RFQ_ATM_Services_25-S-022.pdf

ATM SERVICES

REQUEST FOR QUOTE (RFQ)

BID #25-S–022

The Washington Convention and Sports Authority t/a Events DC is soliciting quotes from qualified firms to provide ATM 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.

Key Dates

RFQ Release Date: Monday, November 24, 2025, 5:00 PM

RFQ Questions Due Date: Monday, December 1, 2025, 5:00 PM

RFQ Response Due Date: Monday, December 8, 2025, 5:00 PM

Primary Contact

Ishmael Murray Senior Contracts & Procurement Analyst Email: Imurray@eventsdc.com Phone: 202-322-9744 https://eventsdc.com/about/procurement https://eventsdc-my.sharepoint.com/personal/imurray_eventsdc_com/Documents/RFQ%20Ish/Ethernet%20Network%20upgrade/Imurray@eventsdc.com

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RFQ #25-S–022

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 § 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 (“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 (“CFA”) (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 CareFirst Arena in Washington, D.C., features 118,000 square feet of total space, which includes eighty thousand (80,000) square feet of arena space and thirty thousand (30,000) square feet of practice facility space. CareFirst Arena hosts approximately eighty (80) events per year with an average annual attendance figure of three hundred eighty thousand (380,000) people.

A.5 Events DC is seeking a qualified contractor (the “Contractor”) to provide ATM Services (the “Work”) at CFA, located at 1101 Oak Drive, SE, Washington, DC 20032, and the Convention Center, located at 801 Allen Y. Lew Place, NW, Washington, DC 20001.

The Contractor shall provide all supervision, labor, materials, equipment and supplies required to provide the Work, meeting the specifications/scope of work identified in this solicitation.

A.6 Events DC intends to award a contract (“Contract”) for the Work identified herein. The Base Year of the Contract will be from Date of Award through September 30, 2026, with four (4), one-year renewal options.

A.7 If a prospective Offeror has any questions relative to this RFQ, the Offeror must submit the questions in the OpenGov system via the “Question and Answer” tab of the OpenGov

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Bid to receive a binding answer. Any question asked and answered outside of the Open Gov system will be considered informal and non-binding. Questions must be received no later than the close of business, Monday, December 1, 2025, 5:00 PM, Events DC will not consider any questions received after this date.

[End of Section A]

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SECTION B – GENERAL REQUIREMENTS

B.1 BIDDER QUALIFICATIONS

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

(a) Possess at least five (5) years of experience in installing and providing service for ATM Machines in large buildings with heavy foot traffic (attendance approximately 250,000 visitors annually);

(b) Possess Service Technicians/Installers that have at least five (5) years of experience in installing and providing routine services for ATM Machines;

(c) Possess all licenses required by District, Federal and State law to provide the Work set forth in this solicitation; and

(d) Perform all Work in conformance with applicable Federal, State, and District codes.

B.2 PRICING/COST

(a) Bidders shall provide per-transaction commission rates and user fee per transaction for the Work specified in Section C.1 below for the Base Year and all option years.

(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 be inclusive of the Bidder’s entire costs to maintain the ATM Machines, including scheduled and emergency maintenance, cash handling, customer service center, etc.

[End of Section B]

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SECTION C – SCOPE OF WORK

C.1. PRIMARY REQUIREMENTS

(a) The Contractor shall provide and maintain two (2) Freestanding Automated Teller Machines (ATMs) at CFA, and five (5) ATMs at the Convention Center. Events DC expects to host approximately ninety-five (80) events per year at CFA on the St.

Elizabeth’s East Campus with a combined attendance of approximately 380,000 fans.

Based on estimated figures, CFA ATM usage may range between 1,500 to 2,000 transactions per year depending on the event schedule. The Convention Center’s current five (5) ATMs receive approximately 5,000 transactions per year.

(b) Events DC may request additional ATMs at any of its locations not outlined in this solicitation. The Contractor shall work with the Contracting Officer’s Technical Representative (“COTR”) to provide ATMs at any additional location, as requested by the COTR.

(c) The Contractor shall, in consultation with the COTR, charge customers for cash withdrawals. The fee shall be agreed to by the Contractor and Events DC. Based on the agreed-upon pricing, the vendor shall remit a commission to Events DC, as outlined in Attachment A.

(d) The Contractor may be required to supply additional ATMs or to relocate current ATMs based on specified event demands.

(e) The Contractor shall coordinate with the COTR on all delivery/installation times, dates, and locations.

(f) Each ATM shall provide the following transactions:

i. Cash withdrawals, deposits, account transfers and balance inquiries; and

ii. All ATMs shall honor other ATM credit/debit card networks other than Contractor’s own institution, such as Plus, Honor, Cirrus, Interlink, Visa, Mastercard, Discovery and/or other existing similar services.

