RFP_for_REMOVAL_SUPPLY_INSTALLATION_MAINTENANCE_AND_REPAIR_OF_CHILLERS__25-S-033.pdf

REMOVAL, SUPPLY, INSTALLATION,

INSPECTION, MAINTENANCE, AND REPAIR OF

CENTRIFUGAL CHILLER

REQUEST FOR PROPOSAL (RFP)

BID #25-S-033

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified contractors to provide Removal, Supply, Installation, Inspection, Maintenance, And Repair of Centrifugal Chiller 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 12, 2026, at 5:00 PM EST

RFP Pre-Bid Conference: Tuesday, March 17, 2026,at 12:00 PM EST

RFP Questions Due Date: Monday, March 23, 2026, at 5:00 PM EST

RFP Response Due Date: Monday, April 13, 2026, at 5:00 PM EST

Primary Contact

Name: Ishmael Murray Email: imurray@eventsdc.com Phone: (202) 249-3038 https://eventsdc.com/about/procurement mailto:imurray@eventsdc.com

TABLE OF CONTENTS

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

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

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

Section D – Contract Term, Deliverables and Performance…..………..….……..…….13

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 Proposal…......……...…..…….….……….……..………...…….…24

Section J – Cost Proposal ………………..……..………………….………………….….27

Section K – Evaluation Factors…………..….………...…………………………………28

Section L – List of Attachments………………...……….……………………………….30

SECTION A – INTRODUCTION

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

1202.05. Its day-to-day operations are managed by its President and Chief Executive Officer.

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

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 hosts approximately two hundred (200) events per year with an average annual attendance figure of 1.2 million people

A.4 Events DC is seeking a qualified contractor (the “Contractor”) to provide Removal, Supply, Installation, Inspection, Maintenance, and Repair of Centrifugal Chiller as part of a phased system renewal program (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]

SECTION B – GENERAL REQUIREMENTS

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks an experienced contractor to provide the Services at the Convention Center.

(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 awarding a Firm-Fixed Price contract for the Work detailed in Section C below. The base term of the Contracts will be from date of award through September 30, 2028; with four (4), one-year option periods (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 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 experience with commercial or institutional chiller system installations of at least 2,000 tons in a 2 million sq ft (or greater) facility;

(b) Provide a Quality Control Manager with a minimum of five (5) years of experience in Trane chiller systems with certifications and training from the proposed chiller manufacturers or similar systems;

(c) Provide a Project Manager with a minimum of five (5) years of experience in chiller system demolition and installation of proposed chillers or similar systems;

(d) Provide qualified technicians with a minimum of five (5) years’ experience possessing HVAC master license, EPA Section 608 certifications, ASHRAE/HVACR training, and a Trane-certified installer;

(e) Provide a project team that consists of the following roles: Contract/Account Manager, Project Executive, Assistant Project Manager, Mechanical Engineer, Building Automation System Engineer, Electrical Engineer, Mechanical Forman, Certified Rigging Operator, Superintendent, Site Safety Manager/Officer, and Commissioning Agent;

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

(g) Be bonded and licensed to do business in the district.

B.3 PRE-PROPOSAL CONFERENCE/SITE VISIT

(a) An optional Pre-Proposal Conference/Site Visit (the “Site Visit”) is scheduled for 12:00 PM

EST on Tuesday, March 17, 2026, at for all prospective Offerors. Notification of intent to attend must be provided via e-mail to Ishmael Murray, Senior Procurement and Systems Analyst, Contracts and Procurement at Imurray@eventsdc.com no later than 05:00 PM EST, March 16th , 2025.

(b) Prospective Offerors shall meet in the Convention Center’s lobby located at 801 Allen Y. Lew

Place, NW, Washington, DC 20001. The number of individuals representing each prospective Offeror is limited to three (3).

(c) The purpose of the Site Visit is to provide an opportunity for informal questions and answers.

If a prospective Offeror desires a binding answer to any question asked and answered informally at the Site Visit, the question must be submitted in writing through the e-Procurement system Bonfire (see Section B.4 below).

