RFQ_Guided_Tours_and_Bus_Wrapping_Services_25-S-005.pdf

GUIDED TOURS, BUS WRAPPING AND TRANSPORTATION (FLEET) SERVICES

REQUEST FOR QUOTATION (RFQ)

BID # 25-S-005

The Washington Convention and Sports Authority t/a Events DC is soliciting quotes from qualified firms to provide Guided Tour, Bus Wrapping and Transportation (Fleet) 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: 5:00pm EST, Thursday, July 17, 2025

RFQ Questions Due Date: 12:00PM, EST, Thursday, July 24, 2025

RFQ Response Due Date: 5:00PM, EST, Thursday, July 31, 2025.

Primary Contact

Ishmael Murray Senior Contract Analyst Email: Imurray@eventsdc.com Phone: (202) 322-9744 https://eventsdc.com/about/procurement mailto:Imurray@eventsdc.com

RFQ # 25-S-005

Guided Tours, Bus Wrapping and Transportation (Fleet) Services

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 (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, the Auxiliary Fields, Parking Lots 1 – 10, 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 (.

A.3 Events DC is seeking qualified contractors (the “Contractor(s)”) to provide Guided Tours, Bus Wrapping and Transportation (Fleet) Services for events in which Events DC must transport staff and guests (the “Services”) on behalf of Events DC.

A.4 Events DC intends to award multiple contracts (the “Contract”) for the specified Services identified herein.

The Base Term of the Contract will be from Date of Award through September 30, 2025, 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 OpenGov system will be considered informal and non-binding. Questions must be received no later than the close of business, 12:00PM, EST, Thursday, July 24, 2025. Events DC will not consider any questions received after this date.

-End of Section A-

SECTION B – CONTRACTOR QUALIFICATIONS AND PRICING/COSTS

B.1 CONTRACTOR QUALIFICATIONS

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

a) Possess at least three (3) years of experience (as indicated by references indicated in Section G.1 below) in providing the Services required in Section C below;

b) Be certified to provide the Services required in Section C below by the Federal Motor Carrier Safety Administration;

c) Possess all licenses required by District, federal and state law to provide the Services including all licenses for its drivers; and

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

B.2 PRICING/COSTS

a) Bidders shall provide fixed rates (for all Services specified in Sections C.2, C.3 and C.4 below for the Base Term and all Option Years.

b) The prices offered shall be as low as or lower than those charged to the Bidder’s most favored customer for comparable quantities, terms, and conditions.

-End of Section B-

SECTION C – SCOPE OF WORK/SPECIFICATIONS AND OTHER REQUIREMENTS

C.1 GENERAL REQUIREMENTS

a) Events DC may request the selected Contractor to provide additional services on an as-needed basis including utilizing different types of buses that the Contractor can provide. The Contractor shall provide the COTR with a written quote within the timeframe specified. If applicable, the quote shall at a minimum detail the following:

1. Firm-fixed hourly, daily, or other rate for the vehicles needed as requested by the COTR;

and

2. Estimated timeframe to complete the Services.

b) Bidders must submit bids for all tasks in Sections C.2, C.3 and C.4 below. The Contractor shall provide all the supervision, labor, equipment and materials identified in this solicitation.

c) The Contractor shall always maintain the required insurance while providing services as listed. The Contractor shall provide proof of insurance within fourteen (14) days of beginning Services under this RFQ and provide updated insurance each Option Year, if exercised.

C.2 TASK 1 – GUIDED TOURS

The Contractor shall provide the Services under the direction of the Contracting Officer’s Technical Representative (“COTR”). The Contractor shall:

a) Provide Guided Tours, to include, but not be limited to, the bus transportation and talent/entertainer that will provide accurate, historical background on various landmarks and sites throughout the DC Metropolitan Area.

b) Provide labor, supervision, supplies, equipment (including buses), uniforms, licenses, permits, certificates, insurance, etc. necessary to provide the Services.

c) Comply with all federal regulations regarding the transportation of passengers across state lines including, Title 49 Section 13501 of the United States Code, as well as any state or local regulations for locations that the Contractor will be required to provide Services. The Contractor shall provide copies of any certificates/licenses it has to provide the Services.

d) Maintain the minimum level of insurance required to perform the Services. The Contractor shall provide a copy of the insurance certificates for review by the COTR within fourteen (14) days of Contract award.

e) Ensure that any vehicle provided for Events DC is not more than four (4) model years older than the most currently available model unless explicitly authorized by the COTR. The COTR shall determine whether any vehicle is unacceptable for the event.

f) Ensure that all vehicles provided are safe, well-functioning, clean, and properly maintained for the trip.

g) Provide the COTR with the names and contact information for the assigned drivers no less than forty-eight (48) hours prior to a transportation event.

h) At the request of the COTR, Events DC may request “ADA accessible vehicles which shall comply with the American Disabilities Act (ADA) standards, ensuring that they can be readily used by individual with disabilities, including wheelchair users, with features such as lifts, ramps, and securement systems.

