RFQ_SUPPLY_OF_CONGRESSIONAL_CONVENTIONEER_LECTERNS_FY26.pdf

SUPPLY OF CONGRESSIONAL CONVENTIONEER LECTERNS

REQUEST FOR QUOTATION

BID # 25-S-027

The Washington Convention and Sports Authority t/a Events DC is soliciting quotes from qualified firms to provide Supply of Congressional Conventioneer Lecterns. Interested parties can view a copy of the RFQ by accessing Events DC’s e-procurement website at 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, January 27, 2026

RFQ Questions Due Date: Monday, February 2, 2026, 5:00 PM EST

RFQ Response Due Date: Tuesday, February 17, 2026, 5:00 PM, EST

Primary Contact

Macky Cherif Contracts and Procurement Analyst II Email: macky.cherif@eventsdc.com Phone: (202) 249-3038 https://eventsdc.com/about/procurement mailto:macky.cherif@eventsdc.com

RFQ# 25-S-027

Supply of L-200-25 Congressional Conventioneer Lecterns

SECTION A – OVERVIEW

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 (“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 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 people.

A.4 Events DC is seeking a qualified contractor (the “Contractor”) to provide L-200-25 Congressional Conventioneer Lecterns (the “Goods”), on behalf of the Facilities and Operation Department. The Contractor shall deliver the Goods on an as needed basis to the Convention Center’s house dock located at 801 Allen Y. Lew Place, NW, Washington, DC 20001 and/or at any other venue owned, managed and/or controlled by Events DC.

A.5 Events DC intends to award a firm-fixed price contract (“the Contract”) for the purchase of the Goods 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.6 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 e-Procurement system will be considered informal and non-binding.

Questions must be received no later than Tuesday, February 17, 2026, 5:00 PM, EST. Events DC will not consider any questions received after this date.

-End of Section A-

Supply of L-200-25 Congressional Conventioneer Lecterns

SECTION B – GENERAL INFORMATION

B.1 CONTRACTOR QUALIFICATIONS

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

(a) Possess at least three (3) years of documented experience supplying and delivering the Goods;

(b) Identify any additional required experience, qualifications, licenses, certifications, etc…; and

(c) Possess all licenses required by District, Federal and State law to provide the Goods set forth in this solicitation.

B.2 PRICING/COSTS

(a) Bidders shall provide firm-fixed prices for the Goods specified in Section C below for the Base Term and all Option Years; and

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

-End of Section B-

Supply of L-200-25 Congressional Conventioneer Lecterns

SECTION C – SCOPE OF WORK/SPECIFICATIONS AND OTHER REQUIREMENTS

C.1 SPECIFICATIONS/SCOPE OF WORK

(a) The Contractor shall conduct all services in connection with the Goods 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.

(b) The Contractor shall provide L-200-25 Congressional Conventioneer Lecterns with approximate dimensions of 25"w x 23 ½" d x 48"h which shall include:

i Solid wood corners laminated with KSI Warm Cherry, field removeable for future replacement;

ii Top shelf from KSI Warm Cherry Laminate - field removable for future replacement;

iii Flat work surface from black matrix laminate with a matching pencil ledge;

iv HLD-12 - 12" LED Little lite gooseneck light - presenter’s left;

v (1) - XLR female adapter on the work surface - presenter’s right;

vi (1) - XLR male adapter on the lower (presenter’s right) side of the lectern;

vii Fixed middle storage shelf with open storage;

viii RR-CST-LOCK - (2) front recessed swivel casters and (2) rear locking swivel casters;

ix EL-RR - 6 outlet strip with circuit breaker; and x Power inlet in lectern side - presenter’s right

(c) Events DC may request the Contractor to supply additional goods not specified above, on an as needed basis. The Contractor shall provide the COTR with a written quote within the timeframe specified.

C.1.1 PRODUCT REQUIREMENTS

Products furnished under these specifications shall meet or exceed the following requirements:

(a) Shall be new, unused, and a currently standard product of an established manufacturer except for such deviations as may be required.