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 “Question &Answer” 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 5:00 PM EST on Monday, March 23, 2026. 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:Imurray@eventsdc.com

SECTION C – SCOPE OF WORK

C.1 SCOPE OF WORK

(a) The Contractor shall provide Removal, Supply, and Installation of six (6) Model #CDHF2000

Trane CenTraVac chillers units (the “Goods”) in three (3) phases as part of a system renewal program at the Convention Center

(b) Each phase shall consist of removal, supply, and installation of two (2) of the six (6) chiller units at a time, ensuring continuous cooling operations throughout the project.

(c) The Contractor shall provide routine preventive maintenance and repairs services as requested by the COTR.

(d) The Contractor shall 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 the contract award.

(e) All Work shall be done in compliance with all applicable Federal and District laws, rules and regulations, industry standards, and with manufacturers’ recommendations and specifications.

(f) The Contractor shall provide all labor, materials, equipment, engineering, supervision, and services necessary for the complete and fully functional installation of new chiller units.

(g) The Contractor shall develop and implement an on-site safety plan as specified in Section C.9 below.

(h) The Contractor and its subcontractors shall comply with all Rules of the Jobsite for Contractors provided in Attachment 10.

C.2. SUPPLY OF CHILLERS UNITS

(a) The contractor shall provide six (6) 2,000-ton Trane CenTraVac chillers units.

Model Number Description Specifications

CDHF2000 Trane CenTraVac chillers 1.Suction Elbow

2. Compressor

3. Terminal Box

4. Control Panel

5. Condenser

6. Motor Housing

7. Economizer

8. Oil Tank Assembly

9. Purge

10. Evaporator

11. Display Panel

(b) The contractor shall inspect chiller units while it is still on the truck for any shipping damage.

i. The chiller units shall be ships shrink-wrapped in a 0.010-in. (0.254 mm) recyclable film protective covering.

ii. The contractor shall Inspect the shrink-wrap to determine if physical damage has occurred to the chiller units.

C.3 ALTERNATE PRODUCTS

Whenever in the specifications any Goods are requested or specified by manufacturer name, proprietary name or patent, such specifications shall be used for the purpose of facilitating descriptions of the Goods and shall be followed by the words “or equivalent”. Bid responses submitted for Goods considered by the Contractor to be acceptable to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed brochures so that the Goods can be properly evaluated to determine if acceptable. Bids submitted without the Goods information required may be considered non-responsive and rejected. The Chief Contracting Officer shall be the sole judge as to the acceptability of alternate Goods offered. The Contractor shall indicate in their submittal any variation between the Goods offered, and the literature or specification sheets submitted.

C.4 REMOVAL AND INSTALLATION

(a) The contractor shall conduct a site survey to ensure the clearance requirements and foundation requirements are met.

(b) The contractor shall provide detailed commissioning and performance test reports.

(c) The contractor shall provide detailed structural drawings, as-built documentation, and

Manufacture’s Equipment Datasheets for proper remove and replace procedures in accordance with manufacturer’s recommendations.

(d) The Contractor shall demolish and remove existing chillers units located at the Convention Center and remove all damaged material.

(e) The Contractor shall remove, decommission and dispose of the prior chiller unit in accordance with local regulations and environmental laws. The key steps for disposal are as follows:

i. The Contractor shall disconnect all electrical power at the main breaker and remote disconnect points and verify zero voltage with a voltmeter.

ii. Refrigerant Recovery: The contractor must properly evacuate the refrigerant using a recovery machine to pull refrigerant into liquid and vapor tanks.

iii. Oil Disposal: The contractor shall remove and dispose of oil in accordance with environmental regulations.

iv. Component Disassembly: The Contractor shall disassemble the chiller units including the evaporator, condenser, compressor, and motor.

v. Waste Management: The contractor shall provide an Environmental Product Declaration (“EPD”) that details the materials for recycling.

