RFQ_25-S-050_Urban_Beekeepers.pdf

RFQ for Urban Beekeeping Services

BID #25-S-050

Page 1 | 13

URBAN BEEKEEPING SERVICES

REQUEST FOR QUOTATION (RFQ)

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified firms to provide Urban Beekeeping Services.

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

Key Dates

RFQ Release Date: Wednesday May 13, 2026, at 5:00pm

RFQ Pre-Bid Conference: Wednesday May 20, 2025, at 12:00pm

RFQ Questions Due Date: Friday May 22, 2025, at 5:00pm

RFQ Response Due Date: Friday May 29, 2025, at 5:00pm

Primary Contact

Name: Ishmael Murray, Senior Procurement and System Analyst E-mail: imurray@eventsdc.com Phone: (202) 249-3079 https://eventsdc.com/about/procurement mailto:imurray@eventsdc.com

Page 2 | 13

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/Chief Executive Officer.

A.2 Events DC has the responsibility to, among other things, promote, develop and maintain the District as a location for conventions, trade shows, meetings, concerts, sporting and entertainment events, and other special events. In that regard, it owns, manages and/or operates the Walter E. Washington Convention Center (“Convention Center”), the Carnegie Library at Mt. Vernon Square, 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”).

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 comprehensive

Urban Beekeeping Services (the “Work or “Services”) to enhance LEED Platinum Status by the US Green Building. The Contractor shall supply, install and maintain the bee hives at the Convention Center or at any venue owned, controlled and/or managed by Events DC.

A.5 Events DC intends to award a firm-fixed price contract with a time and material component

(the “Contract”) for the Work identified herein. The Base Term of the Contract will be from Date of Award through September 30, 2026, with four (4), one-year renewal options.

A.6 If a prospective bidder (“Bidder) has any questions relative to this RFQ, the Bidder must submit the questions in the OpenGov system via the “Question and Answer” tab of the OpenGov Bid to receive a binding answer. Any question asked and answered outside of the e-Procurement system will be considered informal and non-binding. Questions must be received no than 5:00P.M. EST Friday, May 22, 2026, Events DC will not consider any questions received after this date

[End of Section A]

P a g e 3 | 13

SECTION B – GENERAL REQUIREMENTS

B.1 CONTRACTOR QUALIFICATIONS

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

(a) Possess at least seven (7) years of experience providing the Services to organizations with

Certified Beekeepers;

(b) Provide Honeybees specifically suited to the unique urban ecology of Washington, DC;

(c) Possess a Senior Beekeeper with at least seven (7) years of experience in the Services;

(d) Provide and maintain an online customized community platform to maximize engagement;

(e) Provide real-time data and detailed inspection sheets to maintain colony health and quality assurance;

(f) Have a proven track record of delivering effective Services and impactful training programs by providing three (3) reference letters;

(g) Possess all licenses required by District, Federal and State law to provide the Services set forth in Section C below; and

(h) Be bonded and licensed to do business in the District of Columbia.

B.2 PRE-PROPOSAL CONFERENCE

(a) An optional Pre-Proposal Conference/Site Visit (the “Site Visit”) is scheduled for Wednesday, May 20, 2026, at 12:00pm, for all prospective Offerors. Notification of intent to attend must be provided via e-mail to Ishmael Murray, Senior Analyst, Contracts and Procurement at Imurray@eventsdc.com no later than 5:00 PM EST, May 19, 2026.

(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 Pre-Proposal Conference 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 Pre-Proposal Conference, the question must be submitted in writing through the e-Procurement system OpenGov.

B.3 PRICING/COST

(a) Bidders shall provide firm-fixed prices for the Services specified in Section C below for the

Base Year and all Option Years;

(b) Bidders shall provide fully loaded hourly labor rates for the key personnel specified in Section

C below for the Base Year and all Option Years. The loaded hourly rate includes fringe, overhead, general and administrative, profit and other; and

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

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

P a g e 4 | 13

SECTION C – SCOPE OF WORK

C.1 SUPPLY, INSTALLATION AND MAINTENANCE

(a) The Contractor shall conduct a site assessment of the Convention Center’s rooftop to determine optimal hive placement (sunlight, wind protection and safety).

(b) The Contractor shall provide and install Honeybees hives and bees and up to three (3) colonies, specifically suited to the unique urban ecology of Washington, DC.

(c) The Contractor shall provide a report as to how the hives are to be mounted to the roof.

(d) The Contractor shall ground install and maintain one (1) device to monitor the honeybee colonies.

(e) The Contractor shall provide regular, professional hive servicing by trained beekeepers, including inspections for queen health, disease management, and pest control.

C.2 MONITORING THE HIVES

(a) The Contractor shall create and maintain an Online Customizable Community Hive Platform to maximize engagement.

