RFQ_25-S-011-Event_Activations_and_Entertainment_Services_.pdf

Bonfire Bid #25-S-011 RFQ Event Activations and Entertainment Services

EVENT ACTIVATIONS AND ENTERTAINMENT SERVICES

REQUEST FOR QUOTE

BID #25-S-011

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Event Activations and Entertainment Services. Interested parties can view a copy of the Request for Quote (RFQ) by accessing Events DC’s e-procurement website at https://eventsdc.com/about/procurement.

This RFQ is only open to District of Columbia Department of Small and Local Business Development (DSLBD) certified local, small, or disadvantaged business enterprises.

Key Dates

RFQ Release Date: 3:00 P.M. EST, Tuesday, August 5, 2025

RFQ Questions Due Date: 5:00 P.M. EST, Monday, August 11, 2025

RFQ Response Due Date: 5:00 P.M. EST, Tuesday, August 19, 2025

Primary Contact

Jaylah Dawson Senior Contracts and Procurement Analyst Email: jdawson@eventsdc.com Phone: (202) 249-3072 https://eventsdc.com/about/procurement mailto:jdawson@eventsdc.com

SECTION A - GENERAL INFORMATION

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 (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 .

A.3 Events DC is seeking one (1) or more qualified contractors [the “Contractor(s)”] to provide Event

Activations and Entertainment Services (the “Services”) in connection with events that Events DC organizes, hosts and/or sponsors.

A.4 Events DC intends to award multiple, Indefinite Delivery, Indefinite Quantity (IDIQ) contracts

[the “Contract(s)”] for the Services identified herein. The Base Term of the Contract will be from October 1, 2025 through September 30, 2026, with four (4), one-year renewal options.

A.5 If a prospective Bidder has any questions relative to this RFQ, the Bidder must submit the questions in the OpenGov system receive a binding answer. Any question asked and answered outside of the OpenGov system will be considered informal and non-binding. Questions must be received no later than close of business, 5:00 P.M. EST, Monday, August 11, 2025.

Events DC will not consider any questions received after this date.

-End of Section A-

SECTION B – GENERAL INFORMATION

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks one (1) or more qualified Contractors to provide the Services defined in Section C below.

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

(c) Events DC contemplates award of multiple IDIQ, Labor-Hour Contracts for the Services detailed in the scope of work set forth in Section C below.

B.2 CONTRACTOR QUALIFICATIONS

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

(a) Possess at least three (3) years of documented experience providing the Services for corporate, public and/or quasi-public entities (experience may be from the company and/or its key personnel).

(b) Possess all licenses required by District, Federal and State law to provide the Services set forth in this solicitation.

(c) Perform all Services in conformance with District, Federal, and State laws and regulations.

(d) Provide three (3) customer references including names, addresses and phone numbers in support of the Contractor’s ability to provide the Services.

B.3 PRICE/COSTS

(a) Bidders shall provide a quote for firm-fixed/labor hour pricing for the Base Term and all Option Years for the Services specified in Section C below.

(b) The prices offered shall be as low as or lower than those charged to the Contractor’s most favored customer for comparable quantities, terms and conditions.

(c) The price shall include delivery cost to the final destination identified in this solicitation

-End of Section B-

SECTION C - SCOPE OF WORK/SPECIFICATIONS AND OTHER REQUIREMENTS

C.1 SPECIFICATIONS/SCOPE OF WORK

(a) The Contractors shall provide the necessary labor and resources to assist in the development and implementation of events hosted, organized and/or sponsored by Events DC. Such events may include, but are not limited to, dinners, receptions, galas, meetings, conferences, conventions, athletic events, entertainment events, cultural events, sponsorship events, community events, ribbon cuttings, groundbreaking ceremonies, press conferences, and media tours.

(b) The Contractor shall ensure that entertainment services are well-planned, professionally executed, and contribute to the overall success of Events DC’s activations.

(c) The Contractor shall obtain any required permits necessary to execute the event activations.

(d) The Contractor shall coordinate with event organizers to integrate entertainment and activations into the event schedule.

(e) The Contractor shall provide delivery and pick-up services for all equipment activations provided for events.

(f) The Contractor shall have the ability to provide the following services/supplies, including, but not limited to:

1. 360 Photo Booth(s);

2. Foamboree(s); and

3. Electronic Arcade Games (basketball, pinball, etc.).

(g) The Contractor shall provide the COTR with Certificate(s) of Insurance, as required per

Events DC’s Standard Contract Provisions, prior to rendering Services under the Contract.

(h) The Contractor shall be responsible for all travel related expenses including transportation, housing/accommodations, and meals, and Events DC will not reimburse Contractor for these expenses.

(i) Events DC may request the Contractor to supply additional good and/or services not specified above, on an as needed basis. The Contractor shall provide the COTR with a written quote within the timeframe specified.

(j) The Contractor shall not subcontract any 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 between Events DC and Contractor. Notwithstanding any such subcontract approved by the COTR, the Contractor shall remain liable to Events DC for all Services required hereunder.

C.2 PRODUCT REQUIREMENTS

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

(a) Shall be a currently standard product of an established manufacturer except for such deviations as may be required.

(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. If the items are delivered damaged and/or have imperfections, the Contractor shall replace such items at Contractor’s sole expense at the request of the COTR.

(c) Details not specified herein will be in accordance with standard commercial practices for products of such types.

C.3 ALTERNATIVE PRODUCTS

Whenever in the specifications any product is requested or specified by manufacturer name, proprietary name or patent, such specifications shall be used for the purpose of facilitating descriptions of the product and shall be followed by the words “or equivalent”. Bid responses submitted for products 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 product brochures so that the product can be properly evaluated to determine if acceptable.

Bids submitted without such product information may be considered as non-responsive and rejected.