(f) The Contractor shall repair and/or replace any and all parts that are damaged or needing replacement during the shipping, removal or replacement of the chiller units as determined by the Contractor or COTR.

(g) The Contractor shall ensure that the installation of the chiller units fully meets or exceed the guidelines of the current version of the ASHRAE Standard 15 for the following:

i. Refrigerant Charge Limits;

ii. Refrigerant Detection;

iii. Equipment Location & Access;

iv. System Classification;

v. Pressure Relief & Overpressure; and

vi. Ventilation, and leak detection.

(h) The Contractor shall construct the foundation based on the site survey to ensure the depth of the concrete will maintain the weight.

(i) The Contractor shall provide a lift plan based on the chiller unit’s weight based on the

Manufacture’s Equipment Datasheets.

(j) The Contractor shall pour grout to ensure a strong bond between the chiller units and the foundation.

(k) The Contractor shall provide training sessions and training documentation for facility operation staff.

C.5 Preventive Maintenance and Repair Services

(a) The Contractor shall provide routine preventive maintenance and repair services as requested by the COTR.

(b) The Contractor shall not proceed with any Work until a service order has been issued by Events

DC.

(c) Once the COTR has given written approval of the Maintenance/Repair Plan, a service order will be issued to the Contractor before the maintenance or repairs commences.

(d) Upon completion of the maintenance and/or repairs, the Contractor shall provide to the COTR a service ticket indicating the date of service, the individual(s) who performed the maintenance and/or repairs, labor hours, and describing the maintenance and/or repairs performed. The COTR shall conduct an inspection to ensure completion. If any deficiencies are identified by the COTR, the Contractor shall, within four (4) hours of notification by the COTR, correct such deficiencies at its own cost.

(e) The Contractor shall be available twenty-four (24) hours a day, seven (7) days a week for emergency repairs. The Contractor shall respond to an emergency call within two (2) hours to inspect and repair equipment. The Contractor shall provide a mobile phone number on which it may be contacted at all times.

(f) Upon completion of emergency repairs, the Contractor shall provide to the COTR a service ticket indicating the date of service, the individual(s) who performed the emergency repairs, labor hours, and describing the emergency repairs performed. The COTR shall conduct an inspection to ensure completion. If any deficiencies are identified by the COTR, the Contractor shall, within four (4) hours of notification by the COTR, correct such deficiencies at its own cost.

C.6 CONTRACTORS STAFF AND KEY PERSONNEL

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

(b) The Contractor’s key personnel are expected to develop a close, positive working relationship with Events DC and is required to notify Events DC of any changes to personnel identified as key personnel (“Key Personnel”).

(c) The Contractor shall provide a project team that consists of:

i. Contract/Account Manager to serve as the primary liaison between the Contractor’s staff and Events DC;

ii. Project Executive to provide accountability for contract performance and possesses experience with large-scale central plant replacements in occupied facilities;

iii. Project Manager to provide day-to-day management of the schedule, budget, scope of work, and coordinating phased construction;

iv. Assistant Project Manager to support submittals, Request for Information (RFI), coordination, and daily reporting;

v. Mechanical Engineer (Chiller Specialist) with expertise in large centrifugal chillers

(2,000-ton class) to review equipment, rigging plans, piping modifications, and sequencing;

vi. Building Automation System (“BAS”) Engineer to integrate new chillers into existing BAS and ensures seamless transitions between old and new equipment during phasing;

vii. Electrical Engineer to coordinate power shutdowns, switchgear tie-ins, starters/Variable Frequency Drive (VFD), and protection schemes, and ensures compliance with District codes and requirements;

viii. Superintendent to direct supervision of all field activities;

ix. Certified Rigging Operator with experience in rigging large chillers, to coordinate crane operations and load paths;

x. Site Safety Manager/Officer who is Occupation Safety and Health Act (“OSHA”) certified with experience in occupied facilities;

xi. Quality Control Manager, Factory-Authorized Chiller Technician, or Manufacturer’s

Representative to perform startup, testing, warranty validation, and training for facility personnel;

xii. Commissioning Agent to verify performance, controls integration, redundancy, and sequencing; and will oversee phased commissioning without disrupting facility operations.

