RFP_Community_Engagement_FINAL.pdf

RFP for COMMUNITY ENGAGEMENT SERVICES BID #25-S-017P a g e 1 | 24

COMMUNITY ENGAGEMENT SERVICES

REQUEST FOR PROPOSAL (RFP)

BID #25-S-017

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified firms to provide Community Engagement Services for Events DC’s projects and/or initiatives.

This RFP is designated for District of Columbia Department of Small, Local, and Business Development (DSLBD) small, certified business enterprises only.

Interested parties can view a copy of the RFP by accessing Event DC’s e-procurement website at https://eventsdc.com/about/procurement.

Key Dates

RFP Release Date: August 28, 2025

RFP Questions Due Date: Thursday, September 11, 2025, 5:00PM, EST

RFP Response Due Date: Monday, September 29, 2025, 5:00PM, EST

Primary Contact

Name: Gerald Green Deputy Director, Office of Contracts and Procurement Services Email: ggreen@eventsdc.com Phone: (202) 249-3028 https://eventsdc.com/about/procurement mailto:ggreen@eventsdc.com

BID #25-S-017BID #XXP a g e 2 | 24

TABLE OF CONTENTS

Section A – Introduction……….…………..……………………….……………………

Section B – General Information………………….……………….……………………….4

Section C – Scope of Work………………………………………………………………….6

Section D – Contract Term, Deliverables and Performance……………...…….………..8

Section E – Specific Contract Terms and Conditions/Special Contract Requirements.10

Section F – Contract Clauses…………………….…………………....…………………..13

Section G – Submission Requirements…………......……………………………….……14

Section H – Technical Approach……...…...……….….……….…………………………17

Section I – Cost Proposal…………………..………………………………………….…..20

Section J – Evaluation Factors……………..….…………………………………….……21

Section K – List of Attachments………………...……….……………………………….24

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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 (“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. The organization’s day-to-day operations are managed by its President/Chief Executive Officer.

A.2 Events DC is responsible for promoting, developing, and maintaining 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 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.

A.3 Events DC is seeking a qualified firm (the “Contractor”) to provide Community Engagement Services (the “Services”) for Events DC’s projects and/or initiatives. Events DC’s projects and/or initiatives include community engagement and/or outreach tied to Events DC’s strategic mission. These projects, campaigns, or initiatives can be inclusive of integrated community engagement and strategic communication capabilities with the production of community impact reports and local, national and international campaigns.

A.4 Events DC intends to award multiple Indefinite Delivery, Indefinite Quantity (IDIQ) contracts for the Services described herein. The selected Contractor(s) shall be responsible for the provision of all management services, equipment, materials and labor required to provide such Services, on an as-needed basis.

[End of Section A]

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SECTION B – GENERAL INFORMATION

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks one (1) or more experienced Contractor(s) to provide Services for Events DC’s projects and/or initiatives for Events DC’s Community Engagement Division in accordance with the specifications/scope of work identified in this solicitation (the “Work”).

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

(c) Events DC contemplates the award of one (1) or more Labor-Hour contracts (each, a “Contract”) for the Work detailed in Section C below. The Base Term of each Contract will be October 1, 2025 to September 30, 2026 with four (4), one-year renewal 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 H and I respectively below.

B.2 CONTRACTOR QUALIFICATIONS

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

(a) Possess a minimum of five (5) years of documented experience and proven performance in community engagement services, strategic communication, social and digital community campaigns;

(b) Provide a Senior Level Executive and Project Manager as key personnel that each have at least seven (7) years of documented experience providing the Work described in this RFP. Current resumes of all key personnel must be included with the submission of the proposal package;

(c) Provide a project team that consists of Executive level staff, Project Manager/Supervisor, Community Relation Specialist, Strategic Writer and Public Relations Community Specialist;

(d) Be able to provide relevant case studies and/or examples in the areas of sports, entertainment, conventions, hospitality and destination marketing that demonstrate the Work as identified in Section C.1.1. below;

(e) Be a small, certified business enterprise (SBE) with the DSLBD at the time of submission; and

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

B.3 QUESTIONS

(a) If a prospective Offeror has any questions relative to this RFP, the Offeror 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.

