RFQ_AED_Medical_Direction_Services_25-S-013.pdf

AED MEDICAL DIRECTION SERVICES

REQUEST FOR QUOTE (RFQ)

BID #25-S-013

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified firms to provide AED Medical Direction 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: 5:00P.M. EST Thursday August 14, 2025

RFQ Questions Due Date: 5:00P.M. EST Thursday August 21, 2025

RFQ Response Due Date: 5:00P.M. EST Thursday August 28, 2025

Primary Contact

Ishmael Murray Senior Contracts and Procurement Analyst Email: imurray@eventsdc.com Phone: 202-322-9744

SECTION A – INTRODUCTION

https://eventsdc.com/about/procurement mailto:imurray@eventsdc.com

RFQ AED Medical Direction Services Bid# 25-S-013 Page 2 of 13

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 Ballpark, and CareFirst Arena .

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’s intents to award a firm fixed contract (the “Contract”) for the services (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 (“Bidder) has any questions relative to this RFQ, the Bidder must submit the questions in the OpenGov system via the “Question and Answer” 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 Thursday August 21, 2025, Events DC will not consider any questions received after this date.

[End of Section A]

Bid# 25-S-013 Page 3 of 13

SECTION B – CONTRACTOR QUALIFICATIONS AND PRICING/COSTS

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks a qualified contractor (the “Contractor”) to provide Automated External Defibrillator (AED) Medical Direction Program and Units, (collectively, the “Services”) on an as needed basis at any venue owned, controlled and/or managed by Events DC.

(b) The Contractor will provide all services in connection with the AED 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 a Contract for the services detailed in Section C below.

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

B.2 CONTRACTOR QUALIFICATIONS

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

(a) Possess at least ten (10) years of experience providing the Services;

(b) Employ a licensed physician in the District of Columbia (pursuant to District of Columbia

Code §7-2371.02(3)) with at least ten (10) years of experience providing the Services;

(c) Possess a dedicated account representative that serves each of, and is located either in

Maryland, Virginia, or the District of Columbia;

(d) Demonstrate a sound reputation for timely service, delivery, and client satisfaction, which shall be supported by three (3) references;

(e) Possess licensed personnel to provide AED Medical Direction training and certifications to

Events DC staff;

(f) Possess all licenses required to provide the Services set forth in this solicitation

(g) Preform all services in conformance with applicable federal, state, and District laws and regulations.

B.3 QUESTIONS

(a) If a prospective Bidder has any questions related to this RFQ, the Bidder must submit the questions in the OpenGov system via the “Question and Answer” of the OpenGov Bid to receive a binding answer. Any questions asked and answered outside of the Bonfire system will be considered informal and non-binding.

Bid# 25-S-013 Page 4 of 13

(b) Questions must be received no later than 5:00P.M. EST Thursday August 21, 2025. Events DC will not consider any questions received after this date.

(c) Events DC will furnish responses promptly to the requesting prospective Bidder and to other prospective Bidders 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 Bidder.

B.4 PRICING/ COSTS

(a) The Contractor shall quote a firm-fixed price per AED Unit, which shall include all applicable shipping/administration/overhead/delivery costs to the final destination identified in this solicitation.

(b) The Contractor shall quote an annual firm-fixed price for the AED Medical Direction

Program and AED Program Management, which shall include all applicable administration, overhead, profit, taxes, and any additional costs for the Services identified in this solicitation.

(c) The prices offered shall be as low as or lower than those charged to the Contractor’s most favored customer.

[End of Section B]

Bid# 25-S-013 Page 5 of 13

SECTION C – SCOPE OF WORK/SPECIFICATIONS AND OTHER REQUIREMENTS

Events DC is seeking one or more qualified, experienced Contractors to provide the Goods listed in Section C below.

C.1 MEDICAL DIRECTION

The Contractor shall provide a comprehensive AED Medical Direction Program (“Program") under the direction of Events DC’s onsite representative, the Contracting Officer’s Technical Representative (COTR). The contact information for the COTR will be provided upon Contract Award. The Contractor shall:

(a) Provide a physician licensed in the District of Columbia to oversee all aspects of the Program including training, coordination with the Fire and Emergency Medical Services Department, protocol approval, AED deployment strategies, and equipment maintenance plan. Pursuant to District of Columbia Code § 7–2371.02(3), the physician shall review each case in which the AED is used by the program.

(b) Provide written Program Protocol (consistent with District and federal laws and regulations as well as best industry practices) for each Program; and provide written guidance in the selection and placement of AED Units.

(c) Evaluate and provide Recommendations for Improvement of the existing Program (such as noticed deficiencies in AED usage, training for employees, etc.) prior to implementing the new Program.

(d) All equipment must meet standard Occupational Safety and Health Administration (OSHA) safety requirements as well as all safety requirements pursuant to law.

C.2 AED PROGRAM MANAGEMENT

The Contractor shall provide a maintenance and management protocol to ensure that the Program is properly maintained to allow AED Units to be available and ready in the event of an emergency.

The Contractor shall:

(a) Provide a web-based software (“AED Web Portal”) for managing the entire Program. The AED Web Portal shall include, but not be limited to

i. A tracking system for expiration dates for AED Units and components.

ii. A tracking system to allow Events DC staff to track expiring certifications; and

iii. A list of all AED Units on site.

(b) Provide Events DC access to Contractor staff (including physician) upon request of the

COTR.

