Insurance at statutory limits, and employer’s liability coverage at limits of at least $100,000 per occurrence for bodily injury by accident and $100,000 per employee for bodily injury by disease; $500,000 policy limit.

(e) All-Risk Property Insurance to protect against loss of owned or rented equipment and tools brought onto and/or used on any portion of the premises by Contractor and its subcontractors.

(f) Fidelity Bond/Crime Insurance covering employee and subcontractor dishonesty, theft, and fraudulent acts at limits of not less than $1,000,000 for each loss.

(g) Errors and Omissions/Professional Liability Insurance at limits of at least $5,000,000 per claim and $5,000,000 aggregate. The retroactive insurance date of such insurance shall be no later than the commencement date of the Contract.

(h) Technology and Telecommunications Liability Insurance at limits of at least $1,000,000 per claim and $3,000,000 aggregate, for claims resulting from a failure of computer security, theft or disclosure of confidential information, unauthorized access, unauthorized use, service attack, transmission of a computer virus, failure to protect personally identifiable or confidential information, and potential or actual violation of a privacy regulation.

All insurance policies shall be issued by companies licensed to do business in the District of Columbia and on forms acceptable to Events DC and shall provide that the coverage thereunder may not be reduced or canceled unless thirty (30) days unrestricted prior written notice thereof is furnished to Events DC. All insurance shall be primary and not contributory. All insurance policies shall be written by companies with an A.M. Best Co. rating of A+ VII or better and shall contain a waiver of subrogation in favor of Events DC. The policies described in (a), (b), (c), and (h) above shall each contain an endorsement to include the Washington Convention and Sports Authority t/a Events DC as additional insured. The additional insured endorsements shall have no added exclusions or limitations of coverage to limits of liability contractually required or percentage of negligence attributed to the named insured. The insurance policies described in (e), (f), and (g) above shall each name Events DC as loss payee. Certificates of insurance (or copies of policies, if required by Events DC) for the coverages described herein shall be furnished to Events DC prior to commencing work and shall state that Events DC is an additional insured or loss payee as prescribed herein.

The Contractor shall immediately notify Events DC of cancellation or material modification of any policy. If the insurance provided is not in compliance with the requirements herein, Events DC may, at its option, require the Contractor to stop work pending such compliance.

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The Contractor shall immediately report in writing to Events DC any incident that might reasonably be expected to result in any claim under any insurance required under the Contract. The Contractor shall cooperate fully with Events DC in the investigation and disposition of any claim arising out of the performance of the Contract.

E.5 INDEMNIFICATION

(a) The Contractor shall defend, indemnify and hold harmless Events DC, its directors, officers, agents, employees, and other representatives and, as applicable, the District of Columbia (each, an “Indemnified Party”), from and against any and all losses, expenses (including, without limitation, reasonable attorneys’ fees and costs), liabilities, judgments, demands, claims and damages of any kind arising from or relating to or as a consequence of any act, omission, neglect, breach or default of the Contractor, its agents, employees, or its subcontractors in connection with the Contract.

(b) The indemnification obligation under this section shall not be limited by the existence of any insurance policy or by any limitation on the amount or type of damages, compensation or benefits payable by or for Contractor or any subcontractor, and shall survive the termination of the Contract. Events DC agrees to give Contractor written notice of any claim of indemnity under this section. Additionally, Contractor shall, at its own expense, control the defense or settlement of such claim with counsel satisfactory to Events DC, provided that Contractor shall not settle any claim which imposes upon an Indemnified Party any obligation, or in any way prejudices the rights of an Indemnified Party, without the Indemnified Party’s prior written consent. In addition to other remedies available to Events DC, Events DC may withhold or retain monies due or to become due to the Contractor under the Contract to satisfy any outstanding claim which Events DC may have against the Contractor.

E.6 51% DISTRICT RESIDENT NEW HIRES REQUIREMENT AND FIRST SOURCE

EMPLOYMENT AGREEMENT

(a) The Contractor shall comply with the First Source Agreement Act of 1984 (“First Source Act”), D.C.

Code § 2-219.01 et seq., as amended.

(b) The Contractor shall enter into and maintain, during the term of the Contract, a First Source Employment Agreement with the District’s Department of Employment Services (“DOES”) in which the Contractor shall agree that:

1. The first source for finding employees to fill all jobs created in order to perform the Contract shall be DOES; and

2. The first source for finding employees to fill any vacancy occurring in all jobs covered by the First Source Employment Agreement shall be the DOES First Source Register.

