RFQ_25-S-035-Architectural_Woodwork_Restoration_Services.pdf

OpenGov Bid #25-S-035 Architectural Woodwork Restoration Services

ARCHITECTURAL WOODWORK RESTORATION SERVICES

REQUEST FOR QUOTATION

BID #25-S-035

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Architectural Woodwork Restoration Services.

Interested parties can view a copy of the RFQ by accessing Events DC’s e-procurement website at https://eventsdc.com/about/procurement.

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

Key Dates

RFQ Release Date: Thursday, May 7, 2026, 3:00 PM EST

RFQ Questions Due Date: Thursday, May 14, 2026, 3:00 PM EST

RFQ Response Due Date: Thursday, May 21, 2026, 5:00 PM EST

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, 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 Architectural

Woodwork Restoration Services (the “Services” or “Work”) on an as needed basis at the Facilities. The Contractor shall provide all supervision, labor, materials and equipment to perform the Work, 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 OpenGov system will be considered informal and non-binding. Questions must be received no later than close of business, 3:00 P.M, EST, May 14, 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 in restoration of exotic wood types.

(b) Key Personnel must have a minimum of five (5) years of documented experience in restoration of exotic wood types. The resumes of key personnel must be included with the submission of the bid package.

(c) The Contractor shall be certified by the Architectural Woodwork Institute and be a current member.

(d) 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 firm-fixed, fully loaded hourly rates for the Services specified in Section C below for the Base Term and all Option Years;

(b) The price shall include all labor, materials, and markups necessary to perform the Services, including commonly repairable parts. The escalation percentage, if any, shall be duly noted and shall not exceed 5% for each Option Year; and

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

-End of Section B-

SECTION C – SCOPE OF WORK/SPECIFICATIONS AND OTHER REQUIREMENTS

C.1 PRIMARY REQUIREMENTS

(a) The Contractor shall provide all supervision, labor, materials and equipment to perform the Work specified herein. Required equipment may include, but not be limited to, ladders, scissors, scaffolding and/or lifts.

(b) The Contractor shall provide the following services, as requested, but not limited to the following:

1. Touching up and cleaning approximately 27,000 square feet of paneling throughout the Convention Center to include:

a. Removing/stripping previous attempts at repairs, refinish, blend stain and topcoat;

b. Repairing damage to include filling in nicks, dings, gouges, etc. and grain, stain and topcoat;

c. Cleaning of all paneling with appropriate cleaner for catalyzed lacquer finish;

and

d. Applying wax free silicon based protective coating.

2. Repairing, touching up and cleaning approximately 2,184 linear feet of handrail to include:

a. Removing/stripping previous attempts at repairs, refinish, blend stain and topcoat;

b. Cleaning all railings with appropriate cleaner for catalyzed lacquer finish;

c. Applying wax free silicon based protective coating; and

d. Repairing damaged rails by filling in nicks, dings, gouges, etc. and grain, stain and topcoat.

3. Touching up, cleaning and repairing both sides of approximately 205 meeting room doors located at the Convention Center and approximately 20 doors at the Carnegie Library to include:

a. Removing/stripping previous attempts at repairs, refinish, blend stain and topcoat.

4. Repairing, touching up and cleaning approximately six (6) desks to include:

a. Removing/stripping previous attempts at repairs, refinish, blend stain and topcoat; and

b. Repairing damage to include filling in nicks, dings, gouges, etc.

and grain, stain and topcoat.

(c) Upon receipt of notification of the need for restoration services from the Contracting Officer’s Technical Representative (COTR), the Contractor shall within forty-eight (48) hours or less following such notice, conduct an inspection of the wood in need of restoration. The Contractor shall prepare a cost estimate for the material and labor for the restoration work to be submitted to the COTR within five (5) calendar days after completion of the inspection. This estimate shall include at a minimum:

1. Scope of each restoration item;

2. Itemized cost to perform the Work including materials and equipment; and

3. Timeframe to complete the Work.

(d) All equipment must be operated in a safe manner and must be clean and in good repair at all times while in the Facilities. Events DC will provide temporary storage for scissor scaffoldings and lifts. All other materials and equipment must be removed at the close of each workday.

(e) Upon completion of the Work, the Contractor shall remove all residual material, tools and machinery and restore the site to the same general condition that existed prior to the commencement of the Work.

(f) The Contractor shall not proceed with the restoration services until they receive written authorization to proceed in the form of a purchase order.

(g) Once the Contractor has received the written authorization, the Contractor shall coordinate the Work schedule with the COTR.

(h) The Contractor shall provide the material safety data sheet for all products to be used on the job and ensure that the products are environmentally friendly and do not have any harmful effects or hazards in accordance with Federal, State, and Code regulations. All products shall be used in accordance with the Manufacturer's specifications.

(i) The Contractor shall store all products in accordance with the Manufacturer's instructions, with seals and labels intact and legible. Sensitive products must be stored in weather tight enclosures.

(j) The Contractor shall make appropriate provisions to minimize noise, dust and to centralize the Work, storage, and staging areas.

(k) The Contractor shall ensure that all of its subordinate staff, and subordinate subcontractor staff, remain within the assigned areas so as not to encroach upon Events DC's clients' right to peaceably conduct their licensed business during the Contractor's Work.

C.2 PERSONNEL

(a) The Contractor shall provide and supervise all personnel, or subcontractors, necessary to perform the Work in accordance with the terms and conditions of 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 shown by professionals in the fields of the Work required under the Contract.

(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, subcontractor 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 Work to any subcontractor without the prior written consent of the COTR. Any Work or 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 Work required hereunder.

(e) The key personnel (Project Manager and Technicians) 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 at least thirty (30) days and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact upon the Contract. The Contractor shall not reassign key personnel or appoint replacements without written consent from the COTR.

