RFP for COOLING TOWER REPLACEMENT SERVICES

BID #25-S-030

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COOLING TOWER REPLACEMENT SERVICES

REQUEST FOR PROPOSAL (RFP)

BID # 25-S-030

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified contractors to provide Cooling Tower Replacement Services at the Walter E. Washington Convention Center.

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.

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: Thursday, March 5, 2026

RFP Pre-Proposal Conference: Monday, March 16, 2026, 11:00AM, EST

RFP Questions Due Date: Thursday, March 19, 2026, 5:00PM, EST

RFP Response Due Date: Monday, April 6, 2026, 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

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BID #XX

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TABLE OF CONTENTS

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

Section B – General Information………………….……………….……………………….5

Section C – Scope of Work………………………………………………………………….7

Section D – Contract Term, Deliverables and Performance……………...…….………12

Section E – Specific Contract Provisions………………………………………………...15

Section F – Special Contract Requirements……………...…………..…………………..20

Section G – Contract Clauses………...…………......……………………………….……21

Section H – Submission Instructions…...……….….……….……….………………...…22

Section I – Technical Approach …………..………………………………………….…..25

Section J – Cost Proposal..……..…………..….…………………………………….……28

Section K – Evaluation Factors………………...………..……………………………….29

Section L – List of Attachments………………………………………………………….31

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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 § 10-

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 “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”; collectively, the “Facilities”).

A.3 The Convention Center has eight (8) roof mounted, single-cell, draw-through, cross-floor Marley cooling towers, with an approximate total nominal cooling capacity of 9,800 tons providing condensing water to six dual-compressor centrifugal water chillers. The cooling towers were installed in 2002 at the time of building construction and were manufactured with galvanized steel wet-deck sections and water basins that were mounted and galvanized steel dunnage support framing. A steel ladder and catwalk along with a safety railing was installed at a later date to enable servicing. The cooling towers are equipped with two-speed fan motors for capacity control.

A.4 Water treatment for cooling water is provided by an automatic chemical-feed system and two Lakos electric motor-powered centrifugal filters. The chemical treatment includes corrosion inhibitors and tower biocide treatment. There are three (3) 250-hp and two (2) 150-hp split case pumps mounted on spring-isolated inertia bases aided in circulation of the cooling tower condensing water between the cooling towers and the chillers. The project’s objectives are to increase water and energy efficiency, improve performance and ensure compliance with environmental regulations.

A.5 Events DC is seeking a qualified contractor (the “Contractor”) to provide Cooling Tower Replacement Services (the “Services” or “Work”) at the Convention Center.

A.5 Events DC intends to award a firm-fixed-price contract (the “Contract”) for the Services.

[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 replace eight (8) existing cooling towers and all related components and material to provide the Services at the Convention Center to include but not limited to:

1. Removal of existing eight (8) cooling towers, catwalks, motors and fans;

2. Phase the removal of towers, two (2) at a time;

3. Ensure existing base and support structure for all equipment is in good condition and meets manufacturer specifications;

4. Installation of eight (8) new cooling towers along with associated controls and electrical work;

5. Connect all piping with appropriate pitch, pumps, spray nozzles, sump heaters, gauges, and plate and frame heat exchangers;

6. Install cooling tower equalizing line for proper water level with automatic low-level alarm;

7. Commission and balance testing of new cooling towers ensuring full integration and functionality with the Building Automation Systems (BAS); and

8. Proper disposal of all construction and debris including existing cooling towers.

(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 a firm-fixed-price contract for the Work detailed in Section C below. The Base Term of the Contract will be from date of award to September 30, 2027, with four (4), one-year renewal option years (each an “Option,” 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 respectively below.

B.2 CONTRACTOR QUALIFICATIONS

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

(a) Demonstrate a minimum of ten (10) years of similar cooling tower replacement Work with a proven track record of successful cooling tower replacements;

(b) Provide qualified technicians with a minimum of five (5) years’ experience possessing HVAC master license, EPA Section 608 certifications and a Cooling Technology Institute (CTI) certification;

(c) Demonstrate experience of Work identified in Section C.1. below with a variety of relevant projects and with Cooling Tower manufacturers and models;

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(d) Perform all services including permits in conformance with applicable federal, state and District laws, codes and regulations; and

(e) Be bonded and licensed to do business in the District of Columbia.

