RFP_Draft_Digital_Network_Signage_FINAL.pdf

RFP Digital Network Operations Bid #25-S-016

DIGITAL SIGNAGE NETWORK SERVICES

REQUEST FOR PROPOSAL (RFP)

BID #25-S-016

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified firms to manage and operate a network of digital and non-digital displays and signs throughout the Walter E. Washington Convention Center (the “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 Events DC’s e-procurement website at https://eventsdc.com/about/procurement.

Key Dates RFP Release Date: Thursday, August 28, 2025 RFP Pre-Proposal Conference: Thursday, September 11, 2025, at 11:00AM RFP Questions Due Date: Tuesday, September 16, 2025, at 5:00PM RFP Response Due Date: Monday, September 29, 2025, at 5:00PM

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

TABLE OF CONTENTS

Section A – Introduction………………………………….……………………...3

Section B – General Requirements…….……………….………………….……4

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

Section D – Contract Term, Deliverables and Performance…....…….………20

Section E – Specific Contract Provisions……………………………………

Section F – Specific Contract Provisions………….…….....………………..….27

Section G – Contract Clauses……………………………………………………28

Section H – Submission Requirements…………...……………………..………29

Section I – Technical Proposal……………………………………………….….32

Section J – Cost Proposal……….…………………………………………….…39

Section K – Evaluation Factor………………..………………………………….42

Section L – List of Attachments……………………………………..…………...45

SECTION A - INTRODUCTION

A.1 The Washington Convention and Sports Authority t/a Events DC (“Events DC”) is an independent authority of the District of Columbia (“District”) Government and operates as a corporate body with a legal existence separate from the District. Events DC is governed by a twelve (12) member Board of Directors appointed in accordance with D.C.

Code § 10-1202.05. Its day-to-day operations are managed by its President/Chief Executive Officer.

A.2 Events DC has the responsibility to, among other things, promote, develop and maintain the District as a location for conventions, trade shows, meetings, concerts, sporting and entertainment events, and other special events. In that regard, it owns, manages and/or operates the Walter E. Washington Convention Center (“Convention Center”), the Carnegie Library at Mt. Vernon Square (“Carnegie”), Robert F. Kennedy Memorial Stadium and its surrounding campus (which includes the Festival Grounds, the Fields at RFK Campus, and Skate Park), the non-military portions of the District of Columbia Armory, Gateway DC, the R.I.S.E. Demonstration Center, Nationals Park, and CareFirst Arena (each a “Facility”; collectively, the “Facilities”).

A.3 The Convention Center is a 2.3 million square foot convention and meeting facility that includes seven hundred and three thousand (703,000) square feet of exhibit space, a total of seventy-seven (77) break-out rooms and the largest ballroom in the Mid-Atlantic region. The Convention Center has five (5) vertical levels (2 of which are under grade), and spans three (3) city blocks. The levels above grade are divided into three (3) separate buildings connected by bridges across L and M Streets. The Convention Center hosts approximately two hundred (200) events per year with an average annual attendance figure of 1.2 million people.

A.4 Events DC seek a Contractor to serve as the Digital Network Operator (“DNO”) to manage and operate a network of digital and non-digital displays and signs (the “Services” and/or “Work”) at the Convention Center for Events DC and its customers, and actively market and sell the DNO Services to customers and guests.

A.5 Events DC intends to award a Revenue Sharing Contract (the “Contract”) for the Work identified herein. The Base Term of the Contract will be from October 1, 2025 through September 30, 2027, with four (4), one-year option periods.

[End of Section A]

SECTION B – GENERAL REQUIREMENTS

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks an experienced Contractor to maintain, market, sell and provide DNO Services at the Convention Center.

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

(c) Events DC contemplates award of a net profit sharing, against a guaranteed annual payment Contract for the Work detailed in Section C below. The Base Term of the Contract will be from October 1, 2025 through September 30, 2027, with four (4), one-year renewal Option Years.

(d) Vendors wishing to respond to this RFP (“Offerors”) shall register in Events DC’s procurement system, OpenGov (https://eventsdc.com/about/procurement). Responses shall be submitted electronically.