(c) The Contractor shall submit to DOES, no later than the 10th day of each month following execution of the Contract, a First Source Agreement Contract Compliance Report (“Compliance Report”) verifying its compliance with the First Source Agreement for the preceding month. The Compliance Report for the contract shall include the following:

1. Number of employees needed;

2. Number of current employees transferred;

3. Number of new job openings created;

4. Number of job openings listed with DOES;

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5. Total number of District residents hired for the reporting period and the cumulative total number of District residents hired; and

6. Total number of all employees hired for the reporting period and the cumulative total number of employees hired, including:

a. Name;

b. Social Security Number;

c. Job Title;

d. Hire Date;

e. Place of residence; and

f. Referral source for all new hires.

(d) If the Contract amount is equal to or greater than $300,000.00, the Contractor agrees that fifty-one percent (51%) of the new employees hired for the Contract shall be District residents.

(e) With the submission of the Contractor’s final request for payments from Events DC, the Contractor shall

1. Document in a report to the Chief Contracting Officer its compliance with Section E.6(d);

or

2. Submit a request to the Chief Contracting Officer for a waiver of compliance with Section E.6(d) and include the following documentation:

a. Material supporting a good faith effort to comply;

b. Referrals provided by DOES and other referral sources;

c. Advertisement of job openings listed with DOES and other referral sources;

and

d. Any documentation supporting the waiver request to satisfy the requirements of Section E.6(f) below.

(f) The Chief Contracting Officer may waive the provisions of Section E.6(d) if the Chief Contracting Officer finds that:

1. A good faith effort to comply is demonstrated by the Contractor;

2. The Contractor is located outside the Washington Standard Metropolitan Statistical Area and none of the contract Work is performed inside the Washington Standard Metropolitan Statistical Area which includes the District of Columbia; the Virginia cities of Alexandria, Falls Church, Manassas, Manassas Park, Fairfax, and Fredericksburg, the Virginia counties of Fairfax, Arlington, Prince William, Loudoun, Stafford, Clarke, Warren, Fauquier, Culpeper, Spotsylvania, and King George, the Maryland counties of Montgomery, Prince Georges, Charles, Frederick, and Calvert; and the West Virginia counties of Berkeley and Jefferson;

3. The Contractor enters into a special workforce development training and replacement arrangement with DOES; or

4. DOES certifies that there are insufficient numbers of District residents in the labor market possessing the skills required by the position created as a result of the Contract.

(g) Upon receipt of the Contractor’s final payment request and related documentation required by Section E.6, the Chief Contracting Officer shall determine whether the Contractor is in compliance with Section E.6(d) or whether a waiver of compliance pursuant to Section E.6(f) is justified. If the Chief Contracting Officer determines that the Contractor is in compliance, or that a waiver of compliance is

Page | 16 RFP # 25-S-046 Replacements of Meeting Room Doors justified, the Chief Contracting Officer shall, within two (2) business days of making the determination, forward a copy of the determination to the Chief Finance Officer (CFO) and the COTR.

(h) Willful breach of the First Source Employment Agreement, or failure to submit the report required by Section E.6(e) of this RFP, or deliberate submission of falsified data, may be enforced by the Chief Contracting Officer through imposition of penalties, including monetary fines of five percent (5%) of the total amount of the direct and indirect labor costs of the Contract. The Contractor shall pay all penalties to DOES or may appeal the decision of the Chief Contracting Officer, including the imposition of penalties, to the District’s Contract Appeals Board (CAB).

(i) The provisions of Section E.6(d - h) do not apply to non-profit organizations.

[End of Section E]

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SECTION F - SPECIAL CONTRACT REQUIREMENTS

F.1 PUBLICITY

The Contractor shall at all times obtain the prior written consent of the Chief Contracting Officer before it, any of its officers, agents, employees or subcontractors, either during or after expiration or termination of the Contract, makes any statement, or issues any material, for publication through any medium of communication, bearing on the work performed or data collected under the Contract.

F.2 REQUEST FOR RECORDS

Events DC, in its sole discretion, may make available for public inspection and copying any record produced or collected pursuant to an Events DC contract with a contractor. If Events DC receives a request for a record maintained by Contractor, then a copy of the request will be provided to Contractor, and Contractor shall cooperate with Events DC in responding to the request by, among other actions, providing all responsive records to Events DC within the timeframe designated by Events DC. Events DC will determine whether such records will be released and will reimburse Contractor for the reasonable cost of producing the records. This section shall survive termination or expiration of the contract.