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(b) Questions shall be received no later than Thursday, September 11, 2025, 5:00PM, EST. 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 REQUIREMENTS

Events DC seeks one (1) or more Contractor(s) to provide the Services for Events DC’s projects and/or initiatives, including community engagement and/or outreach tied to Events DC’s . These projects, campaigns, or initiatives can be inclusive of integrated community engagement and strategic communication capabilities with the production of community impact reports and local, national and international campaigns. The Contractor(s) must be able to perform all of the tasks listed in Section C.1.1 below. The Work performed by the Contractor shall include, but is not limited to, the following

C.1.1. COMMUNITY ENGAGEMENT

(a) The Contractor shall develop and execute a comprehensive community engagement plan that includes, but is not limited to, the following:

i. Developing and maintaining the community stakeholder list;

ii. Coordinating with Events DC, and other parties as identified by Events DC, to:

1. Draft key messaging;

2. Outreach to and facilitate meetings with the community; and

3. Develop targeted outreach to local community bloggers.

iii. Managing stakeholder and community engagement outreach programs;

iv. Conducting regular meetings, as directed by Events DC, with community members to provide updates;

v. Providing materials and messaging to relevant audiences and media outlets, inclusive of bloggers; and

vi. Developing a community toolbox.

(b) The Contractor shall conduct meetings and/or give presentations to community groups, Councilmembers of the District of Columbia, Events DC Board Members, media, regulatory bodies, District and federal agencies and other designated stakeholders, as directed by Events DC. Satisfactory completion of this task shall include, but not be limited to:

i. Facilitating the coordination and logistics of community meetings, including the management of meeting logistics.

ii. Ensuring the proper audience and stakeholders are included in the appropriate meetings.

iii. Preparing periodic written reports and summarizing stakeholder and community input and feedback.

iv. Tracking target audience needs and concerns, and capturing feedback.

v. Engaging stakeholders by following-up and ongoing dialogue, including issue tracking and managing stakeholder feedback.

C.2. CONTRACTOR RESPONSIBILITIES

The Contractor shall be responsible for all travel related expenses, including without limitation, transportation, housing and meals.

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C.3. CONTRACTOR STAFF AND KEY PERSONNEL

(a) The Contractor(s) shall provide personnel possessing the necessary minimum experience to perform the Work required under the Contract.

(b) “Key Personnel” shall include, at a minimum:

i. A Senior Level Executive with seven (7) years of related Public Relations/Marketing experience;

ii. A Project Manager with seven (7) years of related Public Relations/Marketing experience; and

iii. Communication Staff.

(c) The Contractor must employ all Key Personnel in-house.

(d) The Contractor shall provide a project team that consists of Executive level staff, Project

Manager/Supervisor, Community Relation Specialist, Strategic Writer and Public Relations Community Specialist.

(e) The Contractor is required to notify the COTR of any changes to its key personnel. Any personnel changes that, in Events DC’s sole discretion, could result in a decline in the performance of the Contractor may result in the termination of the Contract.

(f) All Contractor employees shall be employees of the Contractor, and not of Events DC. The Contractor shall be an independent contractor, and the Contract shall not in any way create or form a partnership or joint venture with Events DC.

(g) The Contractor shall have an organizational structure that establishes reporting lines and lines of accountability among the Contractor’s staff, consultants and subcontractors as applicable, and facilitates an efficient and effective approach to the completion of the required Work.

(h) The Contractor shall not subcontract any 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 between Events DC and Contractor. Notwithstanding any such subcontract approved by the COTR, the Contractor shall remain liable to Events DC for all Work 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 October 1, 2025, through 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 fractions thereof, by written modification to the Contract before expiration, provided that Events DC gives the Contractor 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) day preliminary notice requirement by providing a written waiver to the COTR prior to expiration of the Contract. 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 described below. Additionally, and upon request, the Contractor shall provide other reports which may be presented to Events DC’s Board of Directors, or the Council of the District of Columbia.

DELIVERABLE

METHOD OF

DELIVERY DUE DATE TO WHOM

Comprehensive Community Engagement

Outreach Plans

Electronic TBD COTR

Messaging Strategy and

Communications Timeline

Electronic TBD COTR

National and Regional Media

List Electronic TBD COTR

Communications Materials Electronic TBD COTR

Invoices E-mail Monthly COTR and invoices@eventsdc.co m

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 services identified in Section C above and reserves the right to assess deductions for non-performance. Events DC will consider inadequate mailto:invoices@eventsdc.com mailto:invoices@eventsdc.com

P a g e 9 | 24 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]

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SECTION E – SPECIFIC CONTRACT PROVISIONS

E.1 STANDARD CONTRACT TERMS AND CONDITIONS

Events DC’s Standard Contract Terms and Conditions (March 2025) are located under the files tab of the bid. In the event of a conflict between this RFP and the Standard Contract Terms and Conditions, the prevailing document shall be this RFP.