C.3 TASK 2 - WRAPPING SERVICES

a) The Contract shall provide bus wrapping branded services on as needed basis, including utilizing different types of buses that the Contractor can provide.

b) The Contractor shall provide the COTR with a written quote within the estimated timeframe specified.

c) No wrapping branded service will occur without the COTR’s prior written approval.

d) If applicable, the quote shall, at a minimum, detail the following:

1. Fully Loaded Firm-fixed hour rate, or other rate for the buses needed as requested by the COTR;

2. Approved logo/image design for wrapping services; and

3. Estimated timeframe to complete the Services.

C.4 TASK 3 - TRANSPORTATION (FLEET) SERVICES

a) The Contractor shall provide SUV’s, Sprinters (12 - 15 passengers); Minibuses (16 - 36 passengers), and Coach Buses (49 - 57 passengers).

b) The Contractor shall provide labor, supervision, supplies and equipment (including buses), uniforms, licenses, permits, certificates, insurance, etc. necessary to provide the Services.

c) Comply with all federal regulations regarding the transportation of passengers across state lines including, Title 49 Section 13501 of the United States Code, as well as any state or local regulations for locations that the Contractor will be required to provide Services. The Contractor shall provide copies of any certificates/licenses it has to provide the Services.

d) Maintain the minimum level of insurance required to perform the Services. The Contractor shall provide a copy of the insurance certificates for review by the COTR within fourteen (14) days of Contract award.

e) Ensure all vehicles provided are safe, well-functioning, clean, and properly maintained for the trips.

f) The Contractor shall provide the COTR with the names and contact information for the assigned driver no less than forty-eight (48) hours prior to a transportation event.

g) At the request of the COTR, the Contractor shall have the ability to wrap the buses.

h) At the request of the COTR, Events DC may request “ADA accessible vehicles which shall comply with the American Disabilities Act (ADA) standards, ensuring that they can be readily used by individual with disabilities, including wheelchair users, with features such as lifts, ramps, and securement systems.

C.5 PERSONNEL

a) The Contractor shall provide and supervise all personnel or subcontractors necessary to perform the Services in accordance with the terms and conditions of the Contract. Be knowledgeable about the historical perspectives of the monuments and memorials along all routes and provide an itinerary of landmarks along the trips.

b) The Contractor’s personnel and/or subcontractor shall exercise safe and sound business practices with the requisite skill, care, and diligence normally shown by professionals in the fields of the Services required under the Contract.

c) 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.

d) The Contractor shall not subcontract any of the Services to any subcontractor without the prior written consent of the COTR. Any 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 Bidder. 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.

e) The Contractor shall have a continuing obligation to provide and update the COTR with its current

Certificate(s) of Insurance, as required per Events DC’s Standard Contract Provisions, prior to commencing any work under and throughout the course of this Contract.

C.6 CONTRACTOR FURNISHED EQUIPMENT

a) The Contractor shall provide all equipment, materials, tools and supplies necessary to perform the Services. All equipment must meet standard Occupational Safety and Health Administration (“OSHA”) safety requirements, as well as all safety requirements pursuant to law. All equipment must be operated in a safe and workmanlike manner, must be clean, and in good repair at all times.

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.

-End of Section C-

SECTION D – CONTRACT TERM, DELIVERABLES AND PERFORMANCE

D.1 TERM OF THE CONTRACT

a) The Base Term of the Contract shall be from the Date of Award through September 30, 2025, 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 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 of the option exercised.

c) Services to be required will be determined at the time of each option exercised.

d) If Events DC exercises an option, the Contract shall be considered to include the option provision.

D.2 DELIVERABLES

The Contractor shall provide, at the minimum, the deliverable set forth below:

Deliverable Format/Method of Delivery

Due Date To Whom

Quote or Proposal in response to Task

Order E-mail

Within the timeframe specified by the

COTR

Invoices E-mail Monthly COTR and Invoices@eventsdc.com

Fleet Vehicles Physical As directed by the

COTR

As directed

Certificates/License E-mail Within fourteen (14) days of Contract award

COTR

Certificate(s) of Insurance

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

D.3 PERFORMANCE

Events DC desires to obtain complete and satisfactory performance in accordance with the specifications and requirements of this RFQ. To that end, Events DC is contracting mailto:Invoices@eventsdc.com for the complete performance of the 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.

-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 – EVALUTION OF RESPONSES

F.1 EVALUATION

a) Events DC intends to make multiple awards 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, 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”); and

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 5:00PM, EST, Thursday, July 31, 2025, 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 Clearance House (ACH) Form;

f) Representations and Certifications Form;

g) A copy of Bidder’s most recent Dunn and Bradstreet Report;

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

i) Citywide Clean Hands (CCH) Certificate (https://ocfocleanhands.dc.gov/cch/)

j) Bidder’s current DSLBD Certification Letter (if applicable); and

k) Three (3) customer references (references must provide at a minimum a satisfactory rating) in support of the Bidder’s ability to provide the required Services 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 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 Contracts and Procurement Email: Imurray@eventsdc.com Phone: 202-322-9744

-End of Section G-https://ocfocleanhands.dc.gov/cch/ mailto:ggreen@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 OpenGov and will appear on the Addenda Tab of the OpenGov bid.

Enclosures:

Attachment A – Quote/Price Form

Attachment B – Events DC’s Standard Contract Provisions

-End of Section H-