B.3 PRE-PROPOSAL CONFERENCE/SITE VISIT

(a) An optional Pre-Proposal Conference/Site Visit (the “Site Visit”) is scheduled for Monday, March 16, 2026, 11:00AM, EST for all prospective Offerors. Notification of intent to attend must be provided via e-mail to Gerald Green, Deputy Director, Office of Contracts and Procurement at ggreen@eventsdc.com no later than 3:00PM, EST, Friday, March 13,2026.

(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 Site Visit is to walk potential Bidders through the facilities, and to provide an opportunity for informal questions and answers. If a prospective Bidder desires a binding answer to any question asked and answered informally at the Site Visit, the questions must be submitted in writing through the e-Procurement system at https://eventsdc.com/about/procurement.

B.4 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 “Q&A” tab of the Bid to receive a binding answer.

Any question asked and answered outside of the e-Procurement system will be considered informal and non-binding.

(b) Questions shall be received no later than Thursday, February 12, 2026; 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] mailto:ggreen@eventsdc.com https://eventsdc.com/about/procurement

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SECTION C – SCOPE OF WORK

C.1 GENERAL REQUIREMENTS

(a) The Contractor shall provide all labor, supervision, tools, materials and equipment necessary in accordance to the specifications and industry standards in a professional and orderly manner.

(b) The Contractor shall be expected to perform the Work as specified herein and with consideration for all aspects of the project, including, but limited to permits and licenses, subcontractor performance and scheduling, RFIs, substitution/change request, existing conditions, materials and trade specifications, on-site inspections, site cleanup, storage and removal of construction materials, close out submittals, testing procedures, and training.

(c) The Contractor shall provide a turnkey replacement for the eight (8) cooling towers currently in service. The Contractor shall be responsible for all aspects of removal, installation, and commissioning of the new units.

(d) The Contractor shall phase the removal and installation of the cooling towers so that only two (2) towers are not operational at any given time.

(e) The facility will be in full operation during the project. The Contractor will coordinate the Work with the COTR to accommodate the Work to limit disruption. A construction schedule will be coordinated between the Contractor and the COTR.

(f) For project closeout, the Contractor shall work with the COTR on correction punch list. The Contractor must accompany the COTR on a preliminary inspection to determine items to be listed for completion or correction. A punch list must be completed prior to closeout. Closeout submittals shall include at a minimum project record documents, operation and maintenance data and manuals, warranties, and other types of documentation as requested by the COTR.

C.2 DESIGN CONDITIONS

(a) The Contractor shall be responsible for the evaluation of the existing cooling tower capacity and functions and confirming that the specifications will be sufficient to replace the existing cooling towers in a similar capacity and greater efficiency. The Contractor shall establish the final specifications, obtain the COTR’s approval of the final specifications, and procure the cooling towers and components based upon the approved specifications.

(b) The Contractor shall provide a full set of construction documents for the replacement, including mechanical, electrical and structural.

(c) The Contractor shall provide a written document outlining the technical requirements for the new towers, such as material specifications, capacity and required components.

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(d) The Contractor shall provide documentation of the new cooling towers and all associated components, including manufacturer specifications and procurement details.

(e) The Contractor shall provide a project schedule for all phases of work, including demolition, delivery, installation and startup.

(f) The Contractor shall be responsible for all necessary permits from authorities, if required, plus a detailed safety plan covering site-specific protocols, training and safety measures.

C.3 DELIVERY AND HANDLING

(a) The Contractor shall be onsite for any delivery of the cooling towers and components and be responsible for examining all items and reject cooling towers or any components that don’t meet the specifications or that are damaged.

(b) All components and materials should be delivered to the Convention Center’s site directly to the extent possible. To the extent any items are delivered to the Contractor’s site, they shall be maintained in the factory assembled state.

(c) The Contractor shall provide protective covering over vulnerable components for unit protection during shipment and during the period of storage.

(d) The Contractor shall decommission legacy servers following the successful acceptance testing.

C.4 INSTALLATION

(a) The Contractor shall, before cooling tower installation, examine rough-in connection to existing cooling tower supports. The Contractor shall verify location of piping, controls, electrical connections, sizes and other conditions affecting the cooling tower performance, maintenance and operation.

(b) The Contractor shall verify sizes and location of bases and support structures with actual equipment ensuring that it meets manufacturer specifications.

(c) The Contract shall supply and install the new cooling towers, including its associated pumps, actuators, control valves, fan motor, fans, drives, ports, sump heaters, and gauges.

