COMPREHENSIVE WELLNESS PROGRAM SERVICES

REQUEST FOR QUOTATION

BID # 25-S-058

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Comprehensive Wellness Program Services. Interested parties can view a copy of the RFQ by accessing Events DC’s e-procurement website at https://eventsdc.com/about/procurement.

This RFQ is designated for District of Columbia Department of Small and Local Business Development (DSLBD) certified local, small, or disadvantaged business enterprises only.

Key Dates

RFQ Release Date: 3:00 PM, EST, July 20, 2026

RFQ Questions Due Date: 5:00 PM, EST, July 27, 2026

RFQ Response Due Date: 5:00 PM, EST, August 10, 2026

Primary Contact

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

RFQ COMPREHENSIVE WELLNESS PROGRAM SERVICES

OpenGov Bid ## 25-S-058 https://eventsdc.com/about/procurement mailto:macky.cherif@eventsdc.com

RFQ COMPREHENSIVE WELLNESS PROGRAM SERVICES

OpenGov Bid ## 25-S-058

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 (collectively, the “Facilities”).

A.3 The Washington Convention and Sports Authority (t/a Events DC) is seeking a qualified Contractor to provide to provide comprehensive wellness program services spanning all pillars of employee wellness — including physical, mental/emotional, financial, social, nutritional, and occupational well-being. Services shall encompass the full spectrum of wellness programming, including annual and ad hoc wellness events, health screenings, massage and bodywork services, nutrition and wellness food demonstrations, wellness seminars and workshops, and ongoing consulting and advisory support. (the “Services”).

The selected Contractor will serve as a strategic partner to Events DC in delivering innovative, engaging, and relevant wellness programming that promotes health awareness, encourages healthy behaviors, and increases employee participation in wellness initiatives. The Contractor shall be able to meet all specifications identified in the Scope of Work.

A.4 Events DC intends to award a single, firm-fixed price contract (“Contract”) for the Services identified herein. The Base Term of the Contract will be from October 1, 2026, through September 30, 2027.

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 to receive a binding answer. Any question asked and answered outside of the OpenGov system will be considered informal and non-binding. Questions must be received no later than close of business, 5:00 P.M, EST, July 27, 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) Demonstrate the capability to deliver comprehensive, high-quality wellness programming and employee engagement experiences.

(b) Possess a minimum of five (5) years of documented experience providing the Services.

(c) The Contractor shall demonstrate experience providing a full spectrum of services, including clinical screenings, massage and bodywork services, nutrition and wellness food demonstrations, wellness seminars, interactive engagement activities, and consulting services.

(d) Possess the capability to design and execute both in-person and virtual wellness experiences, ensuring accessibility, engagement, and a high-quality participant experience across delivery formats.

(e) Demonstrate a proven ability to deliver innovative and interactive wellness programming, including gamification, themed activations, and immersive experiences that drive employee participation.

(f) Provide qualified and credentialed professionals (e.g., nurses, health educators, wellness coaches, facilitators) as required to deliver services safely and effectively.

(g) Maintain all licenses, certifications, and insurance required to perform the Services and shall comply with all applicable federal, state, and District laws and regulations.

(h) Provide a dedicated account representative responsible for coordination, planning, and ongoing communication with Events DC.

(i) Provide at least three (3) references demonstrating successful delivery of similar services, including evidence of strong client satisfaction and engagement.

(j) Provide strategic consulting and advisory services, including wellness program planning, support for benefits transitions and open enrollment, and the ability to analyze health claims and experience data to inform programming decisions.

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

B.2 QUESTIONS

(a) If a prospective Bidder 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.

(b) Questions shall be received no later than 5:00PM, EST, July 27, 2026. 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.3 PRICE/COSTS

(a) The Contractor shall quote a fixed price for the Services specified in Section C below. The Contractor shall provide a price per service such as health screenings, massage services, food demonstrations, seminars, consulting services, and all other wellness program services as itemized in Attachment A. The Contractor shall quote prices for the Base Term and all Option Years.

(b) The prices offered shall be as low as or lower than those charges to the Contractor’s most favored customers for comparable quantities, terms and conditions.

-End of Section B-

SECTION C – SPECIFICATIONS/SCOPE OF WORK

C.1 PRIMARY REQUIREMENTS

Events DC seeks a Contractor to deliver a comprehensive wellness program experience that integrates clinical services, education, engagement, and culture-building initiatives. The Contractor shall design and execute wellness programming that is interactive, inclusive, and aligned with the following organizational wellness goals:

(a) The Contractor Shall collaborate with the Contracting Officer’s Technical Representative (COTR) and identified Events DC personnel to design and implement wellness programming that aligns with Events DC’s annual wellness strategy, key campaigns, and employee engagement goals. This includes:

i. Recommending themes and activation concepts

ii. Aligning programming with Open Enrollment and health observances

iii. Tailoring services to workforce demographics and needs

(b) The Contractor shall plan and execute in-person wellness fairs at Events DC facilities, including the Walter E. Washington Convention Center and other designated locations.

