Audiovisual and acoustical technical assessment services

The Washington Convention and Sports Authority, operating as Events DC, a District of Columbia independent authority, is soliciting proposals for Audiovisual and Acoustical Technical Assessment Services at the Walter E. Washington Convention Center through Request for Proposal (RFP) #25-S-047. The procurement seeks qualified contractors to conduct a comprehensive technical assessment of the existing sound systems and assisted listening systems throughout the 2.3 million square foot Convention Center, which encompasses 703,000 square feet of exhibit space, 77+ meeting rooms, five exhibit halls, ballrooms, and various public spaces across five vertical levels. Deliverables include system condition evaluation, comprehensive assessment of audio systems across all facility spaces, detailed assessment reports with industry standard references, deficiency lists categorized in three priority levels, return-on-investment cost estimates, phased upgrade roadmaps, Americans with Disabilities Act compliance gap analysis, and conceptual design recommendations for upgrades. Required qualifications include a Project Manager with 10+ years' experience with large public assembly venues, an AV Systems Engineer with five years' experience and current CTS-D certification from AVIXA, an Acoustical Consultant with five years' experience in assisted listening systems, and an overall minimum of 10 years' experience providing audiovisual, assisted listening systems, and acoustical assessments for at least three large-scale facilities exceeding 1 million square feet. The evaluation will be scored on a maximum of 112 points, consisting of 85 points for technical evaluation (including key personnel qualifications, specialized experience and references, and technical approach) and 15 points for price evaluation, plus up to 12 preference points for qualified Certified Business Enterprises. A pre-proposal conference and site visit are scheduled for May 5, 2026 at 10:30 AM EST, questions are due by May 8, 2026 at 5:00 PM EST, and proposals must be submitted by May 29, 2026 at 5:00 PM EST, with the base contract term extending from award date through September 30, 2027, plus four optional one-year renewal periods.

Events DC has established a 35% set-aside for Certified Business Enterprises (CBEs) as required under the Small and Certified Business Enterprise Development and Assistance Amendment Act of 2014, with additional preference points available for qualified CBEs in the evaluation process. For contracts exceeding $250,000, contractors must award thirty-five percent of the contract value to Small Business Enterprises or Certified Business Enterprises, with potential waiver options if insufficient SBEs are available. All contractors must comply with the District's First Source Employment Agreement and Living Wage Act provisions, maintain comprehensive insurance coverage ranging from $1,000,000 to $5,000,000 depending on coverage type with Events DC named as additional insured, and adhere to applicable Service Contract Act wage determinations. Additionally, contractors must obtain a Tax Certificate of Good Standing from the District of Columbia Office of Tax and Revenue and submit completed representations and certifications, disclosure statements regarding relationships with Events DC Board members and executive staff, W-9 forms, and ACH authorization forms as conditions of proposal submission. No incumbent vendors or current contractors are identified in the solicitation documentation. The specific contract award value is not disclosed in the RFP materials provided; however, the contract is structured as a firm-fixed-price arrangement with fully-loaded hourly rates required for four labor categories: Project Manager, Lead Technician, AV Systems Engineer/Designer, and Acoustical Consultant, with pricing remaining valid for ninety calendar days from submission date.