B.2 CONTRACTOR QUALIFICATIONS

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

(a) Demonstrate a minimum of five (5) years of financial success (both Contractor profitability and facility revenue goals) managing DNO Services in one or more “first tier” major market convention or exhibition centers (i.e., a convention or exhibition center in a major metropolitan area with a minimum of 500,000 gross square feet of exhibit space) or major arenas and stadiums or major hotels;

(b) Demonstrate a minimum of five (5) years of consistently achieving high levels of customer satisfaction (for both facility management and end-users as demonstrated through client surveys and customer references) managing high-quality DNO Services in one or more “first tier” major market convention or exhibition centers or major arenas and stadiums or major hotels;

(c) Possess a General Manager with a minimum of five (5) years’ experience in a position of director or above in a major market US convention center, convention hotel or business hotel rated no less than 4-stars or major stadiums or arenas, and a history of material profit results in two or more accounts that the General Manager has overseen;

(d) Possess a Technical/Operations and Creative/Artistic DNO team that consists of at least three

(3) members, with a minimum of three (3) years’ experience each in one or more first tier major market convention or exhibition center(s), convention hotels or business hotels rated no less than 4-stars or major stadiums or arenas;

(e) Possess a Director of Sales or equivalent with educational certification (preferably, a degree in hospitality management), with a minimum of three (3) years’ experience in an equivalent position to include soliciting of sponsorships and advertising in a first-tier major market convention or exhibition center, convention hotels or business hotels rated no less than 4-stars or stadiums and arenas and a history of very successful profits results in two or more accounts in which the Director of Sales has supervised sales services;

(f) Be bonded and licensed in Washington, DC;

(g) Perform all DNO Services in conformance with applicable federal, state and District laws, codes and regulations; and

(h) Be bonded and licensed in the District.

B.3 PRE-PROPOSAL CONFERENCE/ SITE VISIT

(a) A Pre-Proposal Conference/Site Visit (the “Site Visit”) is scheduled for 11:00 A.M. EST, Thursday, September 11, 2025, for all prospective Offerors. Notification of intent to attend must be provided via e-mail to Gerald Green, Deputy Director, Contracts and Procurement at ggreen@eventsdc.com no later than 3:00 pm, EST, Wednesday, September 11, 2025.

(b) Prospective Offerors shall meet in the Walter E. Washington Convention Center, Office of Contracts and Procurement, 801 Allen Y. Lew Place, NW, West Wing Conference Room, Washington, DC 20001. The number of individuals representing each prospective Bidder is limited to three (3).

(c) The purpose of the Pre-Proposal Conference is to 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 Pre- Proposal Conference, the question must be submitted in writing through the e-procurement system at https://eventsdc.com/about/procurement.

[End of Section B] mailto:ggreen@eventsdc.com

SECTION C - SCOPE OF WORK

C.1. PROJECT OVERVIEW

(a) The Contractor shall maintain, market, sell and provide a full range of DNO Service options.

The displays offered are both fixed and mobile, and shall serve multiple purposes and content, to include but not be limited to the following:

1. Advertisements;

2. Sponsorships;

3. Artistic Content;

4. Social Media Integration;

5. Special Production Video for Events;

6. Broadcast Television;

7. Internal Video Broadcasts;

8. Events Feeds (e.g., overflow viewing for speaker presentations);

9. Daily Event Schedule;

10. Wayfinding;

11. Meeting Room Session Information;

12. Real-time Updates and Changes; and

13. Events DC Related Messaging.

(b) The permanent digital network system currently includes liquid crystal display (LCD), light-emitting display (LED), backlit signs and other types of displays, which the DNO will manage. Actual locations, types and specifications of displays are identified in the Attachments Tab in OpenGov as Current Inventory. The network includes the following permanent displays:

1. Quantity: 1 Wall Mounted Display 1280(w) x 720(h)

2. Quantity: 1 Overhead Digital Signage 1920(w) x 1080(p)

3. Quantity: 1 Concourse B Video Wall 1664(w) x 384(p)

4. Quantity: 1 Rotunda Video Marquee B 1792(w) x 832(h)

5. Quantity: 1 Rotunda Video Marquee A 1920(w) x 1080(p)

6. Quantity: 1 Hall A Video Marquee Full screen 1920(s) x 512(h) Split Screen

960(w) x 512(h)

7. Quantity: 1 Hall D Video Wall Full screen 1440(w) x 480(h)

8. Quantity 1 Overhead Video Wall 3360(w) x 540(p)

9. Quantity 1 Quantum Video Wall

10. Quantity 1 Metro Video Walls XL

11. Quantity 1 Ballroom Identification Banner A, B, C Video Wall 1920(w) x 360(h)

12. Quantity 2 East and West Salon Flags (1 of each)

13. Quantity 1 South Skywalk Video Wall

14. Quantity 1 North Skywalk Video Wall

15. Quantity 66 Meeting Room Digital Signs

16. Quantity 1 Alexa Virtual Concierge

17. Quantity 1 Exterior L Street South and L Street North

18. Quantity 1 Hall A Food Show 3200(w) x 1800(p)

19. Quantity 1 Hall B Food Show 3200(w) x 1800(p)

20. Quantity 1 Hall C Food Show 3200(w) x 1800(p)

(c) The Contractor shall provide additional portable displays and associated casework/stands (“Portable Units”) which must complement the other displays and signs found throughout the Convention Center. It is anticipated that the Portable Units will be moved frequently and subject to wear and tear associated with regular handling; therefore, the Contractor shall replace as necessary and ensure that the new Portable Units complement the existing finishes and furnishings.