(b) The Contractor shall provide real-time data and detailed inspection sheets that indicate the health of the colonies.

(c) The Contractor shall conduct Live Beehive Observation to inspect Bee Health.

(d) The Contractor shall conduct swarm inspections to prevent hive splitting creating infestation.

(e) The Contractor shall provide marketing and communication tools and tracking engagement data for annual reporting.

(f) The Contractor shall monitor nesting activity in the bee-homes updating those numbers live on the property online community platform page.

(g) The Contractor shall follow all Environmental Social and Governance (ESG) requirements as well as provide annual sustainability reports.

(h) The Contractor shall lead educational workshops at any time throughout the year including kiosks, indoor live bee frame viewings, honey making classes and honey bottling workshops.

(i) The Contractor shall harvest the honey extraction in accordance with the Department of

Agriculture’s regulations and standards and bottle the honey at the end of the beekeeping season in October. The honey bottles shall be branded with Events DC’s logo.

(j) The Contractor shall create signage, featuring educational content, Events DC’s logo, and the community hive platform to maximize engagement.

i. All designs must be approved by Event DC’s Marketing team

(k) The Contractor shall provide environmental reports to track year-over-year impact on the social and educational impact.

C.3 MAINTENANCE

P a g e 5 | 13

(a) The Contractor shall winterize the hive in November, providing hardware that ensures bee-survival over the winter.

(b) The Contractor shall re-open the hive by April to start beekeeping season.

(c) The Contractor shall create an onsite safety plan as described in Section C.6 below.

(d) At the request of the Contracting Officer’s Technical Representative (“COTR”), the Contractor shall provide additional work on an as needed basis at any venue owned, controlled and/or managed by Events DC. The Contractor shall provide the COTR with a written quote within a specified timeframe. At a minimum, the quote shall specify the following:

i Itemized cost for additional work;

ii Estimated labor hours; and iii Timeframe to complete the work.

C.4 CONTRACTOR STAFF & KEY PERSONNEL

(a) The Contractor shall assemble a project team of Key Personnel with the necessary qualifications to perform the Services required under the Contract. The Contractor’s Key Personnel are expected to develop a close, positive working relationship with Events DC; therefore, the Contractor is required to notify Events DC of any changes to personnel identified as the Key Personnel. Any personnel changes that, in Events DC’s sole discretion, could result in a decline in the performance of the Contractor may result in the termination of the Contract. In the event the Contractor proposes to substitute any of the Key Personnel designated in its proposal, the individual(s) proposed must demonstrate similar qualifications and experience as required to successfully perform such duties. Events DC shall have the sole right to determine whether Key Personnel proposed as substitutes are qualified to work on this project. Events DC shall not unreasonably withhold approval of staff changes.

(b) The Contractor’s Key Personnel shall include a Senior Beekeeper to provide onsite beekeeping and maintenance to the bee hives. The Senior Beekeeper shall also:

i. Lead educational workshops on live bee frame viewings, honey making classes and honey bottling workshops; and

ii. Provide environmental reports to track year-over-year impact, with recommendations for improvement.

(c) The Contractor’s Key Personnel shall include a Contract/Account Manager to serve as the representative and be the lead liaison between the Contractor’s staff and Events DC.

C.5 WARRANTY

(a) The Contractor shall provide a warranty, primarily focusing on the health of the bees and queen upon arrival and replacement bees for losses. Additionally, the Contractor shall provide a warranty on the hive components, structural failure, not pests, covering material defects.

(b) During the term of the warranty, the Contractor shall, at its own expense and without any cost to Events DC, make any repairs that may be required by Events DC or made necessary by reason of defective material or workmanship, or by reason of non-compliance with the provisions of the Contract.

P a g e 6 | 13

C.6 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 as determined by the COTR. Prior to commencing Work, the Safety Plan must be approved by the COTR in writing. At a minimum, the Safety Plan shall establish the following:

(a) Insect infestation;

(b) Fall protection and mitigation;

(c) Inspection of fall protection equipment;

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

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

(f) Use of hazardous materials.

C.7 SCHEDULE OF WORK

(a) The Contractor shall coordinate with the COTR to develop a work schedule (“Schedule”), within the timeframe determined by the COTR. The Schedule must be approved by the COTR prior to the performance of Work. The Schedule must not interfere with the normal business of the respective Facility or disrupt any activity. This may require that some Work be performed during late or overnight hours.

(b) The Contractor shall perform all the Work between the hours of 8:00 am and 5:00 pm, or as scheduled by the COTR. Other working hours may be considered if determined necessary by the COTR, or if a Contractor demonstrates in advance to Events DC that alternate Work hours are necessary.