(d) If at any time Events DC finds that the Key Personnel assigned to its account are unsatisfactory for the performance of the Contractor’s obligations, the COTR shall request the removal of the Key Personnel. The Contractor shall replace such Key Personnel with individuals satisfactory to Events DC within ten (10) business days. Events DC may, at its sole discretion, extend the period to replace the Contractor’s Key Personnel by written notification to the Contractor. 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.

(e) The 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.7 PRODUCT REQUIREMENTS

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

(a) Shall be new, unused, and currently a standard products/Goods of an established manufacturer except for such deviations as required by this specification;

(b) Shall present a neat, well‐finished appearance inside and outside and shall be free of all imperfections and/or defects which might affect appearance, normal life or serviceability; and

(c) Details not specified herein will be in accordance with standard commercial practices for products/Goods of this type.

C.8 WARRANTY

(a) The Contractor shall warrant that the Work performed, and all materials and equipment furnished shall be free from defects for a term of no less than one (1) year.

(b) All Goods furnished shall be newly manufactured and free from defects in material and workmanship. Contractors shall include the manufacturer’s standard warranty.

C.9 SCHEDULE OF WORK

The Services 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 “Files” tab of our Event DC’s e-Procurement website;

(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 its staff and subcontractor’s staff remain within assigned work areas so as not to encroach upon Events DC’s clients’ right to peaceably conduct their licensed business during the Work; and

C.10 SITE SAFETY PLAN

The Contractor shall develop and implement on-site safety plans (the “Safety Plan”) while performing Work at each respective Facility. The Safety Plan must be submitted to the COTR within ten (10) business days of Contract award or after issuance of purchase orders for additional work and must be approved by the COTR prior to commencing Work. At a minimum, the Safety Plan shall establish the following:

(a) Fall protection and mitigation;

(b) Inspection of fall protection equipment;

(c) Inspection of tools, scaffolding, lifts, etc.;

(d) Use of protective equipment (i.e., hard hats, googles, etc.); and

(e) Use of hazardous materials.

C.11 QUALITY OF WORKMANSHIP AND MATERIALS

(a) The Contractor shall perform the Work, or cause the Work to be performed to the satisfaction of Events DC, with the degree of skill, care, and diligence exercised by experience contractors performing work on projects of a scope and magnitude comparable to those specified herein.

(b) When directed in writing by the COTR, the Contractor shall promptly remove, re-perform, or correct all Work determined by the COTR to be defective or as failing to conform to the standards set forth herein, whether observed before or after completion of the Contractor’s work and whether or not installed, or completed. The Contractor shall bear all costs associated with removing any nonconforming work, installing corrected work and any additional services made necessary by the nonconforming work.

C.12 CONTRACTOR FURNISHED EQUIPMENT

(a) The Contractor shall furnish all materials and equipment necessary to perform the work and is solely responsible for the quality and performance of all Contractor provided materials and equipment.

(b) The Contractor shall be required to provide the following equipment, but not limited to:

i. Rigging and lifting equipment;

ii. Piping and mechanical tools;

iii. Electrical tools and equipment; and

iv. Commissioning and testing equipment.

(d) All Contractor equipment shall be maintained in good operating condition, meet all OSHA safety requirements, and be in compliance with all manufacturer’s warranty requirements and Federal, State and District code/regulations.

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

(f) The Contractor shall be responsible for the cost of any repairs necessary to its equipment and materials.

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

C.13 PERSONNEL

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

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

(c) The Contractor shall at all times be an independent contractor, and this Contract shall not in any way create or form a partnership or joint venture with Events DC. No agent, servant, or employee of the Contractor shall under any circumstances be deemed an agent, servant, or employee of Events DC.