F.3 AMERICANS WITH DISABILITIES ACT OF 1990 (ADA)

During the performance of the Contract, the Contractor and any of its subcontractors shall comply with the Americans with Disabilities Act (42 U.S.C. 12101 et seq.).

F.4 LIVING WAGE ACT OF 2006

During the performance of the Contract, the Contractor and any of its subcontractors shall comply with The Living Wage Act of 2006, codified at D.C. Code §§ 2-220.01-11

[End of Section F]

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SECTION G - CONTRACT CLAUSES

G.1 CONFIDENTIALITY OF INFORMATION

All information obtained by the Contractor relating to any employee or licensee of Events DC must be kept in absolute confidence and shall not be used by the Contractor in connection with any other matters, nor shall any such information be disclosed to any other person, firm, or corporation, in accordance with District and Federal laws governing the confidentiality of records.

G.2 TIME

Time, if stated in a number of days, will include Saturdays, Sundays, and holidays, unless otherwise stated herein.

G.3 CONTINUITY OF SERVICES

The Contractor recognizes that the services to be provided under the Contract are vital to Events DC and must be continued without interruption and that, upon Contract expiration or termination, a successor (either Events DC or another contractor), may at Events DC option, continue to provide these services. To that end, the Contractor will be required to:

(a) Cooperate fully with Events DC and any successor contractor to effect an orderly and efficient transition to the successor contractor.

(b) In conjunction with Events DC and the successor contractor, develop a comprehensive transition and succession plan, which plan shall be submitted to Event DC’s Chief Contracting Officer for review and approval.

(c) Provide transition services for up to ninety (90) days after the expiration of the Contract.

[End of Section G]

SECTION H - SUBMISSION INSTRUCTIONS

H.1 OVERVIEW

All Offerors must submit responses electronically via OpenGov to be considered for this award. The responses must be prepared as two (2) separate documents, one titled "Technical Proposal," with seven (7) parts as detailed in Section I below, and a separate document titled "Cost Proposal” as detailed in Section J below.

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Elaborate artwork, expensive paper and bindings, and expensive visual and other presentation aids are neither necessary nor desired.

H.2 ELECTRONIC SUBMISSION REQUIREMENTS

(a) Offerors must submit proposals electronically via OpenGov. The Technical Proposal and the Cost Proposal are to be prepared as separate documents.

(b) You may confirm whether your submission has been successfully transmitted to Events DC by logging into OpenGov and opening Bid #25-S-046. The status will show as “submitted” if the proposal was successfully submitted or “in-progress” if additional action is required.

H.3 PROPOSAL DUE DATE

Proposals are due no later than5:00 PM on Friday, May 29, 2026.

H.4 AMENDMENTS

Any amendments to this RFP, including changes in the due date or scope of work, will be issued via OpenGov and will appear on the “Amendments” tab of the OpenGov bid.

H.5 RESTRICTION ON DISCLOSURE AND USE OF DATA

Offerors requesting nondisclosure of information included in the proposal on the grounds that such information is proprietary, or trade secret shall mark the title page with the following legend (with the understanding that Events DC’s compliance therewith is subject to applicable law or judicial process):

"This proposal includes data that shall not be disclosed outside Events DC and shall not be duplicated, used or disclosed in whole or in part for any purpose except for use in the procurement process. If, however, a contract is awarded to this Offeror as a result of or in connection with the submission of this data, Events DC will have the right to duplicate, use, or disclose the data to the extent consistent with Events DC‘s needs in the procurement process. This restriction does not limit Events DC’s rights to use, without restriction, information contained in this proposal if it is obtained from another source. The data subject to this restriction are contained in sheets (insert page numbers or other identification of sheets).”

H.6 PROPOSAL PROTESTS

All protests by an Offeror or contractor aggrieved in connection with this solicitation or the award of contract Page | 19 RFP #25-S-046 Replacements of Meeting Room Doors

Page | 20 RFP #25-S-046 Replacements of Meeting Room Doors hereunder must be made in writing to Events DC’s Director of Contracts and Procurement within seven (7) business days after the protester knew or should have known of the facts giving rise thereto. Protests shall be served on Events DC by obtaining a written and dated acknowledgment of receipt from the Contracting Officer.

Protests served on Events DC after the seven (7) day period will not be considered. To expedite handling of protests, the envelope should be labeled “Protest”. The written protest shall include, at a minimum, the following:

(a) The name and address of the protester;

(b) Appropriate identification of the procurement, (e.g., the solicitation number and if a contract has been awarded, its number);

(c) A statement of reasons for the protest; and

(d) Supporting exhibits, evidence or documents to substantiate any claims, unless not available within the filing time, in which case, the expected availability date should be indicated.