(d) The DNO shall be responsible for providing all network connectivity and power for the portable displays. In addition, the DNO shall provide all necessary networking and other system components (e.g., set-top boxes, content servers, etc.) for all displays except for the interactive displays used in the wayfinding system. Network and power connectivity should be performed in accordance to best practices and industry standards and in conjunction with existing Events DC network and power service partners (Hi-Tech).

(e) The Contractor shall maintain all portable and fixed displays including those used as part of the wayfinding signage, including casework, and promptly repair any damage to the units.

(f) The Contractor shall upgrade the system and/or associated equipment on an as-needed basis with the advanced approval of the COTR.

(g) The Contractor shall evaluate and develop, in partnership with the COTR, a wayfinding program and make recommendations regarding the static signage.

(h) The Contractor shall provide sales and operation services to transition from the services provided under the current Contract to the services provided under the new Contract as described below:

1. Required sales transition services shall include at a minimum: collecting all booking and contact information for all active customers with events occurring during the Base Term of the Contract; contacting said customers to verify the terms of any active DNO agreements; and initiating new sales activities as appropriate.

2. Required operations transition services shall include at a minimum: repairing or replacing any Events DC provided equipment as mutually agreed upon by Events DC and the Contractor; procuring, inventorying and installing any Contractor provided Equipment; and implementing all Contractor standard procedures for the provision of DNO Services.

(i) The Contractor shall hire, train and manage all personnel necessary to provide the DNO Services.

(j) The Contractor shall properly and efficiently store all equipment in assigned areas approved by the Convention Center.

(k) The Contractor shall promptly remove and return to the designated on-site storage areas all non-permanent DNO equipment and materials from the licensed space(s) and associated service areas after each event.

(l) The Contractor shall invoice for services rendered for DNO Services not later than 24 hours after the expiration of the Event License Agreement, collect Gross Receipts, and pay Events DC its share of the annual net profits as described in Section J.1.(b)The Contractor shall not deduct shortages, credit card fees or any other operating expenses from the Gross Receipts. The Contractor shall be solely responsible for its own Direct Operating Expenses.

(m) A schedule of historical and anticipated events at the Convention Center is found in the “Attachments” section in OpenGov as WEWCC Events FYs 23 - 25.

(n) The Contractor shall provide technical assessment, creative and artistic content services to include all programming for all signs.

(o) The Contractor shall develop internal and external advertising sales opportunities and event sponsorships to give show managers, exhibitors, and industry service providers the opportunity to reach large target audiences.

(p) The Contractor shall provide content services to include, but not be limited to, motion graphics, gamification, interactive elements, and templates.

(q) The Contractor shall provide an easy-to-use web-based content management system which manages the language and images shown on the digital screen, to control messaging in real-time.

(r) The Contractor shall develop and offer a branding program to promote Events DC and the District of Columbia for show organizers and exhibitors.

(s) The Contractor shall provide a strategy for managing the external advertising sales when a city-wide convention purchases a digital package, which includes all the digital signs at the Convention Center.

(t) The Contractor shall provide a conflict-of-interest disclaimer advertising strategy. For example: Apple purchases an annual digital sign agreement and Microsoft holds a convention with a mandatory contingency of no competitive advertising in the Convention Center.

C.2. OPERATIONS AND MAINTENANCE SERVICES

(a) The Contractor shall provide all system operation and maintenance to ensure reliability and a state-of-the-art system. The system must have built-in failure reporting capabilities with the ability to remotely repair systems or dispatch technicians when required.

(b) The Contractor shall maintain all system equipment in proper working order.

(c) The Contractor shall maintain all portable and fixed displays (including those used as part of wayfinding signage), including casework, and promptly repair any damage to the units.

(d) The Contractor shall propose measures that ensure the security of the network, both technical (e.g., hacking, virus attacks, etc.) and physical (e.g., anti-theft, anti-vandalism, etc.). The Contractor shall ensure the following minimum recovery standards:

1. Any necessary repair to any component of the DNO actively used in support of an event shall be completed within four (4) hours of initial notification by the COTR;

2. Any necessary repair to any component of the DNO not actively used in support of an event shall be completed within forty-eight (48) hours of initial notification by the COTR;

3. All costs related to maintaining or repairing any component of the DNO, with the exception of displays used in wayfinding system, shall be done by the Contractor;

and

4. All costs related to repairs of Events DC provided components, including displays, cabling, and wayfinding signs shall be borne by Events DC.

