RFQ_25-S-028_-Appliance_Maintenance_and_Repairs_.pdf

Bonfire Bid #25-S-028 Appliance Maintenance and Repair Services

APPLIANCE MAINTENANCE AND REPAIR SERVICES

REQUEST FOR QUOTATION

BID #25-S-028

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Appliance Maintenance and Repair Services. Interested parties can view a copy of the RFQ by accessing Events DC’s e-procurement website at https://eventsdc.com/about/procurement.

Key Dates

RFQ Release Date: Tuesday, January 27, 2026

RFQ Questions Due Date: 3:00 P.M, EST, February 5, 2026

RFQ Response Due Date: 5:00 P.M. EST, February 10, 2026

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

A1. 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.

A2. 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 (“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 (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 Appliance

Maintenance and Repair services (the “Services”) on an as needed basis at the Facilities meeting the specifications identified in this solicitation.

A.5 Events DC intends to award a single, firm-fixed, labor hour contract (“Contract”) for the

Services identified herein. The Base Term of the Contract will be from date of award through September 30, 2026.

A.6 If a prospective Bidder has any questions relative to this RFQ, the Bidder must submit the questions in the OpenGov system via the “Question and Answer” Tab to receive a binding answer. Any question asked and answered outside of the Bonfire system will be considered informal and non-binding. Questions must be received no later than close of business, 3:00 P.M, EST, February 5, 2026. Events DC will not consider any questions received after this date.

-End of Section A-

SECTION B – GENERAL REQUIREMENTS AND PRICING/COST

B.1 CONTRACTOR QUALIFICATIONS

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

(a) Possess a minimum of five (5) years of documented experience providing the Services.

(b) Possess the skills and experience to maintain the equipment detailed in Section C.1 below.

(c) Demonstrate a sound reputation for timely service and client satisfaction, which shall be supported by three (3) customer reference letters including names, addresses and phone numbers in support of the Contractor’s ability to provide the Services.

B.2 PRICE/COSTS

(a) The Bidder shall propose a firm fixed-price and fully loaded hourly rates for the Services in connection with the goods identified herein for the Base Term and all Option Years. The price shall include all labor, materials, and markup necessary to perform the Services, including commonly repairable parts.

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

-End of Section B-

SECTION C – SPECIFICATIONS/SCOPE OF WORK

C.1 PRIMARY REQUIREMENTS

(a) The Contractor shall provide all labor, supervision, tools, equipment, and materials needed to maintain and/or repair the item(s) below in accordance with the manufacturer's recommended specifications:

i. Unimac 55lb Premium Tumble Dryers;

ii. Unimac 45lb High Performance Washer Extractor;

iii. Whirlpool Refrigerators;

iv. Panasonic 1200w Microwaves; and

v. Hamilton Beach Microwaves.

(b) Services shall include, but are not limited to, routine inspections, cleaning, lubrication, calibration, part replacement, and performance testing to ensure operational reliability and compliance with manufacturer recommendations.

(c) The Contractor shall perform the Services as requested by the Contracting Officer’s Technical Representative (“COTR”) during normal operating hours (Monday through Friday, 8:00 am to 5:00 pm) unless otherwise agreed to.

(d) The Contractor shall maintain the capability, upon request from the COTR, to service and repair additional types or models of similar appliances not specifically listed above, provided such appliances fall within the Contractor’s normal area of technical competency, if necessary.

(e) 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, itemized quote within the timeframe specified.

C.2 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 shall take all measures necessary to comply and ensure that its employees comply with “Rules of the Jobsite for Contractors”.

(c) The Contractor shall at all times be an independent contractor, and the 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.

C.3 DELIVERY AND PERFORMANCE

The Contractor shall deliver the item(s) identified in this solicitation to the Walter E. Washington Convention Center, located at 801 Allen Y. Lew Place, NW, Washington, DC 20001, Attention:

Cathy Boles. Deliveries shall be made to the Convention Center’s House Dock between the hours of 8:00 am and 4:00 pm Monday through Friday. Installation shall be scheduled by the COTR within five (5) days in advance of delivery.

-End of Section C-

SECTION D - CONTRACTOR TERM AND DELIVERABLES

D.1 TERM

(a) The Base Term of the Contract shall be from date of award 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 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.

DELIVERABLE FORMAT/METHOD

OF DELIVERY DUE DATE TO WHOM

Written Quote for all Services E-mail As specified by the

COTR COTR

Timesheet(s) E-mail At the time of invoice submission COTR

Invoices E-mail After performance of Services

COTR and Invoices@eventsdc.com

-End of Section D-https://eventsdc.sharepoint.com/sites/OCPTeam/Shared%20Documents/Invoices@eventsdc.com

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 and is compliant to the stated or implied specifications.

(b) All quotations 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 Bidder’s certification by the DSLBD.

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, February 10, 2026, and shall consist of the following:

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

(b) A copy of your W-9;

(c) Tax Certification Affidavit;

(d) Automated Clearance House (ACH) Form;

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

(f) Bidder’s current Local, Small, and Disadvantaged Business Enterprise Certification Letter (if applicable); and

(g) Three (3) customer reference letters (references must provide at a minimum a satisfactory rating) in support of your ability to provide the services or supplies as identified in the scope of the solicitation.

G.2 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-mailto:jdawson@eventsdc.com

SECTION H - AMENDMENTS

H. AMENDMENTS

Any amendments to this RFQ, including changes in the due date or scope of work, will be issued via Bonfire and will appear on the “Public Notice” tab of “Messages” tab of the Bonfire bid.

Enclosures: Attachment A – Quote/Cost Form

Attachment B – Events DC’s Standard Contract Provisions Attachment C – Rules of the Jobsite for Contractors

ATTACHMENT A

QUOTE/PRICING FORM

APPLIANCE MAINTENANCE AND REPAIR SERVICES

(1) Please provide firm fixed fully loaded labor rates for the Base Term and All option years.

Labor Category Unit Base Term

Option Year One

Option Year Two

Option Year Three

Option Year Four

Hourly

Hourly

Hourly

Hourly

Events DC 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 the Events DC.

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

Signed by: ________________________________Date____________________________

Title: _________________________________ Company________________________

Quotes are valid for a period of ninety (90) calendar days from date of quote.