Protests will be reviewed and decided in accordance with Section 309 of Events DC’s procurement regulations (19 DCMR § 309). The D.C. Contract Appeals Board (CAB) shall have exclusive jurisdiction to hear and decide appeals from final decisions by Events DC regarding a protest; provided, however, that no appeal may be taken to the CAB unless and until all administrative review procedures provided for in Events DC’s procurement regulations have first been fully and properly complied with and exhausted.

The CAB shall hear and decide appeals from final decisions of Events DC and grant relief in accordance with D.C. Code § 2-360.03-05 and regulations promulgated thereunder, and such other statutes and regulations as are applicable to Events DC. The unsuccessful protester shall be responsible for any and all costs of the CAB in connection with any appeal and shall reimburse Events DC for such costs.

H.7 RETENTION OF PROPOSALS

All proposal documents shall be the property of Events DC and retained by Events DC and thereafter will not be returned to the Offerors.

H.8 BEST AND FINAL OFFERS

If, subsequent to receiving offers, negotiations are conducted, all Offerors within the competitive range will be so notified and may be provided an opportunity to submit written “Best and Final Offers” (BAFOs) at the designated date and time. BAFOs will be subject to the Late Submissions, Late Modifications and Late Withdrawals of Proposals provisions of this solicitation. After receipt of BAFOs, no discussions will be reopened unless the Contracting Officer determines that it is clearly in Events DC’s best interest to do so, (e.g., it is clear that information available at that time is inadequate to reasonably justify Contractor selection and award based on the best and final offers received). If discussions are reopened, the Contracting Officer may issue an additional request for BAFOs to all Offerors still within the competitive range.

[End of Section H]

SECTION I - TECHNICAL PROPOSAL

The Technical Proposal must contain sufficient detail to provide a clear and concise representation of the Offeror’s capability to meet the requirements of Section C above and to demonstrate how the Offeror meets the evaluation criteria in Section K below. The Offeror must submit information in a clear, concise, factual and logical manner providing a comprehensive description of its technical qualifications.

I.1 TAB 1 – COMPANY PROFILE

(a) Company name, business address, telephone and fax number;

(b) Year established (include former company names and year established, if applicable);

(c) Type of ownership;

(d) District of Columbia business license (if applicable) and all professional licenses required by this RFP;

(e) Primary company contact name, mailing address, email address, and telephone number; and

(f) If a certified joint venture is contemplated, provide the same information for each joint venture company.

I.2 TAB 2 – QUALIFICATIONS AND EXPERIENCE OF KEY PERSONNEL

The Offeror shall provide the following:

(a) A description of the specialized experience and qualifications of its Key Personnel who will perform the Services;

(b) Brief statement and resumes of Key Personnel and the Project Team to include a description of the experience directly related to the scope of work contained herein;

(c) Identify any additional personnel that will perform the Services identified in Section C above;

(d) Documentation of Project Manager having a minimum of five (5) years’ experience in meeting room doors replacement; and

(e) Documentation of Door and Hardware Specialist having a minimum of five (5) years’ experience.

I.3 TAB 3 – SPECIALIZED AND SIGNIFICANT EXPERIENCE, TECHNICAL COMPETENCE,

AND COMPANY REFERENCES

The Offeror shall describe its experience in performing the type of Services described in Section C above, Tab 3 must include:

(a) Names, address, and phone numbers of three (3) references who can validate the contractor’s ability to successfully perform the Services requested by Events DC. Acceptable references are clients for

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Page | 22 RFP # 25-S-046 Replacements of Meeting Room Doors which the Offeror has provided services solicited in the RFP within the last five (5) years.

(b) Documentation that clearly demonstrates a minimum of five (5) years of significant experience

I.4 TAB 4 –TECHNICAL APPROACH

The Offeror shall provide a detailed plan to provide the Services outlined in Section C above to Events DC. In this section, the Offeror should discuss the various tools, reports, approaches, and experience that the Offeror plans to utilize and employ in a manner that addresses the needs outlined within the scope.

I.5 TAB 5 – DISCLOSURES

Offerors must include the following certifications/disclosures:

(a) Certify in writing that it knows of no conflict between its interests and those of Events DC and it knows of no facts or circumstances that might create the appearance of a conflict between its interests and those of Events DC;

(b) Disclose whether the Offeror is involved in litigation against Events DC or the District;

(c) Disclose any existing condition or interest which might conflict with the interest, operation or reputation of Events DC; and

(d) Agree to promptly update Events DC upon learning of facts or circumstances rendering inaccurate these disclosures.