(b) Shall present a neat, well-finished appearance inside and outside and shall be free of all imperfections and/or defects which might affect appearance, normal life or serviceability. If the Goods are delivered damaged and/or have imperfections, the Contractor shall replace the items within fourteen (14) days after notification by Events DC of such damage.

(c) Details not specified herein will be in accordance with standard commercial practices for products of these types.

C.1.2 ALTERNATE PRODUCTS

Whenever in the specifications any product is requested or specified by manufacturer name, proprietary name or patent, such specifications shall be used for the purpose of facilitating descriptions of the product and shall be followed by the words “or equivalent”. Bid responses submitted for products considered by the Contractor to be acceptable to the brand names or manufacturer’s catalog references

Supply of L-200-25 Congressional Conventioneer Lecterns specified herein must be submitted with technical literature and/or detailed product brochures so that the products can be properly evaluated to determine if acceptable. Bids submitted without such product information may be considered non-responsive and rejected. The Chief Contracting Officer shall be the sole judge as to the acceptability of alternate products offered. The Contractor shall indicate in their submittal any variation between the products offered and the literature or specification sheets submitted.

C.2 DELIVERY

(a) The Contractor shall deliver the Goods to the Convention Center’s house dock located at 801 Allen Y. Lew Place, NW, Washington DC, 20001, Attention: Matt Taylor, Central Plant.

(b) Deliveries shall be made to the house dock between the hours of 4:00 am and 7:00 am, Monday through Friday. Emergency deliveries shall be delivered as dictated by the COTR.

(c) 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/or any other venue owned, controlled and/or managed by Events DC (address to be provided at the time of request).

C.3 WARRANTY

(a) All Goods furnished shall be newly manufactured and free from defects in material and workmanship. If any product is delivered damaged, the Contractor shall replace within two (2) weeks of notification by Events DC of such damage;

(b) The Contractor shall provide the manufacturer’s standard warranty; and

(c) The Contractor shall warrant all labor and material for a period of one (1) year.

-End of Section C-

Supply of L-200-25 Congressional Conventioneer Lecterns

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:

DELIVERABLE

METHOD

OF

DELIVERY

DUE

DATE TO WHOM

Goods per Section C.1 Deliver to House Dock

As outlined by COTR COTR

Written quote for all Goods delivered

E-mail As outlined by COTR COTR

Manufacturer’s warranty on all required items in Section C.1 E-mail

Upon delivery of

Goods, prior to payment

COTR

Invoice(s) E-mail Monthly COTR and Invoices@eventsdc.com

-End of Section D-

Supply of L-200-25 Congressional Conventioneer Lecterns

SECTION E – STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Provisions are located under the File Tab of the quotation. 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-

Supply of L-200-25 Congressional Conventioneer Lecterns

SECTION F – EVALUATION OF RESPONSES

F.1 EVALUATION OF RESPONSES

(a) Events DC intends to award a Contract 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 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 quotation 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”).

-End of Section F-

Supply of L-200-25 Congressional Conventioneer Lecterns

SECTION G - SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted electronically no later than Tuesday, February 17, 2026, 5:00 PM, EST, 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 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 DSLBD 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 All Bidders must submit responses electronically via the e-Procurement system 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

Macky Cherif

Contracts and Procurement Analyst I Email: macky.cherif@eventsdc.com Phone: (202) 249-3038

-End of Section G-mailto:macky.cherif@eventsdc.com

Supply of L-200-25 Congressional Conventioneer Lecterns

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 Form Attachment B – Events DC’s Standard Contract Provisions

-End of Section H-

Supply of L-200-25 Congressional Conventioneer Lecterns

ATTACHMENT A

QUOTE/PRICING FORM

SUPPLY OF L-200-25 CONGRESSIONAL CONVENTIONEER LECTERNS

Please set forth the unit price for each line item in the pricing table below for the Base Term and all Option Years. If applicable, the Contractor shall provide a published schedule of pricing for the items identified below:

Model/Description Base Term Option Year One

Option Year Two

Option Year Three

Option Year Four

L-200-25

Congressional Conventioneer

Lecterns:

approximate dimensions - 25"w x 23 ½" d x 48"h

Solid wood corners laminated with KSI

Warm Cherry

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 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 following the date of quote.