(d) The Contractor shall not subcontract any of the Services to any subcontractor without the prior written consent of the COTR. Any Service so subcontracted shall be performed pursuant to a subcontract agreement, which the COTR will have the right to review and approve prior to its execution by the Contractor. Any such subcontract shall specify that the Contractor and the subcontractor shall be subject to every provision of the Contract. Notwithstanding any such subcontract approved by the COTR, the Contractor shall remain liable to Events DC for all Services required hereunder.

(e) The Key Personnel specified in the Contract are considered to be essential to the Work being performed hereunder. Prior to diverting any of the specified Key Personnel for any reason, the Contractor shall notify the COTR within at least thirty (30) days.

[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 from Date of Award through September 30, 2028.

(b) Events DC has the right to extend the term of the Contract for four (4), one-year Option Years, 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

Trane CenTraVac chiller Units Shipping Per phase at the request of the COTR COTR

Detailed Commissioning and Performance Test

Report

Email Per phase at the request of the COTR

COTR

As-Built Drawings and O&M

Documentation Email At the request of the COTR

COTR

Work inspection Request Email Per phase at the request of the COTR

COTR

Training Session for Facility Operations

Staff In-person At the request of the COTR

COTR

Warranty Documentation Email At the request of the COTR

COTR

Invoices Electronic Upon completion of the project

COTR

Certificate of Insurance

Electronic

Within fourteen (14) calendar days of Contract award and annually if option year is exercised

COTR

*Due dates identified above may be extended only by written modification of the COTR.

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 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 PROVISIONS

E.1 STANDARD CONTRACT TERMS AND CONDITIONS

Events DC’s Standard Contract Terms and Conditions are located under the “Attachment” 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 (“SBE”). 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, the Contractor may be entitled to an equitable adjustment.

E.4 INSURANCE

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

(a) Commercial General Liability Insurance, written on an occurrence basis, at limits of at least $1,000,000 per occurrence and $2,000,000 general aggregate, for bodily injury and property damage liability, including broad form coverage for property damage, products and completed operations, 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) Technology and Telecommunications (or “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 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 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 coverages described herein shall be furnished to Events DC prior to commencing Work and shall state that Events DC is an additional insured or loss payee as prescribed herein.

The Contractor shall immediately notify Events DC of cancellation or material modification of any policy.

If the insurance provided is not in compliance with the requirements herein, Events DC may, at its option, require the Contractor to stop Work pending such compliance.

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.6 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 and the United States (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:

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

ii. 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:

i. Number of employees needed;

ii. Number of current employees transferred;

iii. Number of new job openings created;

iv. Number of job openings listed with DOES;

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

vi. number of District residents hired; and

vii. 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:

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

or

ii. 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:

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

ii. 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;

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

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

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

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 (“ADA”; 42 U.S.C. 12101 et seq.).

F.4 LIVING WAGE ACT OF 2006

During the performance of the Contract, the Contractor and any of its subcontractors shall comply with The Living Wage Act of 2006, codified at D.C. Code §§ 2-220.03 (a) – (b).

[End of Section F]

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.

G.3 CONTINUITY OF SERVICES

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

To that end, the Contractor will be required to:

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

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

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

[End of Section G]

SECTION H – SUBMISSION INSTRUCTIONS

H.1 OVERVIEW

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

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

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. Attachments 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 e-Procurement system and opening Bid #25-S-033. 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 Monday April 13, 2026, at 5:00pm.

H.4 AMENDMENTS

Any amendments to this RFP, including changes in the due date or scope of work, will be issued via e- Procurement system and will appear on the “Addenda and Notices” 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 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 or Contractor 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:

i. The name and address of the protester;

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

iii. A statement of reasons for the protest; and

iv. 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, 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]

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 and to demonstrate how the Offeror meets the evaluation criteria in Section K. 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 and possesses the necessary professional licenses to perform the service;

(e) Primary company contact name, mailing address, email address, and telephone number; and at least three (3) professional references; and

(f) Describe the specialized experience of the firm, and the current personnel, with respect to providing Art Curator Services to Events DC.

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

(a) The Contractor shall identify and describe the specialized…