RFQ_FIRE_EXTINGUISHER_INSPECTION__25-S-042.pdf

ANNUAL FIRE EXTINGUISHER INSPECTION & MAINTENANCE

SERVICES/EQUIPMENT

REQUEST FOR QUOTE (RFQ)

BID #25-S-042

The Washington Convention and Sports Authority t/a Events DC is soliciting quotes from qualified firms to provide Annual Fire Extinguisher Inspection & Maintenance Services/Equipment.

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

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: Tuesday April 21, 2026, at 5:00pm

RFQ Questions Due Date: Tuesday April 28, 2026, at 5:00pm

RFQ Response Due Date: Tuesday May 5, 2026, at 5:00pm

Primary Contact

Name: Ishmael Murray Senior Procurement and System Analyst Email: imurray@eventsdc.com Phone: (202) 249-3038 https://eventsdc.com/about/procurement mailto:imurray@eventsdc.com

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 Park, and CareFirst Arena (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 attendees.

A.4 Events DC is seeking a qualified contractor (the “Contractor”) to provide Annual Fire

Extinguisher Inspection & Maintenance Services/Equipment (the “Services” or “Work”) .

The Contractor shall provide, the Services at the Convention Center and/or any venue owned, controlled and/or managed by Events DC.

A.5 Events DC intends to award a 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, with four (4), one-year renewal options.

[End of Section A]

SECTION B – GENERAL REQUIREMENTS

B.1 CONTRACTOR QUALIFICATIONS

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

(a) Possess an employee that will perform the inspection of the fire extinguishers who must be a certified Fire Inspector in the District of Columbia. When performing inspection and maintenance services on site, the Contractor’s employees must always have proper credentials on their person;

(b) Possess at least three (3) years of documented experience providing the Services listed in Section C below;

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

(d) Possess all licenses required by District, Federal and State law to provide the Services set forth in Section C below;

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

B.2 QUESTIONS

(a) 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.

(b) Questions shall be received no later than 5:00PM, EST, Tuesday April 28th, 2026. Events DC will not consider any questions received after this date.

(c) 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 PRICING/COSTS

(a) The Contractor shall quote a fixed price for the Services identified in Section C below for the

Base Year and all Option Years. An offer will be determined to be non-responsive if it fails to include Option Year pricing.

(b) The Contractor shall include all applicable shipping/administration/overhead/delivery costs to the final destination identified in this solicitation.

(c) The Contractor shall provide a fully loaded hourly rate for the Services requested. The loaded hourly rate shall include fringe, overhead, general and administrative, and profit. Events DC will not reimburse for travel time to and from the site.

(d) 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 – SCOPE OF WORK/SPECIFICATIONS AND OTHER REQUIREMENTS

C.1 GENERAL REQUIREMENTS

(a) The Contractor shall provide annual inspection and maintenance services to Events DC’s fire extinguishers. The Services shall be performed at the Convention Center and/or any venue owned, controlled and/or managed by Events DC.

(b) The Contractor shall conduct all Work 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) All Work shall be done in compliance with the District of Columbia’s Fire Code.

C.2 INSPECTION SERVICES

(a) The Contractor shall conduct an Annual Fire Extinguisher Inspection to include, but not be limited to:

i. Check that a portable fire extinguisher exists within a 30-foot travel distance of commercial-type cooking equipment that uses cooking oil or animal fat.

ii. Check that a portable fire extinguisher is within seventy-five (75) feet of travel on every floor.

iii. Check for the presence of portable extinguishers and determine that they are located in conspicuous and readily available locations immediately available for use and not obstructed or obscured from view.

iv. Confirm that access to extinguishers is not obstructed.

v. Make sure that the hose (if so equipped) is intact and not obstructed.

vi. Make sure the pressure dial reads in the green or "charged" area. It should also be clear and readable.

vii. Check that the pull pin is securely fastened within the handle and held in place by the tamper seal.

viii. Check for visible dents or cracks in the extinguisher body.

ix. Check that the extinguisher is in its proper location and mounted correctly.

x. Check for modifications that might reduce the extinguisher's functionality.

xi. Make sure that the fire extinguisher has a label and the label is legible.

xii. After completion of the inspection, update the inspection tag with the date of inspection.

(b) The Contractor shall provide all labor equipment, supplies and materials necessary to perform the task requested to maintain the fire extinguishers in proper working condition in compliance with the National Fire Protection Association requirements as set forth in Standard NFPA 25.

(c) The Contractor shall demonstrate the ability to provide maintenance/repairs on location or off site on an as required basis. Contractor shall check for damages and replace the “O” Ring and the Gasket if needed.

(d) The Contractor shall be available to respond within eight (8) hours of a service request by Events DC for regular service calls. The Contractor shall respond to emergency repair calls within four

(4) hours for emergency calls. All Work shall be done in compliance with the manufacturer’s recommendations and specifications and/or the DC Fire Department.