(d) The Contractor shall provide protective materials to protect the roof. If the roof is damaged during the project, the Contractor shall be responsible for repairing any damage.

(e) The Contractor shall be responsible for connecting all piping, including ensuring correct pitch and integrating the new towers with the existing building’s control system and BAS.

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(f) The Contractor shall install a cooling tower equalizing line for proper water level with automatic low-level alarm. Additionally, the Contractor shall install cooling tower water balancing valves and controls Gallon Per Minute (GPM) per cooling tower.

(g) The Contractor shall perform all necessary electrical work for the new equipment.

(h) The Contractor shall be responsible for the proper disposal of the existing cooling towers, construction debris and the old equipment.

C.5 STARTUP SERVICES

(a) The Contractor will work with the manufacturer representative and shall provide the services of a factory trained Service Technician or Engineer to inspect the install to ensure that it is in accordance with the manufacturer’s instructions and specifications.

(b) The manufacturer representative shall advise the installer in writing of any recommended corrective action that is required to meet manufacturer’s recommended installation procedures.

(c) The Contractor shall repair or remove and replace components where inspections indicate that they do not comply with specified requirements.

(d) If additional inspections are required, they will be at Contractor’s expense and will be performed to determine compliance of replaced or additional work with specified requirements.

(e) The Contractor shall schedule and coordinate initial water treatment with Events DC’s chemical treatment supplier.

(f) The cooling tower startup by the manufacturer’s representative shall include verification of mechanical equipment clearances and alignment, adjustment of water flow and operating water levels in hot and cold water basins, checking rotation of fans, verifying operating sequences of town control system and temperature settings, A written startup report shall be provided to the Contractor and Owner confirming these procedures and including motor operating amperage readings.

(g) The Contractor shall provide documentation of a thermal performance test documenting that the new towers are meeting the specified performance requirements for cooling capacity.

(h) The Contractor shall provide commissioning and balance testing of new cooling towers ensuring full integration and functionality with the BAS.

(i) The Contractor shall provide training sessions for the facility’s staff on the operation and maintenance of the new cooling towers.

(j) The Contractor shall provide a complete set of manuals covering the new equipment, including all documentation from manufacturers.

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(k) The Contractor shall provide a final project report including documentation of the as-built conditions, final project costs and a summary of the Work completed.

(l) The Contractor shall provide all applicable warranty information for the new towers and its components.

C.6 SCHEDULE OF WORK

This Work shall be performed while the Convention Center is hosting a full schedule of events. In consideration of these events, the Contractor shall:

(a) Comply with Events DC’s “Rules of the Jobsite for Contractors,”included by reference in the List of Attachments in Section L;

(b) Anticipate some Work being performed in the evenings and/or weekends;

(c) Make appropriate provisions to minimize noise and dust as well as to centralize work, storage, and staging areas;

(d) Ensure that all of its staff and subcontractors remain within assigned work areas so as not to encroach upon Events DC’s clients’ right to peaceably conduct their licensed business during the construction period; and

(e) Work in conjunction with the COTR to coordinate all Work, delivery and storage of materials and equipment.

C.7 SITE SAFETY AND CLEAN-UP

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

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

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

C.8 SUPPORT AND MAINTENANCE

(a) The Contractor shall provide support and maintenance services upon completion of the Project.

(b) Scheduled maintenance shall be performed in accordance with the manufacturer’s recommendations and accepted industry standards.

(c) The Contractor shall provide adequate documentation of preventive maintenance programs to satisfy all federal, state and local regulations.

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(d) All parts, components and accessories furnished and installed by the Contractor shall be new and as manufactured by or recommended by the Original Equipment Manufacturer.

(e) The Contractor shall maintain spare parts, materials and supplies that are typically required for normal and emergency repairs and maintenance.

(f) The Contractor shall provide the COTR one copy of a service check receipt for each unit serviced or repaired and a service checklist bearing the signature of the service personnel and the signature of the COTR’s designated representative certifying the receipt of services.

[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 through September 30, 2027.