(e) The Contractor shall maintain an on-site inventory of spare parts, acceptable to the COTR, to facilitate repairs to the DNO.

(f) The Contractor shall provide professional attention and personal service to its customers and Event Organizers that meets or exceeds the customer care associated with a first-tier major market convention or exhibition center, convention hotel or business hotel rated 4-stars or above.

(g) The Contractor shall provide Events DC with an annual written DNO Sales Program (the “Program”). The Program shall include the Contractor’s specific financial and operational goals for the upcoming Fiscal Year, and specific methods proposed for attaining each goal for the upcoming Fiscal Year.

(h) The Contractor shall present annually, for Events DC’s review, and approval its proposed pricing for the upcoming Fiscal Year. All proposed pricing shall be competitive with major Mid-Atlantic/Northeast first-tier US convention centers, stadiums or arenas. The Contractor shall provide comparable current pricing from comparable District of Columbia full-service convention, business and luxury hotels; and from comparable convention centers, stadiums and arenas. There shall be no price increase prior to Option Year 1 of the Contract (FY 27).

(i) The Contractor shall ensure that all its published sales and marketing materials for its services at the Convention Center utilize the Convention Center’s and/or Events DC’s logos.

(j) The Contractor shall conduct quarterly business reviews (either in-person or via teleconference), at the Contractor’s expense, with the COTR and other key stakeholders (such as Events DC’s exclusive Technology Services Partner) to discuss on-going operations, event survey reviews and actions, opportunities for improvement. The Contractor shall schedule the quarterly business reviews with the COTR.

C.3 DEVELOPMENT OF A COMPREHENSIVE MARKETING PLAN

(a) The Contractor shall develop and implement a marketing plan to successfully market short-term and long-term advertising and sponsorship to the following markets:

1. Event organizers (the planners and managers of the meetings, conventions and exhibitions that take place in the Convention Center) seeking alternatives to traditional disposable promotional signage and banners;

2. Area businesses (e.g., restaurants, theatres, areas, sport teams, retailers) promoting their products and services to the guest attending events in the Convention Center;

3. Exhibitors demonstrating goods and services during specific events in the Convention Center (e.g., automobile manufacturers exhibiting at the annual Auto Show subject to approval of Show Management to contact exhibitors);

4. Internal service partners (e.g., retail food and beverage vendors) and commercial tenants leasing exterior retail space from the Convention Center;

5. Public service announcements as provided from Events DC from time to time (e.g., marketing campaigns promoting business or tourism development in the District of Columbia);

6. Events DC sponsors and partnerships, both present and future; and

7. Any other appropriate market determined by Events DC or recommended by the

Contractor.

(b) The Contractor shall carefully consider the following business requirements that are driven by Events DC’s core business of meetings, conventions and tradeshows:

1. Events held at the Convention Center do not generally follow typical business hours or Monday through Friday work weeks.

2. Events held at the Convention Center are held in the evenings, on weekends, and/or on generally recognized civil or religious holidays.

3. The successful sale of goods or services for events requires that the goods or services are supported on-site during event operation hours, which may be subject to change with little notice.

4. The Contractor must have the capability to make changes to the DNO during events and during normal business hours at the request of Events DC, regardless of event activity.

C.4 DEVELOPMENT AND MARKETING OF PROGRAMMING SERVICES

(a) The Contractor shall develop and provide in their proposal a portfolio of services and price points for a variety of audiences. The services shall include, but not be limited to, advertising services for area businesses, show management, event exhibitors, permanent commercial tenants, in-house service partners, and specialized services for event organizers including, but not limited to, graphics and design services.

(b) Services provided directly to Events DC shall be at no charge to Events DC.

(c) The various charges submitted by the Contractor to Events DC will be used to determine the final standard rate schedule to be utilized through September 30, 2030. Rate determination will be mutually agreed to between the Contractor and Events DC within thirty (30) days of Contract execution.

(d) The standard rate schedule may be revised annually for appropriate market adjustments, with proposed rates submitted not later than July 1st annually to take effect October 1st annually. Events DC shall have the final authority for approval of any and all rate schedules for services to be provided by the Contractor.

C.5 ADDITIONAL REQUIRED SERVICES

(a) The Contractor shall bear all costs associated with establishing and maintaining the network supporting the DNO. The Convention Center’s existing wired and wireless Ethernet network is managed by Events DC’s exclusive Technology Services Partner (contact information to be provided upon award of Contract). The system network shall be separate from the network maintained by Events DC’s exclusive Technology Services Partner unless the Contractor chooses to purchase network services from Events DC’s exclusive Technology Services Partner. Any such agreement between the Contractor and Events DC’s exclusive Technology Services Partner must be approved in advance by Events DC. Events DC’s exclusive Technology Services Partner is under no obligation to provide these services to the Contractor.