Services shall include, but not limited to, both clinical and experiential components, such as:

i. Clinical Services:

1. Cholesterol and glucose screenings

2. Vision and hearing exams

3. Stress and health assessments

4. Pulmonary and heart health screenings

ii. Experiential & Engagement Components:

1. Interactive wellness booths focused on health topics

2. Cooking demonstrations

3. Seated massages and reflexology

4. Hands-on demonstrations and guided activities

5. Wellness-themed games and challenges

6. Brain games and physical engagement activities

The Contractor shall ensure that all events are well-coordinated, professionally staffed, and designed to maximize employee participation.

(c) The Contractor shall be able to provide virtual wellness fairs and experience, including:

i. Event hosting and technical support

ii. Interactive digital booths and vendor participation

iii. Online health risk assessments and wellness tools that allow employees to input basic biometric data (e.g., height, weight, blood pressure, cholesterol if known) and receive a personalized health risk profile

iv. Access to live or scheduled telephonic/video consultations with licensed health coaches, nurses, or wellness professionals to review assessment results and provide guidance

v. Digital screenings for key wellness areas, including:

a. Heart health risk assessments

b. Stress and mental wellbeing assessments

c. Sleep health evaluations

d. Nutrition and lifestyle assessments

e. Physical activity and mobility self-assessments

f. Educational resources and action plans tailored to assessment results, including downloadable materials, videos, and interactive tools

g. Access to live or scheduled sessions with wellness professionals

h. Educational content, including videos, downloadable resources, and action plans.

vi. All assessments and tools must be HIPAA-compliant (where applicable), secure, and ensure confidentiality of participant data

vii. All virtual services must be secure, user-friendly, and designed to promote engagement comparable to in-person experiences.

(d) The Contractor shall develop and deliver health and wellness seminars and workshops that support employee education and behavior change. Topics may include, but are not limited to:

i. Stress management and mental health

ii. Nutrition and healthy lifestyle habits

iii. Chronic disease prevention and management

iv. Financial wellness

v. Work-life balance and resilience

Seminars shall be offered in both in-person and virtual formats and should be interactive, engaging, and tailored to the Events DC workforce.

(e) The Contractor shall provide themed, interactive booths designed to educate employees on key wellness topics. Booths shall:

i. Be visually engaging and professionally designed

ii. Include interactive elements (demonstrations, activities, guided participation)

iii. Encourage employee learning and participation

(f) The Contractor shall design and implement interactive wellness activities and games that promote engagement and reinforce healthy behaviors. This may include:

i. Wellness challenges and competitions

ii. Gamified activities tied to health themes

(g) The Contractor shall possess event facilitation experience in providing:

i. DJs or music services

ii. Event hosting or emcee services

iii. Events vendor and speaker selection and coordination

These elements should contribute to a high-energy, engaging environment that encourages participation and creates a memorable employee experience.

(h) The Contractor shall provide qualified personnel necessary to deliver all services, including licensed clinicians, wellness professionals, facilitators, and event staff. All personnel must be appropriately credentialed and trained.

(i) The Contractor shall provide post-event and annual program impact reports, including participation data, health outcome indicators, and return-on-investment analysis.

(j) The Contractor Shall identify, vet, and coordinate qualified wellness vendors, speakers, and subject matter experts as requested by the COTR.

(k) The Contractor shall provide additional or modified services as requested by the COTR to support evolving wellness initiatives and organizational needs.

-End of Section C-

SECTION D - CONTRACTOR TERM AND DELIVERABLES

D.1 TERM

(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.

Option Year 1: 10/1/2027 – 9/30/2028 Option Year 2: 10/1/2028 – 9/30/2029 Option Year 3: 10/1/2029 – 9/30/2030 Option Year 4: 10/1/2030 – 9/30/2031

D.2 DELIVERABLES

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

Deliverable Qty Format/Method Due Date To Whom

Wellness Services (all categories)

As requested

In-person / Virtual / Email

Per COTR direction

COTR

Annual Wellness Calendar & Program Plan

1 per year

E-mail / PDF Within 30 days of award;

annually thereafter

COTR

Event Plans & Activation Concepts

Per event E-mail Per COTR direction

COTR

Consulting Reports & Analysis (health data, needs assessments, ROI)

As requested

E-mail / PDF Per COTR direction

COTR

Post-Event Participation & Impact Reports

Per event E-mail / PDF Within 10 business days of event

COTR

Certificates / Licenses

One each E-mail Within 14 days of award

COTR

Insurance Certificate

One E-mail 30 days prior to commencing services

COTR

Invoice(s) Per service

E-mail After performance of services

COTR &

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-

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, August 10, 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) A copy of your W-9;

(c) Tax Certification Affidavit;

(d) Automated Clearance House (ACH) Form;

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

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

Letter (if applicable); and

(g) 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 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-mailto:macky.cherif@eventsdc.com

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/Cost Form

Attachment B – Events DC’s Standard Contract Provisions

ATTACHMENT A

QUOTE/PRICING FORM

COMPREHENSIVE WELLNESS PROGRAM SERVICES

(1) Please provide firm-fixed price for the Base Term and all Option Years.