(c) Should the Contractor fail to provide the Work in accordance to the agreed upon Schedule, the Contractor may be liable for the cost to Events DC to acquire substitute services of similar quality. In addition, the Contractor may be liable for the difference of the cost of the substituted services and the fees that would otherwise have been due the Contractor under the Contract.

(d) Events DC reserves the right to cancel, at no cost to Events DC, any scheduled Work. A written notice of cancellation will be given to the Contractor by the COTR with a minimum of twenty-four (24) hours’ notice prior to the scheduled Work.

C.8 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 that degree of skill, care and diligence exercised by experienced contractors performing services 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 Work and whether or not installed, or completed. The Contractor shall bear all costs associated with correcting such defective or non-conforming Work, to include all costs associated with removing any non-conforming Work, installing corrected Work and any additional services made necessary thereby.

P a g e 7 | 13

C.9 CONTRACTOR FURNISHED EQUIPMENT

(a) 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 their own equipment.

(b) 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.

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

C.10 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 shall take all measures necessary to comply and ensure that its employees comply with “Rules of the Jobsite for Contractors”.

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

(d) 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.

(e) 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.

(f) 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 with at least thirty (30) days prior written notice.

[End of Section C]

P a g e 8 | 13

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, 2026.

(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 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

Urban Hives and Bees In person

Thirty (30) days after Contract execution

COTR

Online Customizable

Community Hive Platform

Electronic

Thirty (30) days after Contract execution

COTR

Environmental sustainability reports Electronic At the request of the COTR COTR

Proposed Work Schedule

E-mail

Within the timeframe specified by the COTR

COTR

Safety Plan E-mail

Ten (10) business days after Contract award date/or as determined by the COTR

COTR

Corrective Action Plan

E-mail

Twenty-four

(24) hours after written notification of deficiency

COTR

P a g e 9 | 13

Insurance E-mail

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

COTR and Contracts & Procurement Analyst

Invoices E-mail Monthly COTR and

Invoices@eventsdc.co m

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

**If any of the deliverable due dates fall on a weekend or Federal Holiday, the due date will be the next business day.

D.3 PERFORMANCE

(a) Events DC desires to obtain complete and satisfactory performance in accordance with the specifications and requirements of this RFQ and the Contract. To this end, Events DC is contracting for the complete performance of Services identified in Section C above and reserves the right to assess deductions for non-performance. Events DC will consider inadequate performance to be as undesirable as non-performance, as the cost of correcting inadequate performance may equal or exceed the cost of initial performance.

(b) The Contractor may risk termination or replacement if continued employment is contrary to a consistent productive relationship between the parties to the Contract; or poses an unacceptable risk to Events DC’s business and reputation in the marketplace.

[End of Section D] mailto:Invoices@eventsdc.com mailto:Invoices@eventsdc.com

P a g e 10 | 13

SECTION E - STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Provisions are located under the Attachment 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]

P a g e 11 | 13

SECTION F - EVALUATION OF RESPONSES

F.1 EVALUATION

(a) Events DC intends to award a Contract to the responsive Bidder whose responses conform to the solicitation and is most advantageous to Events DC.

(b) All quotations received in response to this RFQ will be evaluated based on the 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]

P a g e 12 | 13

SECTION G - SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted electronically no later than Friday May 29, 2026, 5:00 pm, and shall consist of the following:

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

(b) A copy of the Bidder’s W-9 form;

(c) Tax Certification Affidavit;

(d) OCPS Disclosure Form;

(e) Automated Clearing House (ACH) Form;

(f) First Source Employment Agreement;

(g) Representatives and Certifications Form;

(h) A Clean Hands Report;

(i) A copy of the Bidder’s most recent Dun and Bradstreet Report;

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

(k) Bidder’s current DSLBD CBE Certification Letter (if applicable); and

(l) Three (3) customer reference letters (references must provide at a minimum a satisfactory rating) in support of the Bidder’s ability to provide the Services and impactful training programs as identified within this 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

Ishmael Murray

Senior Procurement and Systems Analyst

E-mail: Imurray@eventsdc.com

Phone: (202) 249-3079

[End of Section G] https://eventsdc-my.sharepoint.com/personal/imurray_eventsdc_com/Documents/RFQ%20Ish/Ethernet%20Network%20upgrade/Imurray@eventsdc.com

P a g e 13 | 13

SECTION H – AMENDMENTS

Any amendments to this RFQ, including changes in the due date or scope of work, will be issued via the e-procurement system and will appear on the Amendments Tab of the bid.

Enclosures: Attachment A – Quote Form

Attachment B – Event DC’s Standard Contract Provisions

Attachment C – Rules of the Jobsite for Contractors

[END OF THIS RFQ]

SECTION H – AMENDMENTS