(b) There are a variety of existing technologies and other opportunities that hold potential sponsorship opportunities. Many of these technologies are provided by other service partners. To the extent possible, the Contractor shall work with existing service partners to identify sponsorship opportunities and develop plans to present to Events DC for approval.

(c) Events DC may elect to purchase from the DNO digital displays, flat panel televisions, networking hardware, maintenance, repair, installation and other equipment or services during the life of the Contract. This equipment and services will be purchased on a cost-plus fixed fee basis. The Contractor shall submit a quote for any goods or services required to the COTR for these services.

(d) Events DC may elect to purchase standard DNO services for its own use, (e.g., internal meetings, sales efforts, promotional activities, etc.) Services provided directly to Events DC shall be discounted from the standard pricing provided to clients. The Contractor shall propose a discount rate for these services as a part of their financial proposal.

C.6 QUALITY OF SERVICES AND PRODUCTS

(a) The Contractor shall conduct all its operations in a professional, business-like and efficient manner consistent with the services provided in first-tier or major market convention centers, as verified by the achievement of a minimum average of 4.0 (out of 5.0) positive scores reported in Events DC’s event organizer customer satisfaction surveys discussed in Section C.13 below.

(b) Events DC shall decide any and all questions that may arise as to the acceptability of services rendered, manner of performance, questions that arise as to the interpretation of the terms and conditions of this procurement, and all questions as to the acceptable fulfillment of the Contract.

(c) Events DC requires the Contractor to identify local products and vendors to utilize throughout its operations at the Convention Center whenever possible.

(d) Each Offeror shall describe in its proposal, its plan for providing high level of quality service for events, including its proposed staffing levels for the required events.

(e) Events DC reserves the right to create, establish and implement customer satisfaction surveys. The Contractor shall maintain average customer satisfaction metric goals established by Events DC for key performance indicators, as described in Section C.13 below. Events DC and the Contractor will regularly review and evaluate the results related to the DNO Services, and the Contractor shall make appropriate changes to its operation to attain or surpass its required customer satisfaction ratings.

C.7 CONTRACTOR STAFF AND KEY PERSONNEL

(a) The Contractor shall employ, train and supervise the necessary personnel to provide all services contemplated by this RFP, including the Key Personnel set forth in Section C.7(e) below.

(b) 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.

(c) The Contractor shall provide highly qualified staff to provide all services, including management, marketing, sales, technical/operation, and creative/artistic content for which will be dedicated only to Events DC.

(d) The Contractor shall maintain the Events DC approved General Manager or Program Manager, Director of Sales and Technical Team in place for a minimum of two (2) years. Failure to do so shall result in the Contractor paying Events DC $50,000 in liquated damages. Events DC may waive this requirement at its discretion.

(e) Events DC shall approve the Contractor’s proposed on-site management team throughout the term of the Contract. The Contractor’s on-site management team shall have no job-related responsibilities at other venues and shall maintain a full-time office at the Convention Center. If Events DC requests a replacement for the on-site management team or any of the staff, the Contractor shall have five (5) days to provide a temporary replacement approved by Events DC, and thirty (30) days to provide Events DC with a minimum of three (3) resumes of suitable candidates.

(f) All on-site Contractor employees shall wear professional business attire or uniform clothing provided by the Contractor and approved by Events DC before the Contract start date, that is seasonally appropriate and is always neat and presentable. The proposed uniform(s) shall be described and included in the Offeror’s proposal.

(g) Events DC does not provide free parking for the Contractor’s employees. Events DC shall offer, at Contractor’s own expense, up to two (2) parking permits to the Contractor at Events DC’s prevailing staff rate.

C.8 TRAINING

(a) All Contractor employee working at the Facilities shall complete a mandatory orientation program specific to the Convention Center, to include the required custom service standards, prior to starting work. Events DC may waive this requirement for legacy employees retained by the Contractor on a case-by-case basis.

(b) The Contractor shall train and closely supervise each employee so that each employee knows, understands and complies with the high standards of courtesy and service required by Events DC and Contractor.

