RFQ_Bleacher_Repair_and_Maintenance_25-S-019.pdf

BLEACHER REPAIR AND MAINTENANCE

REQUEST FOR QUOTE (RFQ)

BID #25-S-019

The Washington Convention and Sports Authority t/a Events DC is soliciting proposals from qualified firms to provide Bleacher Repair and Maintenance. 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 Friday September 26, 2025

RFQ Questions Due Date: 5:00P.M. EST Friday October 10, 2025

RFQ Response Due Date: 5:00P.M. EST Friday October 17, 2025

Primary Contact

Ishmael Murray Senior Contracts and Procurement Analyst E-mail: imurray@eventsdc.com Phone: 202-322-9744 https://eventsdc.com/about/procurement mailto:imurray@eventsdc.com

RFQ Bleacher Repair and Maintenance Services Bid #25-S-019 Page 2 of 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 Ballpark, and CareFirst Arena (collectively, the “Facilities”).

A.3 CareFirst Arena in Washington, D.C., features 118,000 square feet of total space, which includes both the 80,000 square feet of arena space and 30,000 square feet of practice facility space. The CareFirst Arena hosts approximately eighty (80) events per year with an average annual attendance figure of 380,000 people.

A.4 Events DC intends to award a firm, fixed price contract (the “Contract”) for bleacher repair and maintenance services (the “Services” or “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.5 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 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 later than 5:00P.M.

EST Friday October 10, 2025. Events DC will not consider any questions received after this date.

[End of Section A]

Bid #25-S-019 Page 3 of 13

SECTION B – GENERAL INFORMATION

B.1 GENERAL DESCRIPTION OF WORK

(a) Events DC seeks a qualified Contractor to provide bi-yearly and as-needed maintenance and repairs of its existing bleachers, as well as any new bleachers it purchases. Events DC currently has approximately twelve (12) retractable bleacher sections at the DC Armory, and approximately two (2) retractable bleacher sections at CareFirst Arena.

(b) The Contractor will provide all goods in connection with the Services 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 Work detailed in Section C below.

B.2 CONTRACTOR QUALIFICATIONS

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

(a) Possess five (5) years of experience in inspection, repair and preventative maintenance for electrically powered bleachers, including the Hussey Seating Company models;

(b) Possess five (5) years of experience in inspection, repair and preventative maintenance for outdoor aluminum bleachers to include welding;

(c) Be a licensed/certified factory installer for the following bleacher manufacturers, Hussey Seating Company, Irwin Seating Company and Interkal;

(d) Possess three (3) years of experience providing the Work in a professional sports venue or a gymnasium with at least one thousand (1,000) bleachers;

(e) Possesses experience maintaining bleachers to National Fire Protection Association (NFPA) 102

Standard;

(f) Possess all licenses required to provide the Work set forth in this solicitation; and

(g) Perform all Work in conformance with applicable Federal, State, and District laws and regulations.

B.3 PRICING/COSTS

(a) The Contractor shall quote a firm, fixed price for bi-annual inspection/maintenance/repairs for the Base Term and all Option Years. The price shall include all labor, materials, markup, etc.

necessary to perform the Services, including commonly repairable parts. The Contractor shall bear the responsibility for maintaining, providing and repairing all parts and equipment and repairs less than $500.00. For parts that excessed $500.00, Events DC shall bear the responsibility.

Bid #25-S-019 Page 4 of 13

(b) The Contractor shall quote an hourly labor rate for other services as requested, and a firm, fixed materials markup (if any) which will be applied to goods that need to be purchased in excess of $500.00 for as-requested repairs.

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

(d) The price shall include delivery cost to the destination identified in this solicitation.

[End of Section B]

Bid #25-S-019 Page 5 of 13

SECTION C – SCOPE OF WORK/SPECIFICATIONS AND OTHER REQUIREMENTS

Events DC is seeking a qualified, experienced Contractor to provide the Services listed in Section C below.

C.1 GENERAL REQUIREMENTS

(a) The Contractor shall perform bi-yearly, bleacher inspections, maintenance and repairs to ensure a safe environment for Events DC’s guests. Such bi-annual inspections shall include:

i. Replace casters where broken;

ii. Replace or repair bent lower wheel channels and replace or repair damaged lower alignment;

iii. Replace damaged upper alignment yokes and tighten or replace stop bolts;

iv. Inspect and repair all broken, twisted, or bent bracing as needed;

v. Tighten or replace all bolts on existing undercarriage;

vi. Raise and align horizontal cantilever arms;

vii. Grease all moving and sliding parts if applicable by manufacturer standards;

viii. Anchor and square rear vertical uprights and tighten or replace wall attachments;

ix. Replace, repair, or adjust individual row locks located on wheel channel;

x. Replace or repair all front or rear section locking devices and pads;

xi. Repair power system and replace worn components (friction wheels, motors, etc.);

xii. Check out all sections for proper and smooth operation; and

xiii. Perform any other inspection, repair or maintenance necessary to maintain the useful life of the bleachers and ensure the safety of guests.