I.6 TAB 6 – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS

Offerors must include the following documents:

(a) a completed W-9 Form (form located under the “Attachments” tab in OpenGov);

(b) a completed Tax Certification Affidavit (form located under the “Attachments” tab in OpenGov);

(c) a completed Representations, Certifications, and Other Statements of Offerors form (located under the “Attachments” tab in OpenGov);

(d) a completed Disclosure Statement (form located under the “Attachments” tab in OpenGov); and

(e) a completed ACH form.

I.7 TAB 7 – EXCEPTIONS

The Offeror shall set forth any exceptions to the RFP or to any of the Standard Contract Provisions. Each exception shall be listed separately, followed by a detailed statement explaining the Offeror’s justification for the exception. Review and acceptance of an exception and/or modification of the RFP shall be at the sole and absolute discretion of Events DC and shall be final. Failure of the Offeror to request an exception shall be deemed a waiver of any and all future right to request such an exception.

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[End of Section I]

SECTION J - COST PROPOSAL

J.1 PRICING

(a) Offerors shall provide fully loaded, hourly rates and firm fixed cost for all personnel required to provide the Services set forth in Section C above. The term “fully-loaded, fixed hourly rate” shall mean an hourly rate that includes the base labor rate, overhead costs, fringe benefits, general and administrative expenses, and profit.

J.2 OPTION YEAR PRICING

The Offeror must include Option Year pricing in its Cost Proposal. An offer will be determined to be non-responsive if it fails to include Option Year pricing. Offerors shall repeat the above pricing format and any other direct cost for each Option Year noted.

J.3 PRICING AND COST FORMS

The required Pricing and Cost forms are specified below and are available in the “Attachment” tab within the OpenGov Bid. The Offeror shall complete and submit the following forms:

(a) A completed Pricing Form for the Base Term and each Option Year;

(b) Any additional labor categories that will be required to perform the Services must be submitted on a separate sheet of paper; and

(c) Any additional charges and/or reimbursement expenses the Offeror would seek, including the method of determining those charges must be submitted on a separate sheet of paper.

[End of Section J]

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SECTION K - EVALUATION FACTORS

K.1 OVERVIEW

Events DC will make award to the responsive Offeror whose proposal conforms to the RFP and is most advantageous to Events DC, considering the technical expertise and cost or price. For this RFP, technical quality is more important than cost or price. As proposals become more equal in their technical merit, the evaluated cost or price becomes more important. The total MAXIMUM score is 112 points.

K.2 TECHNICAL EVALUATION: 85 POINTS MAXIMUM

(a) 30 Points: Technical Proposal Tab 2 – “Qualifications and Experience of Key Personnel”

This factor will be evaluated based on the submission of resumes and relevant experience of the personnel who will be working directly with Events DC, especially those partners responsible for directing the Services and advice provided.

(b) 35 Points: Technical Proposal Tab 3 – “Specialized and Significant Experience and Technical Competence of the Firm”

This factor will be evaluated based on the Offeror’s experience in providing the Services detailed in Section C above and project approach, including the demonstrated understanding of Events DC’s needs, as well as the demonstrated specialized experience through references, submission of all samples and/or proof, and technical competence of the Offeror. This factor will be evaluated based on the breadth and depth of the Offeror’s related experience.

(c) 20 Points: Technical Proposal Tab 4 – “Company’s Technical Approach”

This factor will be evaluated based on a qualitative assessment of the proposal in meeting the requirements of Section C above. Events DC will give credit to demonstrated insight, suggested approaches, priorities, or areas of emphasis; and innovative and constructive thinking to providing all Services. In addition, Events DC will evaluate the Offeror’s capabilities based upon their description of the tools and resources that will be used to complete the Services.

K.3 PRICE EVALUATION: 15 POINTS MAXIMUM

The price evaluation will be objective. The Offeror with the lowest total price will receive the maximum price points. All other proposals for the task evaluated will receive a proportionately lower total score. The following formula will be used to determine each Offeror’s evaluated price score:

Lowest price proposal (x) weight = Evaluated Price Score Price of proposal being evaluated

K.4 DSLBD PREFERENCE CRITERIA

Any Offeror seeking to receive preferences for this solicitation must submit at the time of, and as part of its bid or proposal, the following documentation, as applicable to the preference being sought:

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(a) Evidence of the Offeror’s or joint venture’s certification by the DSLBD as an SBE, LBE, DBE, DZE, LRB, ROB, VOB, or LME.

K.5 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…