(c) The Contractor shall conduct regularly scheduled training sessions at least twice per Contract Year (including each year of the Option Periods, if applicable), for all its on-site employees. The Contractor’s training shall incorporate Events DC’s customer service and quality control programs, systems and management. At a minimum, the training shall consist of:

1. Customer Service training, including communications and listening skills;

2. Job skills training, update or continuing education training related to the provision of DNO Services;

3. Appropriate Occupational Safety and Health Act (OSHA) safety training, including injured Worker Rescue training and falling object protection;

ergonomic training including safe lifting, materials transportation and handling;

and basic first aid;

4. Recognition of substance abuse (for all supervisory and management personnel);

5. Events DC emergency response procedures training, including incident reporting, evacuation and shelter-in- place procedures; and

6. Certified personnel lift and forklift training for each employee using such equipment.

(d) The Contractor shall provide training reports to include, but not be limited to:

• Customer Service;

• Digital Content;

• Operations and Maintenance;

• Business Relations; and

• Quality Assurance.

C.9 CONTRACTOR OPERATING REQUIREMENTS

(a) The Contractor shall abide by Events DC’s Rules of the Jobsite for Contractors, included in the “Files” area in of the OpenGov bid to this RFP, as well as any other rules, regulations, policies, and procedures related to the DNO Services that Events DC may adopt or issue in its reasonable discretion.

(b) The Contractor shall honor the guaranteed pricing for all FY26 and FY27 events who have received DNO proposals from the incumbent Contractor.

(c) The Contractor shall designate one or more members of its management team to attend Events DC meetings to include, but not be limited to, the following:

1. Weekly Production Meetings;

2. Event Pre-Conference and Post Conference Meetings;

3. Sales Meetings, including designated sales call, as required by Events DC;

4. Monthly Events DC Management Meetings;

5. Events DC Board of Directors meetings, as required by Events DC;

6. Customer Advisory Group Meetings, as required by Events DC;

7. Customer and Potential Customer Site Visits, as required by Events DC.

(d) The Contractor shall issue rules, regulations, policies, and procedures for the DNO, to be approved by the COTR, and the Contractor shall operate the digital network operation in accordance with such rules, regulations, policies, and procedures.

(e) The Contractor shall provide its operations supervisory personnel with communications equipment capable of instantly communicating with Events DC staff. At a minimum this shall include cellular phones and portable radios operating on Events DC’s assigned frequencies.

(f) The Contractor shall provide or modify its operations upon the request of any Licensee when such modification has been approved by Events DC.

(g) The Contractor shall integrate all its DNO Services event management and operations systems with the Convention Center’s event management and operations software program, populating the appropriate reports generated by Events DC’s event management and operations software program. Events DC has purchased and implemented the Momentus® event management program and anticipates using this program for the term of the Contract.

C.10 UTILITIES

(a) The Contractor shall bear at prevailing internal rates the cost of telephone and internet service provided by Events DC’s telephone service provider as a Direct Operating Cost.

(b) The Contractor shall solely bear the cost to repair or replace any utility service or lines due to the Contractor’s negligence.

(c) Events DC shall not be responsible for any of the Contractor’s goods, merchandise or equipment storage at the Convention Center, nor will it be responsible for damage resulting from a power failure, flood, fire, explosion and/or other causes.

C.11 RECORD KEEPING AND ACCOUNTABILITY

(a) The Contractor shall submit the following regular reports, collectively the “Accounting Reports” following the Deliverables Schedule set forth in Section D.2 below:

1. A monthly revenue and payment report, in a format approved by the COTR, for each Accounting Period;

2. Detailed revenue reports for each event held in the previous month; and

3. Quarterly Profit and Loss statements.

(b) Each Offeror shall include in its Technical Proposal a descriptive list of the

Equipment it proposes for the Convention Center account.

(c) The Contractor shall use Events DC approved computer hardware and computer software for all records, contracts, invoices, and all accounting functions.

(d) The Contractor shall submit for Events DC’s approval, in a format approved by Events DC, a proposed annual budget for its operation. Each Offeror shall submit a proposed first year operating budget as part of its proposal. The successful Offeror shall submit a revised first year operating budget for approval as part of the Contract. The Contractor shall submit an annual operating budget every September 1 for each successive year of the term of the Contract.

(e) The Contractor shall maintain all operating permits and licenses necessary for providing DNO operations in the Convention Center.

(f) The Contractor shall collect and promptly disburse all taxes required by federal and local authorities and shall pay any and all applicable taxes relating to its operations, employees, equipment, inventory or permits.

(g) The Contractor shall inventory its equipment, leasehold improvements, uniforms, and other items on an annual basis to determine what replacements and repairs are required, subject to Events DC’s approval, and shall adjust its depreciation schedule accordingly.