E.2 PUBLICITY

The Contractor shall always obtain the prior written consent of the COTR before it, any of its officers, agents, or employees, 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 information collected under the Contract.

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

The Contractor shall be bound by the current and applicable Wage Determination No. 2015-4281, Revision 34, July 8, 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. If the option is exercised and a revised wage determination is applicable for the option period, the Contractor may be entitled to an equitable adjustment.

E.4 INSURANCE

Prior to the commencement of any Work, the Contractor shall obtain and 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, 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 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

P a g e 11 | 24 brought onto and/or used on any portion of the premises by Contractor and its subcontractors.

(f) 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.

(g) Cyber 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 above shall each contain an endorsement to include the Washington Convention and Sports Authority t/a Events DC as additional insured or loss payee as applicable. 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. Certificates of insurance (or copies of policies, if required by Events DC) for the coverage 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.

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

P a g e 12 | 24 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 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.

E.7 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 (“ADA”; 42 U.S.C. 12101 et seq.).

E.8 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 §§ 2-220.03 (a –b).

[End of Section E]

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SECTION F – CONTRACT CLAUSES

F.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 the District and federal laws governing the confidentiality of records.

F.2 TIME

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

F.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 F]

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SECTION G – SUBMISSION INSTRUCTIONS

G.1 OVERVIEW

All Offerors shall submit responses electronically via the e-Procurement system to be considered for this award. The responses shall be prepared as two (2) separate documents, one titled “Technical Proposal,” with seven (7) Parts as detailed in Section H below, and a separate document titled “Cost Proposal” as detailed in Section I 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.

G.2 ELECTRONIC SUBMISSION REQUIREMENTS

(a) All Offerors must also submit proposals electronically via the e-Procurement system.

(b) The following bid Tab must be accessed by the Offeror and requested information provided:

1. Attachment Tab: Complete and submit all required documents with the description of “Required”.

(c) You may confirm whether your submission has been successfully transmitted to Events DC by logging into the e-Procurement system and opening Bid # BID #25-S-017. The status will show as “submitted” if the proposal was successfully submitted, or “in-progress” if additional action is required.

G.3 PROPOSAL DUE DATE

Proposals are due no later than Monday, September 29, 2025, 5:00PM, EST.

G.4 AMENDMENTS

Any amendments to this RFP, including changes in the due date or scope of work, will be issued via the e-Procurement system and will appear on the “Public Files” tab of the bid.

G.5 RESTRICTION ON DISCLOSURE AND USE OF DATA

Offerors requesting non-disclosure 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

P a g e 15 | 24 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).”

G.6 PROPOSAL PROTESTS

(a) All protests by an Offeror aggrieved in connection with this solicitation or the award of Contract 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 Chief 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:

1. The name and address of the protester;

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

3. A statement of reasons for the protest; and

4. 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.

(b) Protests will be reviewed and decided in accordance with Section 309 of Events DC’s procurement regulations (19 D.C.M.R. 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.

(c) The CAB shall hear and decide appeals from final decisions of Events DC and grant relief in accordance with D.C. Code § 1-1189.8 (c-f) 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.

G.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.

G.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, P a g e 16 | 24 no discussions will be reopened unless the Chief 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 BAFOs received). If discussions are reopened, the Chief Contracting Officer may issue an additional request for BAFOs to all Offerors still within the competitive range.

[End of Section G]

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SECTION H – 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 J below. The Offeror must submit information in a clear, concise, factual and logical manner providing a comprehensive description of its technical qualifications.

H.1 TAB 1 – COMPANY PROFILE

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

(b) Year established (including former firm names and year established, if applicable);

(c) Type of ownership;

(d) State whether the company is licensed to do business in the District of Columba and possesses the necessary professional licenses to perform the Work;

(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.

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

The Offeror shall provide the following:

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

(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 (such as work examples from comparable projects/clients from across our business lines of sports, entertainment, special events, conventions, hospitality and destination marketing);

and

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

H.3 TAB 3 - SPECIALIZED AND SIGNIFICANT EXPERIENCE, TECHNICAL

COMPETENCE, AND COMPANY REFERENCES

The Offeror shall describe its experience in performing the type of work described in Section C above.

Tab 3 must include:

(a) Samples and/or proof that demonstrates its ability to successfully provide the Work required by Events DC:

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1. A review of the methodology and/or case studies used in developing community engagement plans and/or campaigns for three (3) of the Offeror’s clients that were used in becoming knowledgeable about their clients’ industry, audience and other community and/or political dynamics;

2. A description of the Offeror’s experience in developing community engagement campaigns for venues similar to Events DC’s business lines as described in Section H.2(b) above; and

3. Three (3) samples of community engagement collateral developed such as:

communication plans, messaging strategies, press releases, pitch plans, op-eds, talking points briefing materials, etc.