The Chief Contracting Officer shall be the sole judge as to the acceptability of alternate products offered. The Contractor shall indicate in their submittal any variation between the product offered and the literature or specification sheets submitted.

-End of Section C-

SECTION D - CONTRACTOR TERM AND DELIVERABLES

D.1 TERM OF CONTRACT

(a) The Base Term of the Contract shall be from October 1, 2025 through September 30, 2026, with four (4), one-year renewal options.

(b) Events DC has the right to extend the term of the Contract for four (4), one-year option periods, or successive fractions thereof, by written modification to the Contract before expiration, provided that Events DC gives the Contractor a 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) days preliminary notice requirement by providing a written waiver to the COTR prior to the expiration of the Contract. The exercise of an option year 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 the request by Events DC.

DELIVERABLES FORMAT/METHOD

OF DELIVERY DUE DATE TO WHOM

Certificate of Insurance E-Mail Prior to beginning the Services COTR

Written Quote for all Goods and Services E-Mail As outlined by

COTR COTR

Invoices E-Mail

Monthly COTR and

Invoices@eventsdc.com

-End of Section D-

SECTION E – STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Provisions are located under the Attachments tab of the bid. In the event of a conflict between this RFQ and the Standard Contract Provisions, the prevailing document shall be this RFQ.

-End of Section E-

SECTION F - EVALUATION OF RESPONSES

F.1 EVALUATION OF RESPONSES

(a) Events DC intends to make a single award to the responsive Bidders whose responses conform to the solicitation and is most advantageous to Events DC.

(b) All quotes received in response to this RFQ will be evaluated based on lowest price. Price will be evaluated in terms of the lowest aggregate overall price over the life of the Contract.

F.2 DEPARTMENT OF SMALL AND LOCAL BUSINESS DEVELOPMENT (DSLBD)

PREFERENCE CRITERIA

Any Bidder seeking to receive preferences for this solicitation must submit at the time of, and as part of its bid or proposal, evidence of the Offeror’s or joint venture’s certification by the DSLBD.

mailto:Invoices@eventsdc.com

F.3 CERTIFIED BUSINESS ENTERPRISE (CBE) PREFERENCE POINTS: 12 Points Maximum

Events DC will allocate a maximum of twelve (12) preference points to qualified vendors in accordance with D.C. Code § 2-218.43 as follows:

(a) 3 points for a small business enterprise (“SBE”)

(b) 5 points for a resident-owned business (“ROB”)

(c) 5 points for a longtime resident business (“LRB”)

(d) 2 points for a local business enterprise (“LBE”)

(e) 2 points for a local business enterprise with its principal office located in an enterprise zone (“DZE”)

(f) 2 points for a disadvantaged business enterprise (“DBE”)

(g) 2 points for a veteran-owned business enterprise (“VOB”)

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

(i) 5 points for an equity impact enterprise (“EIE”)

-End of Section F-

SECTION G - SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted electronically no later than 5:00 PM, Tuesday, August 19, 2025, and shall consist of the following:

(a) Completion of the Quote/Pricing Form in Attachment A, including confirmation that you have received Events DC’s Standard Contract Provisions;

(b) Completion of the Offeror(s) Statement of Qualifications in Attachment B;

(c) A copy of your W-9;

(d) Tax Certification Affidavit;

(e) Automated Clearance House (ACH) Form;

(f) Bidder’s General Services Administration (GSA)/DC Supply Schedule Contract (if applicable);

(g) Bidder’s current Local, Small, and Disadvantaged Business Enterprise Certification Letter

(if applicable);

(h) Certificate(s) of Insurance; and

(i) Three (3) customer references including names, addresses and phone numbers (references must provide at a minimum a satisfactory rating) in support of the Contractor’s ability to provide the Services as identified in the scope of the solicitation.

G.2 All Bidders must submit responses electronically via OpenGov to be considered for this award. Your response shall be signed by an official authorized to bind the Bidder and shall contain a statement that the quote is firm for a period of sixty (60) calendar days. Questions and responses shall be submitted electronically to the Contracts and Procurement Analyst listed below:

PRIMARY POINT OF CONTACT

Name: Jaylah Dawson Senior Contracts and Procurement Analyst E-mail: jdawson@eventsdc.com Phone: (202) 249-3072

-End of Section G-

SECTION H - AMENDMENTS

H. AMENDMENTS

Any amendments to this RFQ, including changes in the due date or scope of Services, will be issued via OpenGov and will appear on the “Addenda & Official Notices” of the OpenGov bid.

Enclosures: Attachment A – Quote/Pricing Form

Attachment B – Offeror(s) Statement of Qualifications Attachment C – Events DC’s Standard Contract Provisions

-End of Section H-mailto:jdawson@eventsdc.com

ATTACHMENT A

QUOTE/PRICING FORM

EVENT ACTIVATIONS AND ENTERTAINMENT SERVICES

Please set forth the firm fixed price for each labor category listed in the Pricing Form below.

Events DC’s Standard Contract Provisions Acceptance

a. Events DC is exempt from Federal Excise Tax, Transportation Tax, and District of Columbia

Sales and Use Taxes. All prices shall exclude all taxes.

b. Price quote shall be FOB Destination, unless otherwise specified in writing by Events DC.

By checking this box, I confirm that I have received Events DC’s Standard Contract Provisions (Attachment C).

Signed by: ________________________________Date____________________________

Title: _________________________________ Company________________________

Quotes are valid for a period of sixty (60) calendar days from the date of quote.

Category

Fully Loaded Fixed Hourly Rates

Base Term

Option Year 1

Option Year 2

Option Year 3

Option Year 4

360 Photo Booth(s)

Foamboree(s)

Electronic Arcade Games