C.3 PRODUCT REQUIREMENTS

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

Bid# 25-S-013 Page 6 of 13

(a) Shall be new, unused, and at current industry standard of an established manufacturer, except for such deviations as may be required by this specification;

(b) Details not specified herein will be in accordance with standard commercial practices for Goods of this type;

(c) When directed in writing by Events DC, the Contractor shall promptly remove, or correct all AED Units identified to be defective or as failing to conform to the standards set forth herein;

and

(d) The Contractor shall bear all costs associated with correcting such defective or non-conforming AED Units, to include all costs associated with removing any non-conforming Goods, replacing corrected Goods and any additional services made necessary thereby.

C.4 SUPPLY AND DELIVERY

The Contractor shall provide AED Units to Events DC, at the request of the COTR. The Contractor shall:

(a) Supply and install Physio-Control LIFEPAK CR2 which meet all requirements of federal and District laws and regulations;

(b) Provide a list of suggested components for each AED Unit

(c) Ensure each purchased AED Unit is included in the Medical Direction and AED Program

Management components outlined above as well as the web-based software tracker

(d) The Contractor shall deliver to any venues owned, controlled and/or managed by Events DC;

(e) Deliveries shall be completed primarily during the hours of 7:30 am to 3:30 pm EST, Monday through Friday.

C.5 WARRANTY

(a) The Contractor shall provide the manufacturer’s standard warranty for the AED Units.

(b) The Contractor shall warrant that all AED Units for a period of one (1) year.

(c) If any AED Unit is delivered damaged, the Contractor shall be notified by the COTR, and the

AED Unit(s) shall be replaced within two (2) weeks of the notification.

C.6 ALTERNATE GOODS

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 product 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 this 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.

C.8 SCHEDULE OF WORK

(a) A Work schedule for repair and/or installation services must be approved by the COTR or their designee prior to the performance of the Work. The Work schedule must not

Bid# 25-S-013 Page 7 of 13 interfere with the normal business of the Convention Center or disrupt any convention activity. This may require that some Work be performed during late or evening hours. The Contractor shall perform all services between the hours of 7:00 am and 4:00 pm, or as scheduled by the COTR.

(b) The Contractor shall immediately notify the COTR if the Contractor anticipates the Services cannot be performed as scheduled and shall promptly propose a rescheduling of the Services. Nothing in this Section shall be construed as requiring Events DC to accept the proposed rescheduling. Events DC may, in its sole discretion, and without waiving any of its rights under the Contract, reject any proposed rescheduling of the Services and may obtain the required services from another contractor.

(c) 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 service.

C.9 CONTRACTOR FURNISHED EQUIPMENT

(a) The Contractor shall provide all equipment, materials, tools and supplies necessary to perform the Work. All equipment must meet standard Occupational Safety and Health Act (OSHA) safety requirements, as well as all safety requirements pursuant to District, federal and state 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 the Contractors provided materials and equipment. The Contractor shall be responsible for the cost of any repairs necessary to their 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.

[End of Section C]

Bid# 25-S-013 Page 8 of 13

SECTION D – CONTRACT TERM, DELIVERABLES, AND DELIVERY

D.1 TERM OF THE 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. 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 set forth below:

DELIVERABLES METHOD OF

DELIVERY DUE DATE TO WHOM

Program Protocol E-mail Within 30days of Award COTR

Recommendations for Improvement

E-mail Within 48 hours of

Notice

COTR

AED Web Portal

Electronic Within Five Days of Award

Licenses for Services

E-mail Within Fourteen Days of Award

AED Units Physical As Directed

As Directed

Manufacturer’s warranty on all AED Units items E-mail/Hand Delivered On or before delivery of

AED Units COTR

Invoice(s) Email After the Goods are delivered

COTR and Invoices@eventsdc.com

Insurance Email Within fourteen (14) days of Contract award date

COTR and Contracts and Procurement Analyst

D.3 PERFORMANCE

mailto:Invoices@eventsdc.com

Bid# 25-S-013 Page 9 of 13

(a) 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 as 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 average daily rate calculated on a time and materials basis for repair and replacement services of the Contractor as set forth in the Contract shall be used to calculate deductions. This rate shall be multiplied by the number of productive and administrative days needed by Events DC to complete the task as determined by the COTR.

[End of Section D]

Bid# 25-S-013 Page 10 of 13

SECTION E - SPECIFIC CONTRACT PROVISIONS/ETHICAL 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]

Bid# 25-S-013 Page 11 of 13

SECTION F- EVALUATION OF RESPONSES

F.1 EVALUATION OF RESPONSES

(a) Events DC intends to make a Contract awards to the responsive Bidders 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 or joint venture’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]

Bid# 25-S-013 Page 12 of 13

SECTION G - SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted electronically no later than 5:00P.M. EST Thursday August 28, 2025, 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 your W-9;

(c) Tax Certification Affidavit;

(d) Automated Clearance House (ACH) Form;

(e) OCPS Disclosure 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); and

(h) Three (3) customer references (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 All Bidders must submit responses electronically via e-Procurement System 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 ninety (90) 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 Email: Imurray@eventsdc.com Phone: 202-322-9744

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

Bid# 25-S-013 Page 13 of 13

SECTION H - AMENDMENTS

H.1 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 “Addenda and Notice” tab of the OpenGov bid.

Enclosures: Attachment A – Quote/Cost Form

Attachment B – Events DC’s Standard Contract Provisions

[End of Section H]