(b) Names, addresses and phone numbers of three (3) references who can validate the Contractor’s ability to successfully perform the Work requested by Events DC.

H.4 TAB 4 – COMPANY’S TECHNICAL APPROACH

The Offeror shall provide a detailed plan to provide the Work 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.

H.5 TAB 5 – 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 of Columbia;

(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 any disclosures as inaccurate.

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

(a) A completed W-9 form;

(b) A completed Tax Certification Affidavit (form located under the Attachments Tab);

(c) A completed Representations, Certifications, and Other Statements of Offeror’s form (located under the Attachments Tab);

(d) A completed Disclosure Statement (form located under the Attachments Tab); and

(e) A completed ACH form.

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H.7 TAB 7 – EXCEPTIONS

The Offeror shall set forth any exceptions to the RFP or to any of the Standard Contract Terms and Conditions. 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 rights to request such an exception.

[End of Section H]

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SECTION I – COST PROPOSAL

I.1 PRICING

(a) Offeror shall provide fully loaded, fixed hourly rates for all personnel required to provide the Work 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.

(b) Other Direct Costs (ODCs): ODCs are all other allowable costs directly allocable to the performance of the task. Offerors should submit a list of, and total price for, anticipated ODCs and proposed costs which may be paid on a cost-reimbursement basis. Examples of ODCs shall include, but not be limited to, the purchase of media buys, social or digital media tools, advertising purchases, special events, and any costs related to the tasks outlined in Section C above. ODC’s exclude travel-related expenses and lodging.

I.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 for each option year noted.

[End of Section I]

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SECTION J - EVALUATION FACTORS

J.1 OVERVIEW

Events DC will make an award to the responsive Offeror(s) 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.

J.2 TECHNICAL EVALUATION: 85 POINTS MAXIMUM

(a) 300 Points: Technical Proposal Tab 2 – “Qualifications and Experience of Key Personnel”

This factor will be based upon the demonstrated effectiveness in developing and implementing community engagement projects and/or initiatives, including community engagement and/or outreach. These projects, campaigns, or initiatives can be inclusive of integrated community engagement and strategic communication capabilities with the production of community impact reports and local, national and international campaigns. 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 Work and advice provided.

(b) 25 Points: Technical Proposal Tab 3 – “Specialized and Significant Experience, Technical Competence, and Company References”

This factor will be evaluated based on the Offeror’s experience in providing the Work detailed in Section C above and project approach, including the demonstrated understanding of Events DC’s needs, as well as the demonstrated specialized experience and technical competence of the Offeror. This factor will be evaluated based on the breadth and depth of the Offeror’s related experience.

(c) 30 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 Work. 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 Work, which shall include, but not be limited to, examples or a description of the following:

1. Strategic community engagement plans and initiatives;

2. Previous integrated community engagement and strategic communication capabilities with the production of community impact reports and community, national and international campaigns;

3. Community Engagement tools or platforms used to track, measure and provide results

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4. Recommended innovative communication approaches or best practices;

5. Internal team experience/expertise in relation to the practices mentioned in this SOW;

and

6. Understanding as to how the Offeror stays ahead of communication and community engagement trends/best practices.

J.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 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

J.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:

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

J.5 CBE PREFERENCE POINTS: 12 POINTS MAXIMUM

Events DC will allocate a maximum of 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); and

(h) 2 points for a local manufacturing business enterprise (LME).

J.6 EVALUATION OF OPTION YEARS

Events DC will evaluate the total price for all option years as well as the base term. Evaluation of option years shall not obligate Events DC to exercise them.

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[End of Section J]

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SECTION K - LIST OF ATTACHMENTS

The following documents can be found under the “Attachment” Tab of the BID:

NO. FORM ACTION REQUIRED

1 W-9 form Sign and Include in Technical Proposal

– Tab 6 2 Tax Certification Affidavit Sign and Include in Technical Proposal

– Tab 6 3 Representations and Certifications Sign and Include in Technical Proposal

– Tab 6 4 ACH form Sign and Include in Technical Proposal

– Tab 6

6 Disclosure Statement Sign and Include in Technical Proposal

– Tab 6

7 Standard Contract Terms and Conditions Informational 8 Wage Determinations Informational 9 Pricing form Complete and Include in Cost Proposal

[End of Section K]

[END OF THIS RFP]