(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

Initial Inspection Report (C.2.a) Electronic

Fifteen (15) days after Contract

Execution

COTR

Design and Engineering Plans (C.2.b)

Electronic Sixty (60) days after Contract

Execution

COTR

Replacement Specifications

(C.2.c) Electronic

After completion of design and engineering plans

COTR

Approved Procurement List

(C.2.d) Electronic

After completion of replacement specifications

COTR

Project Schedule (C.2.e) Electronic

After completion of approved procurement list

COTR

Permits and Safety Plan

(C.2.f) Electronic

After completion of design and engineering plans

COTR

Startup and Testing Reports

(C.5.a) Electronic After completion of the install COTR

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Thermal Performance

Test Documentation

(C.5.g)

Electronic After completion of the install COTR

Training for Facility Staff

(C.5.i) In Person

After completion of startup and testing Facility Staff

Operation and Maintenance

Manuals (C.5.i) Electronic After acceptance of the Project COTR

Final Project Report (C.5.k) Electronic After acceptance of the Project COTR

Warranty Information

(C.5.l) Electronic After acceptance of the Project COTR

Certificate of Insurance Electronic

Within fourteen

(14) calendar days of Contract award and

Annually (if Option Years are exercised)

COTR

Invoices E-mail Monthly COTR and invoices@eventsdc.com

*If any of the deliverables due dates fall on a weekend or Federal Holiday, the due date will be the next business day.

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 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.

D.4 CONTRACTOR FURNISHED EQUIPMENT

mailto:invoices@eventsdc.com

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(a) 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 its equipment.

(b) The Contractor and its personnel shall be knowledgeable and trained in the proper use and operation of all equipment used to fulfill the requirements of the Contract.

(c) All Contractor provided materials, and equipment shall be available for inspection by Events DC at the request of the COTR.

[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 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 current and applicable 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. 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.

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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 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.

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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 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:

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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;

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

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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 this 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 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 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 Services performed or information 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

Throughout the performance of the contract, Contractor and any of its subcontractors shall comply with the Living Wage Act of 2006, as amended (D.C. Code §§ 2-220.01-.11).

[End of Section F]

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SECTION G - CONTRACT CLAUSES

G.1 CONFIDENTIALY 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.

[End of Section G]

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SECTION H – SUBMISSION INSTRUCTIONS

H.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 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) 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. Public Files 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 # 25-S-030. 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 than 5:00PM, EST, April 6, 2026.

H.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.

H.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 23 | 31 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

(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.

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” (BAFO) 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 24 | 31 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 H]

P a g e 25 | 31

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 (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.

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

The Offeror shall provide the following:

(a) Identify and describe the specialized experience and qualifications (including any applicable degrees, certifications, etc.) of each Key Personnel (Project Team), including the Contract/Account Manager. The statement must include a description of the experience directly related to the scope of work contained herein (from previous clients on similar projects, including a history of completed work of comparable size and complexity). Work examples from comparable projects/clients from across our business lines of sports, entertainment, special events, conventions and hospitality);

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

(c) The Contractor shall include resumes of all Key Personnel; and

(d) The Contractor shall provide an organizational chart showing the reporting relationship of the Key Personnel and other proposed staff to be assigned to Events DC and provide a brief description of each person’s department’s role and responsibilities.

P a g e 26 | 31

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

COMPETENCE, AND COMPANY REFERENCES

The Offeror shall describe their experience in performing the type of work described in Section C above. Tab 3 must include:

(a) Describe the specialized experience of the firm, and the current personnel, with respect to providing Cooling Tower Replacement Services at Events DC.

(b) Three (3) professional references letters from past customers that can attest to the Offeror’s experience. Acceptable references are clients for which the Offeror has provided services similar to those solicited in this RFP within the last five (5) years.

Each letter of reference must include the company name, contact name, phone number, n-email address, and the title of position for the point of contact, a description of services/trainings provided, and the dates during which the services were performed.

I.4 TAB 4 – COMPANY’S TECHNICAL APPROACH

The Offeror shall provide a detailed technical plan for performing the Services outlined in Section C above, including:

(a) Its overall approach to performing the Work; and

(b) The particular expertise, methods, technologies, equipment and personnel utilized by the Offeror.

I.5 TAB 5 – DISCLOSURES

(a) Offeror must 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 and/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.

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

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(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.

I.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 I]

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SECTION J – COST PROPOSAL

J.1 PRICING

(a) The Offeror shall provide firm fixed prices for the Services set forth in Section C above.

(b) The 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 cost, fringe benefits, general and administrative expenses and profit.

(c) Other Direct Costs (ODC): ODCs are all other allowable costs directly allocable to the performance of the task.