(g) All ATMs must be accessible and function on a 24-hour, 7 day a week basis.

C.2. EVENTS DC’S RESPONSIBILITIES

(a) Events DC shall provide floor space, electric power and access to telephone lines for voice (including a local direct inward dial telephone) and data communications.

(b) Event DC shall bear all operating costs for electric power.

(c) Events DC will provide an area for the Contractor to place the ATMs.

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C.3. CONTRACTOR’S RESPONSIBILITIES

(a) The Contractor shall bear all installation and operating expenses minus the cost for electricity. The Contractor’s expenses shall include the installation and charges for the data communication lines. The Contractor must work with Events DC’s current Technology and Communications Systems contractor to obtain telephone service.

(b) The Contractor shall be solely responsible for the service and maintenance of the ATM machines. All ATMs shall be serviced (technical or restocked) on a regular basis between the hours of 8:00 am and 10:00 pm. The Contractor shall respond to service calls within two (2) hours following notification.

(c) The Contractor shall be required to furnish signage for the ATMs. Such signage may include Contractor’s logo, and “ATM” signs. Events DC must approve all signage locations and reserves the right to request the replacement of any signage provided by the Contractor.

(d) The Contractor shall provide a toll-free HELP LINE for ATM customers. The HELP LINE must be staffed and operated on a 24-hour, 7-day-a-week basis.

(e) The Contractor shall provide a toll-free HELP LINE for service calls for Events DC’s COTR. The HELP LINE must be staffed and operated on a 24-hour, 7-day-a-week basis.

(f) The Contractor shall monitor all ATM machines on a 24-hour, 7-day a week basis.

(g) Upon removal of ATM devices from the Facilities, the Contractor shall be responsible for restoring the ATM site to its original condition.

(h) The Contractor shall be responsible for providing electronic security (such as tampering alarm) and remote monitoring for the ATMs. Events DC will provide building security to include video surveillance.

(i) The Contractor is responsible for correcting any issues that may arise during ATM transactions (such as transaction time out, account debit without cash dispensed, incorrect dispersal amount, etc.). Events DC will not be expected to provide any transactional or ATM assistance to customers.

(j) The Contractor shall be responsible for all processes and steps to ensure successful transaction and customer service.

(k) The Contractor must utilize software to allow it to continually monitor the available cash in the ATMs to ensure they do not run out of funds.

(l) The Contractor shall remit to Events DC a commission derived as a percentage of all fees charged by the ATMs installed at the Facilities. The Contractor shall deliver a monthly report of all transactions from the previous month, due on the 15th of the following month. Should the 15th fall on a holiday or weekend, the Contractor shall deliver the report on the next business day.

[End of Section C]

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SECTION D – CONTRACT TERM, DELIVERABLES AND PERFORMANCE

D.1 TERM OF THE CONTRACT

(a) The Base Year of the Contract shall be from Date of Award through September 30, 2026, with four (4), one-year renewal options (each an “Option”; collectively, the “Option Years”).

(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.

(c) If Events DC exercises an Option, the Contract shall be considered to include the Option provision.

D.2 DELIVERABLES

The Contractor shall provide, at a minimum, the deliverables set forth below.

DELIVERABLE METHOD OF

DELIVERY DUE DATE TO WHOM

Transaction Monthly Report

2 – Hard copies 1 – Electronic

Fifteenth (15th) day of each month or next business day if the 15th falls on a holiday or weekend.

COTR

agreen@eventsdc.com;

and sjones@eventsdc.com

Commission Payments

Electronic

Within twenty

(20) days after the close of each calendar month.

COTR,

agreen@eventsdc.com;

and sjones@eventsdc.com

ATM

Physical Delivery

Within five (5) business days of the Award, or as directed by the

COTR.

CareFirst Arena and/or Walter E. Washington

Convention Center

D.3 PERFORMANCE

(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 and

P a g e 8 | 12 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 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]

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SECTION E - STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Provisions (March 2025) are located under the “Attachments” tab (Attachment B) 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]

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SECTION F - EVALUATION OF RESPONSES

F.1 EVALUATION

(a) Events DC intends to make a single award 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.

(c) 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]

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SECTION G - SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted in both hard copy format (See Section G.2) and electronically, via the e-procurement system, to be considered for award. Bids are due no later than December 6, 2025, 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 Dunn 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 references (references must provide at a minimum a satisfactory rating) in support of the Bidder’s ability to provide the required Work as identified within this solicitation.

G.2 Bids must 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 in the e-Procurement system.

PRIMARY POINT OF CONTACT

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

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

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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 Open Gov and will appear on the “Addenda” tab (under the “Messages”) of the Open Gov bid.

Enclosures: Attachment A – Quote Form

Attachment B – Event DC’s Standard Contract Provisions

Attachment C – Rule of the Job Site for Contractors

[End of Section H]