(e) The Contractor shall have the ability to provide new/replacement extinguishers on an as needed basis. Currently, there are 455 fire extinguishers throughout the Convention Center. The current types of fire extinguishers are 6, 10 LB ABC and 445, 20 LB ABC.

(f) The Contractor shall repair deficiencies after approval by the COTR. The Contractor will sign and date the inspection stickers/tags on each fire extinguisher.

C.3 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 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 identify its emergency hours of operation, Monday through Sunday.

(d) 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.

(e) 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.

(f) Events DC may, without incurring any liability, cancel any scheduled Work upon twenty-four

(24) hours’ prior notice to the Contractor.

[End of Section C]

SECTION D – CONTRACT TERM, DELIVERABLES AND PERFORMANCE

D.1 TERM OF CONTRACT

(a) The Base Term of the Contract shall be from October 1, 2026, through September 30, 2027.

(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 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) day preliminary notice requirement by providing a written waiver to the COTR prior to 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 described below. Additionally, and upon request.

DELIVERABLE

METHOD OF

DELIVERY DUE DATE TO WHOM

Quote or proposal in response to the request E-mail

Within the timeframe specified by the

COTR

COTR

Progress reports (timesheets, service tickets, project completion reports, etc.)

E-mail Upon completion of each task COTR

Proposed work schedule E-mail

Within the timeframe specified by the

COTR

COTR

Invoice(s) E-mail After the

Services are rendered

COTR and Invoices@eventsdc.co m

Insurance E-mail

Within fourteen (14) days of Contract award date and every option year if exercised

COTR and Contracts and Procurement

Analyst

**If any of the deliverable due dates fall on a weekend or Federal Holiday, the due date will be the next business day.

mailto:Invoices@eventsdc.com mailto:Invoices@eventsdc.com

D.3 PERFORMANCE

(a) Events DC desires to obtain complete and satisfactory performance in accordance with the specifications and requirements of this RFQ and the Contract. To this end, Events DC is contracting for the complete performance of services identified in Section C above and 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 Contractor may risk termination or replacement if continued employment is contrary to a consistent productive relationship between the parties to the Contract; or poses an unacceptable risk to Events DC’s business and reputation in the marketplace.

[End of Section D]

SECTION E - STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Provisions are located under the Attachment 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

(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) Three (3) points for a small business enterprise (“SBE”).

(b) Five (5) points for a resident-owned business (“ROB”).

(c) Five (5) points for a longtime resident business (“LRB”).

(d) Two (2) points for a local business enterprise (“LBE”).

(e) Two (2) points for a local business enterprise with its principal office located in an enterprise zone (“DZE”).

(f) Two (2) points for a disadvantaged business enterprise (“DBE”).

(g) Two (2) points for a veteran-owned business enterprise (“VOB”).

(h) Two (2) points for a local manufacturing business enterprise (“LME”).

(i) Five (5) points for an equity impact enterprise (“EIE”).

[End of Section F]

SECTION G - SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted electronically, via the e-procurement system (See Section G.2), to be considered for award. Bids are due no later than Tuesday May 5, 2026, 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) 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 DSLBD CBE Certification Letter (if applicable); and

(k) Three (3) customer references letters (references must provide at a minimum a satisfactory rating) in support of the Bidder’s ability to provide Annual Fire Extinguisher Inspection & Maintenance Services/Equipment as identified within this 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 sixty (60) 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] https://eventsdc-my.sharepoint.com/personal/imurray_eventsdc_com/Documents/RFQ%20Ish/Ethernet%20Network%20upgrade/Imurray@eventsdc.com

SECTION H – AMENDMENTS

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 Form

Attachment B – Event DC’s Standard Contract Provisions

Attachment C- Rules of the Job Site

[END OF THIS RFQ]

ATTACHMENT A

QUOTE/PRICING FORM

ANNUAL FIRE EXTINGUISHER INSPECTION & MAINTENANCE

SERVICES/EQUIPMENT

Please set forth a fixed price for the items identified below for the Base Year and all Option Years. An offer will be determined to be non-responsive if it fails to include Option Year pricing. The Contractor shall include all applicable shipping/administration/overhead/delivery costs to the final destination identified in this solicitation:

ITEM Base Year

Option Year One

Option Year Two

Option Year Three

Option Year Four

Fire Extinguisher Annual Inspection Tag $ $ $ $ $ 20LB ABC Fire Extinguisher Equipment $ $ $ $ $ 10 LB ABC Fire Extinguisher Equipment $ $ $ $ $

6 LT K Class Fire Extinguisher Equipment $ $ $ $ $

Please provide a fully loaded hourly rate for the services requested. The loaded hourly rate shall include fringe, overhead, general and administrative, and profit. Events DC will not reimburse for travel time to and from the site.

Fully Loaded Hourly Rate

Labor Category Base Year

Option Year One

Option Year Two

Option Year Three

Option Year Four

Fire Extinguisher Technician Hourly Rate $ $ $ $ $

Mark-up percentage: ______________________________

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.