(h) Each Offeror shall include in its proposal, proposed timelines showing:

1. Implementation of the Offeror’s proposed Equipment investments;

2. Implementation of the Offeror’s proposed Leasehold Improvements; and

3. The Offeror’s proposed mid-term and late-term capital repair, refurbishment and replacement.

(i) Each Offeror shall include in its Financial Proposal:

1. The value of the Offeror’s proposed investment in equipment itemized by project or major purchase and subtotaled;

2. The value of the Offeror’s proposed investment in Equipment, including FF&E, itemized by project and major purchase and subtotaled;

3. The value of the Offeror’s proposed Leasehold Improvements itemized by project and subtotaled; and

4. The total value of the Offeror’s proposed capital and operational investments.

(j) At the termination of the Contract, all Equipment and Leasehold Improvements will vest with Events DC.

(k) The Contractor shall amortize its Equipment Investment in equal amounts as follows, commencing in the first Accounting Period following the purchase of the asset and having a zero-book value at the end of the initial ten-year term:

1. Authority Approved Pre-Opening Expenses: 36 months; straight-line method.

2. Authority Approved Equipment: 120 months, straight-line method or to the initial termination date, whichever is less.

3. Authority Approved Leasehold Improvement: 36 months, straight-line method.

C.12 RESERVE ACCOUNTS

(a) The Contractor shall reserve a minimum of two percent (2%) of its annual gross revenue for its operations at the Convention Center for the following required reserve accounts (each, a “Reserve Account”):

1. Marketing Reserve: One percent (1%) of the annual Gross Receipts shall be reserved for selling and marketing the DNO Services at the Convention Center, to include the development of new Customers and sponsorships, Customer site visits, and Event Organizer hospitality programs; and

2. Repair, Maintenance and Replacement Reserve: One percent (1%) of the annual Gross Receipts shall be reserved for the repair, maintenance or replacement of existing Equipment and Leasehold Improvements, adding new Equipment and Leasehold Improvements, and making improvements, including capital improvements to the DNO Services operations and operation areas.

(b) The amount of funding to be annually disbursed from each Reserve Account will be mutually determined by Events DC and the Contractor based on current needs.

(c) The Contractor shall obtain the written approval of the COTR prior to making any expenditure from the Reserve Accounts.

(d) The Contractor shall be responsible for the expenditure of funds from the Reserve Accounts and shall do so in its own name, including contracting with suppliers and paying supplier invoices. The Contractor shall provide the COTR with a monthly statement of the balance in each Reserve Account as part of its monthly financial reporting and agrees that Events DC may perform an annual audit of the accounts, books, and records related to the Reserve Account expenditures. All equipment, furnishings, fixtures and Leasehold Improvements purchased with the funds shall become the property of Events DC.

(e) The Contractor shall not use the Reserve Accounts to pay salaries or overhead expenses.

(f) Upon termination of the Contract, all remaining funds in the reserve account shall be split evenly between the Contractor and Events DC.

C.13 PERFORMANCE INCENTIVE

The Contractor may earn a performance incentive bonus (the “Bonus”) for each Contract Year. Events DC may in its sole discretion award the Contractor a Bonus of up to one percent (1%) of their gross revenue annually. Events DC will award the Bonus based on the Contractor’s successful achievement of certain performance threshold standards (the “Standards”) during the Contract Year. Based on its evaluation, Events DC may award all, a portion, or none of the annual Bonus.

(a) Events DC will conduct customer service satisfaction surveys of selected events and will distribute the results of these surveys internally. Events DC will establish certain key performance indicator metrics for which the Contractor will be expected to maintain a quarterly and annual average score of at least 4.0 (on a 5-point scale).

(b) Events DC has established five (5) Standards for the Contractor’s performance:

Financial Achievement, Customer Satisfaction, Business Relations and Quality Assurance. Each Standard has weighted evaluation factors totaling 20 points per Standard. Events DC reserves the right to annually set the weights of the evaluation factors.

(c) Events DC’s performance expectation is that the Contractor shall meet or exceed an average annual rating of 85 out of 100 Standard points for each Contract Year.

(d) The Contractor shall qualify for the Bonus in any Contract Year where the Contractor maintains an average rating of at least 85 Standard points for the Contract Year and has maintained a minimum rating of 80 Standard points for each fiscal quarter during the Contract Year.

(e) If the Contractor maintains an average rating of at least 85 Standard points for the first base year of the Base Term, the Contractor shall continue for the remainder of the Base Term, unless:

1. If for any Contract Year during the Base Term the Contractor fails to achieve an average of at least 85 Standard points but achieves an average of at least 75 points, the Contractor shall have one year (the “Cure Year”) to achieve an average of at least 85 Standard points and recover its good standing with Events DC.

2. If the Contractor successfully achieves a minimum of 85 Standard points by the end of the Cure Year, the Contract shall continue in effect for the remainder of the Base Term.