Wellness Fairs & Engagement Services Pricing

Services Description Unit

Base Year Price

Option Year 1 Price

Option Year 2 Price

Option Year 3 Price

Option Year 4 Price

Virtual Wellness Fair/Open Enrollment Coordinator, Tech, etc. 5 days

Full In-Person Wellness Fair

Planning, coordination, staffing, screenings, and event management

Per Event

Small-Scale Wellness Event

Reduced footprint event

Per Event

Virtual Wellness Fair Platform

Hosting, setup, vendor coordination, technical support

Per Event

Virtual Wellness Fair (Multi-Day)

Multi-day virtual experience Per Event

Cholesterol/Glucose Screening

Nurse staffing 4 hrs

Vision Screening Technician staffing 4 hrs

Hearing Screening

Technician staffing 4 hrs

Pulmonary Function Test

Technician staffing 4 hrs

Heart Health Assessment

Clinician staffing 4 hrs

Cancer Risk Assessment

Clinician staffing 4 hrs

Seated Massage Wellness service 4 hrs

Reflexology Wellness service 4 hrs

Spinal Screening Chiropractor service 4 hrs

Foot Scan / Gait Analysis

Wellness screening 4 hrs

Wellness Seminar (Standard)

45–60 minute session Per Session

Wellness Workshop (Interactive)

Hands-on session Per Session

Interactive

Booth

Themed booth with activities Per Booth

Educational Activation

Station Guided learning/demo Per

Station

Game/Challe nge Gamified activities Per Event

Brain Games /

VR

Experience Interactive engagement Per Event

Incentive & Prize

Management Raffles, giveaways Per Event

DJ Services Music and atmosphere Per Event

Event Host / Emcee

Facilitates engagement Per Event

Themed Event Experience

Custom immersive activation Per Event

Event Planning

Coordination Pre-event planning Per Event

Onsite Event Management

Day-of coordination Per Event

Virtual Event Management

Technical hosting/support Per Event

MASSAGE & BODYWORK SERVICES

Seated Chair Massage Licensed massage therapist 4 hrs

Reflexology Licensed massage therapist 4 hrs

Aromatherapy / Relaxation Station

Wellness therapist 4 hrs

Stretching / Mobility Session

Certified trainer or therapist Per Session

NUTRITION & WELLNESS FOOD DEMONSTRATIONS

Healthy Cooking Demonstration

Registered dietitian or chef Per Demo

Nutrition Education Booth Dietitian staffing, materials included

Per Event

Smoothie / Wellness Bar Staffing and ingredients 4 hrs

Meal Prep & Planning Workshop

Interactive hands-on session Per Session

Mindful Eating Seminar Dietitian-led session Per Session

WELLNESS SEMINARS & WORKSHOPS

Mental Health & Stress Management

Licensed counselor or wellness coach

Per Session

Financial Wellness Seminar Certified financial educator Per Session

Sleep Health Workshop Health educator Per Session

Work-Life Balance / Resilience

Wellness coach or facilitator Per Session

Chronic Disease Prevention Clinician or health educator Per Session

Mindfulness / Meditation Session

Certified instructor Per Session

Physical Activity / Fitness Workshop

Certified trainer Per Session

CONSULTING & ADVISORY SERVICES

Wellness Program Consulting

Strategic advisory, program design, annual planning

Per Engagement

Benefits Change Consulting Advisory for benefits transitions and open enrollment strategy

Engagement

Claims & Experience Data Analysis

Review health data to inform programming decisions

Per Report

Workforce Health Needs Assessment

Survey design, data collection, and reporting

Assessment

Wellness ROI / Impact Reporting

Post-event analysis and recommendations

Per Report

Vendor / Speaker Sourcing Identifying and coordinating external wellness vendors

Per Event

Events DC Standard Contract Provisions Acceptance

a. Events DC is exempt from Federal Excise Tax, Transportation Tax, and District of Columbia Sales and Use Taxes. All prices shall exclude all taxes.

b. Price quote shall be FOB Destination, unless otherwise specified in writing by the Events DC.

By checking this box, I confirm that I have received Events DC’s Standard Contract Provisions (Attachment B).

Signed by: ________________________________Date____________________________

Title: _________________________________ Company________________________

Quotes are valid for a period of ninety (90) calendar days from date of quote.