C.3 QUALITY OF WORKMANSHIP AND MATERIALS

(a) The Contractor shall perform, or cause to be performed, all Work required under the Contract to the reasonable satisfaction of Events DC, with the degree of skill, care and diligence normally exercised by experienced contractors performing Work of similar scope and magnitude. The Contractor shall use reasonable efforts to ensure timely and satisfactory completion of the Work. The Contractor shall at all times act in the best interest of Events DC.

(b) All Work performed under the Contract shall be inspected by the COTR. The Contractor shall be required to repair and/or redo Work that is determined by the COTR to be deficient. If the Work is found to be deficient, the Contractor shall, within twenty-four (24) hours after being notified by the COTR of such deficiency, submit a Corrective Action Plan (or "Plan") describing how the deficiency will be corrected, which Plan shall include any labor or parts that may be needed. Upon approval of the Plan, the Contractor will work with the COTR to schedule the corrective work required. The Contractor shall bear all costs associated with correcting deficient Work to include all costs associated with removing and replacing any non-conforming equipment or supplies, and the performance of any additional services made necessary thereby.

(c) The Contractor shall perform all Work required under the Contract as to avoid the creation of dust, noise, odors, or any disruption of the normal operations of the Facilities where Work is performed. Whenever Events DC determines any operation constitutes a nuisance, hazard, or other disruption, the Contractor shall immediately adjust its operations to cause the abatement of such conditions. Events DC may, at any time, require additional provisions if in its sole discretion such provisions are necessary for public safety or the efficiency of its operations.

C.4 BARRIERS AND PROTECTION

(a) The Contractor shall utilize barriers and other protective coverings to protect the Work and surrounding areas. If any area is damaged by the Contractor during the Work under this Contract, the Contractor shall repair or replace to the satisfaction of the COTR.

(b) The Contractor shall prohibit traffic or storage around the newly repaired surfaces.

If traffic or activity is necessary, the Contractor shall protect the surfaces.

C.5 CONTRACTOR FURNISHED EQUIPMENT

(a) The Contractor shall provide all equipment, materials, tools and supplies necessary to perform the Work. All equipment must meet standard OSHA safety requirements, as well as all safety requirements pursuant to law. All equipment must be operated in a safe and workmanlike manner and must be clean and in good repair at all times while in the Facilities.

(b) The Contractor is solely responsible for the quality and performance of all Contractor-provided materials and equipment. The Contractor shall be responsible for the cost of any repairs necessary to its own equipment.

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

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

C.6 OTHER CONTRACTOR REQUIREMENTS

(a) All Work shall be done in compliance with all applicable federal and District of

Columbia laws, rules and regulations, and with all manufacturers' recommendations, specifications and warranty requirements.

(b) The Contractor shall confine operations and workforce to the space allocated by Events DC and shall be responsible for site safety, as well as site preparation and cleanup.

(c) The Contractor shall take proper measures to protect the Facilities from damage while performing Work under the Contract. The Contractor shall be liable for the cost to restore any damaged property to a condition similar or equal to that existing before such damage was done, to the satisfaction of Events DC.

(d) The Contractor shall maintain all areas in which the Work is performed in a safe, hazard-free condition. The Contractor shall at all times engage the use of protective measures to ensure public safety, including, but not limited to, conspicuously placed caution signage; barrier tape; back-up lights and horns on rolling equipment; and personnel. Whenever the Work is being performed above the floor (i.e., with the use of ladders, scaffolding, lifts, trusses and the like), the Contractor shall conspicuously post warning signs and personnel, and erect barricades and barriers.

(e) The Contractor shall be responsible for storage and protection of all equipment, materials, and supplies necessary to perform the Work. Events DC will identify an area within the Convention Center in which to store such equipment, materials, and supplies, provided, however, that Events DC shall not be responsible for any loss or damage to such equipment, materials, or supplies.

(f) Upon completion of the Work, the Contractor shall remove all equipment, materials, and supplies used and restore the site to the same general condition that existed prior to the commencement of the Work. The Contractor shall be liable for the cost to restore any damaged areas to a condition similar or equal to that existing before such damage was done, to the satisfaction of Events DC.

-End of Section C-

SECTION D - CONTRACTOR TERM AND DELIVERABLES

D.1 TERM

(a) The Base Term of the Contract shall be from October 1, 2026, through September 30, 2027, 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

Insurance Certificate E-Mail Five (5) days after Contract award

COTR

Material Safety Data

Sheet

E-Mail

Prior to products being delivered on-site

COTR

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

D.3 PERFORMANCE

Events DC desires to obtain complete and satisfactory performance in accordance with the specifications and requirements of this RFQ. To this end, Events DC is contracting for the complete performance of the Work 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-https://eventsdc.sharepoint.com/sites/OCPTeam/Shared%20Documents/Invoices@eventsdc.com performance, as the cost of correcting inadequate performance may equal or exceed the cost of initial performance.

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

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

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

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

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

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

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

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

(i) Five (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 EST, Thursday, May 21, 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 OpenGov and will appear on the “Public Notice” tab of “Messages” tab of the OpenGov bid.

Enclosures: Attachment A – Quote/Cost Form

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

ATTACHMENT A

QUOTE/PRICING FORM

ARCHITECTURAL WOODWORK RESTORATION SERVICES

(1) Please provide firm-fixed, fully loaded labor rates 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.

Labor Category

Loaded Hourly Rate (7:00 am to 4:00 pm)

Unit Base Term

Option Year One

Option Year Two

Option Year Three

Option Year Four

Hourly

Labor Category

Loaded Hourly Rate (4:00 pm to 7:00 am Overtime)

Unit Base Term

Option Year One

Option Year Two

Option Year Three

Option Year Four

Markup Percentage: _____________________________

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.