(b) When requested by the COTR, provide as-needed repairs or emergency repairs.

Emergency repairs shall be serviced within twenty-four (24) hours following Contractor’s receipt of such request. For non-emergency repairs, the Contractor shall ensure service within five (5) calendar days following Contractor’s receipt of such request. Should the Contractor not be able to meet any of the time frames, it shall request a waiver from the COTR.

(c) The Contractor may be required to purchase any additional types of bleachers on behalf of Events DC or provide as-needed maintenance of other parts related to the bleachers when requested by the COTR. When requested, the Contractor shall provide a written quote for the COTR for the additional work.

C.2 DELIVERY

(a) Goods and Services shall be delivered to any venues owned, controlled and/or managed by Events DC (address to be provided at the time of request);

(b) Delivery of all other goods and Services shall be within the timeframes specified by the COTR at the time of request.

C.3 WARRANTY

(a) If any bleachers or their associated goods are delivered damaged, the Contractor

Bid #25-S-019 Page 6 of 13 shall be notified by the COTR and such damaged bleachers and/or goods shall be replaced within two (2) weeks following the notification.

(b) The Contractor shall include the manufacturer’s standard warranty with the bleachers and/or goods.

(c) The Contractor shall warrant all bleachers and/or goods for a period of one (1) year.

(d) The Contractor shall warrant all Work for ninety (90) days.

C.4 SCHEDULE OF WORK

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

(b) The Contractor shall perform all Work between the hours of 8:00 am and 5:00 pm ET, Monday through Friday. Other working hours may be considered if deemed necessary by the COTR.

(c) The Contractor shall immediately notify the COTR if the Contractor anticipates the Work cannot be performed as scheduled and shall promptly propose a rescheduling of the Work, 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 Work and may obtain the required services from another contractor.

(d) Should the Contractor fail to provide the Work 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.

(e) Events DC may, without incurring any liability, cancel any scheduled Work upon twenty-four (24) hours’ prior notice to the Contractor.

C.5 CONTRACTOR FURNISHED EQUIPMENT

(a) The Contractor shall provide all equipment, materials, tools and supplies necessary to perform the Services. All equipment must meet the 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 Contractor-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

Bid #25-S-019 Page 7 of 13 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 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 Service 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 Services are performed in a safe and 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.

C.7 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, Bid #25-S-019 Page 8 of 13 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.8 PERSONNEL

(a) The Contractor shall provide and supervise all personnel, or subcontractors, necessary to perform the Work in accordance with 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” (see Attachment C).

(c) 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 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 the Work to subcontractors without the prior written consent of the COTR.

(f) Subcontracted Work or Services shall be performed pursuant to a subcontract agreement. The COTR shall review and approve the subcontracting agreement, prior to execution by the Contractor.

(g) Subcontracts shall specify that the Contractor and 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.

[End of Section C]

Bid #25-S-019 Page 9 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 Date of Award 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

Service Ticket E-mail Upon Completion of Work

COTR or their designee

Invoice(s) E-mail After the goods are delivered

COTR and Invoices@eventsdc.com

Insurance E-mail Within fourteen (14) days of Contract award date

COTR and Contracts and Procurement Analyst

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 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] mailto:Invoices@eventsdc.com

Bid #25-S-019 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-019 Page 11 of 13

SECTION F – EVALUATION OF RESPONSES

F.1 EVALUATION OF RESPONSES

(a) Events DC intends to make a Contract award 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-019 Page 12 of 13

SECTION G – SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted electronically no later than 5:00P.M. EST Friday October 17, 2025, and shall consist of the following:

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

(b) A copy of your W-9;

(c) Tax Certification Affidavit;

(d) Automated Clearance House (ACH) Form;

(e) OCPS Disclosure Form;

(f) Representatives and Certifications Form;

(g) A Clean Hands Report;

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

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

(j) Bidder’s current Local, Small, and Disadvantaged Business Enterprise Certification Letter (if applicable); and

(k) 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 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

Ishmael Murray Senior Procurement and Systems Analyst E-mail: Imurray@eventsdc.com Phone: 202-322-9744

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

Bid #25-S-019 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 Attachment C – Rules of the Jobsite for Contractors

[End of Section H]