(f) If the Contractor achieves an average of less than 75 points at any point during the first 24 months of the Base Term, or during any consecutive 36 months during either the Base Term or the Option Years, Events DC may terminate the Contract and buy back any unamortized investments from the Contractor at termination based on the depreciation formula set forth in the Contract.

(g) The annual evaluations shall be based on Events DC’s Fiscal Year. The evaluations will be conducted by the COTR.

(h) A sample table of Events DC’s current assignment of weights for the first Contract Year is shown in the Attachments Tab for this solicitation as Sample Performance Threshold Standards and Weights. The table is subject to change.

C.14 REVENUE SHARE

(a) The Contractor shall make payments to Events DC on a monthly basis based on revenue earned and in accordance with the commission payment structure set forth in Section C.14(b) and J.1(b) below.

(b) The Contractor shall submit the following information to Events DC as supporting information attached to each monthly payment:

1. A monthly gross revenue report listing gross revenues by events and classification of services (advertising, media, video, sponsorship, and miscellaneous), that is to be subtotaled by month with running fiscal year-to-date totals;

2. A monthly accounting of all DNO Services provided. This report shall include a listing of all invoices issued during the month and listed in numeric order showing the invoice number, event number, event name, client name, event space, total amount of the sale, and commissions owed to Events DC. This report shall have a monthly subtotal and running year-to-date of all invoices issued;

3. Detailed individual event revenue reports listing revenue and subtotals of services provided; and

4. Other detailed reports as Event DC may require. The Contract shall submit these reports electronically (Excel spreadsheet for financial information, Word or PDF document for narrative information).

(c) The Contractor shall maintain all sales and financial records pertaining to Events DC on-site at the venue, in both paper and electronic format.

(d) The Contractor shall provide Events DC with the monthly revenue payment not later than 4:00 pm on the 15th day of each month or the first working day after the 15th if the 15th day is a holiday or weekend day.

(e) Events DC shall have the right to examine on Facility premises all pertinent books and records at any and all reasonable time for the purpose of determining the accuracy thereof. The making of any willfully false report by the Contractor shall be grounds for immediate cancellation and termination of the contract at the sole discretion of Events DC.

(f) The Offeror shall describe in its proposal a description of its existing processes and systems to ensure compliance with these requirements, as well as samples of comparable reports.

[End of Section C]

SECTION D – CONTRACT TERM, DELIVERABLES AND PERFORMANCE

D.1 TERM OF CONTRACT

(a) The Base Term of the Contract shall be for a base period of two (2) years from October 1, 2025 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. 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. The number of copies of other reports will be determined at the time of request by Events DC.

DELIVERABLE QTY FORMAT/METHOD OF

DELIVERY DUE DATE TO WHOM

Marketing Plan and Forecast (Section C.3)

One (1)

Electronic File (PDF) via e-mail

Thirty (30) days after Contract award; Annually thereafter

COTR

Equipment Inventory and Value (Section

C.12(g))

One (1)

Hard Copy and PDF via e-mail

Annually

Sales Program (Section C.2(g))

One (1)

Hard Copy and PDF via e-mail Annually COTR

(Section C.11(d)) One (1)

Hard Copy and PDF via e-mail Annually COTR

Training Report (Section C.8(d))

One

(1) PDF via e-mail Quarterly and

Annually COTR

Proposed Pricing for the upcoming Fiscal

Year (Section C.2(h))

One (1)

PDF via e-mail

Annually

Business Reviews (Section C.2(j))

Four (4)

In person or via teleconference Quarterly COTR

Profit and Loss Statement (Section

C.11(a))

One

(1) PDF via e-mail Quarterly COTR/

Invoices@eventsdc.com mailto:Invoices@eventsdc.com

Required Accounting Reports (Section

C.11(a))

One

(1) PDF via e-Mail Monthly COTR/

Invoices@eventsdc.com

Commission Payments (Section C.14)

One (1)

ACH Payment or Wire Transfer Monthly COTR/

Invoices@eventsdc.com

Invoices One

(1) PDF via E-mail Monthly

COTR and Invoices@eventsdc.com

Insurance (Section E.4)

One

(1) PDF via E-mail

Within 14 days of Contract award;

Annually thereafter

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 employment 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]

SECTION E – SPECIFIC CONTRACT TERMS AND CONDITIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Terms and Conditions 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 (“DSLBD”) 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 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 of the OpenGov bids.

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 (or the most current Revision in effect at the time of its submission), 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 Services, the Contractor shall obtain, and shall maintain throughout the term of the Contract, the following insurance coverage at its sole cost and expense:

(a) Commercial general liability insurance, written on an occurrence basis, at limits of at least $1,000,000 per occurrence and $2,000,000 general aggregate, for bodily injury and property damage liability, including broad form coverage for property damage, products and completed operations, 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…