RFQ_-BID_#_25-S-067_Closed_Caption_Services_FY27.pdf

CLOSED CAPTION SERVICES

REQUEST FOR QUOTATION (RFQ)

BID # 25-S-067

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Closed Caption 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: 3:00 P.M., EST, August 26, 2026

RFQ Questions Due Date: 5:00 P.M., EST, September 1, 2026

RFQ Response Due Date: 5:00 P.M., EST, September 14, 2026

Primary Contact

Macky Cherif, Contracts and Procurement Analyst II Email: macky.cherif@eventsdc.com Phone: (202) 249-3038

RFQ Closed Caption Services OpenGov Bid # 25-S-067 https://eventsdc.com/about/procurement mailto:macky.cherif@eventsdc.com

RFQ Closed Caption Services OpenGov Bid # 25-S-067

SECTION A - INTRODUCTION

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 (each a “Facility”; collectively, the “Facilities”).

A.3 Events DC is seeking a qualified contractor (the “Contractor”) to provide Closed Captioning Services (the “Services”). Events DC intends to award a single, fully-loaded, fixed hourly labor rates contract (“Contract) for the purchase of the Services identified herein. The Base Term of the Contract will be from October 1, 2026, through September 30, 2027, with four

(4) one-year renewal options.

A.4 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, 5:00 P.M, EST, September 1, 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 one (1) year of experience providing the Services in stadiums and arenas for professional, collegiate and high school teams which primarily use Daktronics scoreboards;

(b) Possess one (1) year of experience working with Eclipse Stenograph or Typewell broadcast captioning suites;

(c) Provide all Services consistent with the Americans with Disabilities Act (ADA);

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

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

(f) Perform all Services in conformance with applicable federal, state, and District laws and regulations;

(g) Be able to perform in-person or remote live event capturing; and

(h) Be a Certified Realtime Captioner (CRC).

B.2 QUESTIONS

(i) If a prospective Offeror has any questions relative to this RFQ, the Offeror shall submit the questions in the e-Procurement system via the “Questions” Tab of the Bid to receive a binding answer. Any question asked and answered outside of the e-Procurement system will be considered informal and non-binding.

(j) Questions shall be received no later than 5:00PM, EST, September 1, 2026. Events DC will not consider any questions received after this date.

(k) Events DC will furnish responses promptly to the requesting prospective Offeror and to other prospective Offerors 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 Offeror

B.3 PRICE/COSTS

(a) The Contractor shall quote a price per game/event for Services identified herein.

(b) The price shall include all applicable delivery costs to the destination 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-

SECTION C – SPECIFICATIONS/SCOPE OF WORK

C.1 SPECIFICATIONS/SCOPE OF WORK

The Contractor shall provide the Services as-needed under the direction of the Contracting Officer’s Technical Representative (to be identified at Contract award). The Contractor shall:

(a) Provide a dedicated Client Services Specialist to assist in administrative and setup of events as well as a Stenographer to provide the Services.

(b) Provide Services for basketball and other sports games as well as concerts, etc., as outlined below:

i. Provide real time captioning and word for word speech to text captioning, of events in CareFirst Arena and/or any other designated Events DC facility to be displayed on Daktronics’s display boards using either a dedicated IP address or utilize a dial in to connect to the onside encoder;

ii. Ensure that closed captioning is 99% accurate by utilizing its own quality assurance system; and

iii. Provide multi-language captioning options to display on Daktronics’s display and mobile devices.

(c) Provide announcements to include:

i. Play descriptions, scoring, player information;

ii. Referee and penalty announcements;

iii. In-game promotions, contests, and entertainment action;

iv. Advertising and commercials;

v. Emergency messaging;

vi. Song lyrics; and

vii. End-of-game announcement and next-event information.

(d) Provide for all equipment and staff to provide the Services, including a stenograph machine, laptop, captioning software, and the stenographer. Events DC will not provide any specialized equipment or staff for the Contractor’s use but will provide a chair, table, electricity and internet connection.

(e) Provide the ability to dial in to hear audio remotely.

C.2 DELIVERY

(a) The Contractor shall provide the Services as outline in Section C.1 above at CareFirst Arena.

(b) At the request of the COTR, any additional products shall be delivered to any of Events DC’s Facilities listed in Section A.2 above (address to be provided at the time of request).

(c) Delivery of all products shall be within the timeframes specified by the COTR at the time of request.

C.3 SCHEDULE OF WORK

(a) The Contractor shall coordinate with the COTR to develop a schedule to complete the Services. Written approval for scheduled Services must be obtained from the COTR prior to the Contractor commencing the Services. Services schedule(s) shall not interfere with the normal business of the Facilities or disrupt any event-related activity.

(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, provided, however, that 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) Should the Contractor fail to provide the Services in accordance with the agreed upon schedule, the Contractor may be liable for the costs incurred by Events DC to acquire substitute services of similar quality. In addition, the Contractor may, in addition to other obligations under the Contract, 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 may, without incurring any liability, cancel any scheduled Services upon twenty-four (24) hours’ prior notice to the Contractor.

C.4 CONTRACTOR FURNISHED EQUIPMENT

(a) The Contractor shall provide all equipment, materials, tools and supplies necessary to perform the Services. 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.5 OTHER CONTRACTOR REQUIREMENTS

(a) All Services 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 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) Upon completion of the Services, 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 Services. 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.

C.6 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’s personnel must sign-in and sign-out at the Facility’s Security Command Center upon entering or exiting the Facility.

(c) The Contractor’s personnel and/or subcontractors shall exercise safe and sound business practices with the requisite skill, care, and diligence normally required of professionals in the fields of Services 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 Services 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 services required hereunder.

(f) The Contractor shall have a continuing obligation to provide and update the COTR with its current certificate(s) of insurance, as required per the Events DC’s Standard Contract Provisions, prior to commencing any Services under and throughout the course of the Contract.

[End of Section C]

SECTION D - CONTRACTOR TERM AND DELIVERABLES

D.1 TERM OF CONTRACT

(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 set forth below:

DELIVERABLE METHOD OF

DELIVERY

DUE DATE TO WHOM

Invoice(s) E-mail Upon Completion of Services per Section

C

COTR and invoices@eventsdc.com

-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-

RFQ Closed Caption Services mailto:invoices@eventsdc.com

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 PM, September 14, 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) Completion of the Offeror(s) Statement of Qualifications in Attachment B

(c) Disclosure Statement;

(d) Clean Hands;

(e) A copy of your W-9;

(f) Tax Certification Affidavit;

(g) Automated Clearance House (ACH) Form;

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

(i) Certificate(s) of Insurance;

(j) Bidder’s current Local, Small, and Disadvantaged Business Enterprise Certification

Letter (if applicable); and

(k) 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 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 ninety (90) calendar days. Questions and responses shall be submitted electronically to the Contracts and Procurement Analyst listed below:

PRIMARY POINT OF CONTACT

Name: Macky Cherif, Contracts and Procurement Analyst II E-mail: macky.cherif@eventsdc.com Phone: (202) 249-3038

-End of Section G-

SECTION H - AMENDMENTS

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/Pricing Form Attachment B – Events DC’s Standard Contract Provisions mailto:macky.cherif@eventsdc.com