SOLICITATION, OFFER, AND

AWARD

1. Caption

Positive Truck Route Signage

Page of Pages

2. Contract Number 3. Solicitation Number

DCKA-2026-Q-0150

4. Type of Solicitation 5. Date Issued

6. Type of Market

X Open Set Aside

X

7. Issued By:

Office of Contracting and Procurement supporting the District Department of Transportation 250 M Street SE, Washington, DC 20003

8. Address Offer to:

Office of Contracting and Procurement supporting the District Department of Transportation 250 M Street SE, Washington, DC 20003

NOTE: In sealed bid solicitations "offer" and offeror" means "bid" and "bidder"

SOLICITATION

9. Sealed offers in original and See § L copies for furnishing the supplies or services in the Schedule will be received at address in 8 above until See § L local time on See § L CAUTION: Late Submissions, Modifications and Withdrawals: See 27 DCMR chapters 15 & 16 as applicable. All offers are subject to all terms & conditions contained in this solicitation.

10. For Information Contact

A. Name Nasehullah Nasihi-Contract Specialist

B. Telephone C. E-mail Address (Area Code) Email Only

(Number) Email Only

(Ext) Nasehullah.Nasihi@dc.gov

11. Table of Contents

(X) Section Description Page No. (X) Section Description Page

No.

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 39

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2 PART III – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACH.

X C DESCRIPTION/SPECS/WORK STATEMENT 3 X J LIST OF ATTACHMENTS 57

X D PACKAGING AND MARKING PART IV – REPRESENTATION AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 10 X K REPRESENTATIONS, CERTIFICATIONS, AND

OTHER STATEMENTS OF OFFERORS 58

X F DELIVERIES OR PERFORMANCE 11

X G CONTRACT ADMINISTRATION DATA 13 X L INSTRUCTIONS, CONDITIONS, AND NOTICES

TO OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS 32 X M EVALUATION FACTORS FOR AWARD 65

OFFER

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified herein.

13Not Applicable

14. Acknowledgement of Amendments (The offeror acknowledges receipt of amendments to the SOLICITATION):

Amendment Number Date Amendment Number Date

15A. Name and Address of Offeror

16. Name and Title of Person Authorized to Sign Offer/Contract

15B. Telephone 15 C. Check if remittance address is different from above - Refer to Section G

17. Signature 18. Offer Date (Area Code) (Number) (Ext)

AWARD (TO BE COMPLETED BY GOVERNMENT)

19. Accepted as to Items Numbered 20. Amount 21. Accounting and Appropriation

22. Name of Contracting Officer (Type or Print) 23. Signature of Contracting Officer (District of Columbia)

24. Award Date

Government of the District of Columbia Office of Contracting & Procurement

Open with Sub- Contracting Set Aside

Sealed Bid (IFB) Sealed

Proposals (RFP) Sole Source

Request for Qualifications Emergency

Not Including Attachments

SECTION B: SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 The District of Columbia Office of Contracting and Procurement (“OCP”), for and on behalf of The District of Columbia Department of Transportation (“DDOT”) (the “District”), pursuant to the Procurement Practices Reform Act of 2010 (“PPRA”), and 27 DCMR Chapter 26, is issuing this Request for Qualifications (“RFQ”) to solicit Statements of Qualifications (“SOQ”s) from architecture and engineering firms (“Offeror” or “Contractor” or “Consultant”) interested in developing the final design of a positive truck route signage network for the District of Columbia (the “Project”).

B.2 TYPE OF CONTRACT

B.2.1 This is a fixed-price contract pursuant to 27 DCMR § 2402 and 23 CFR 172.9(3) compensated using specific rates of compensation.

B.3 RESERVED

Positive Truck Route Signage - Design DCKA-2026-Q-0150 Page 3 of 67

SECTION C: DESCRIPTION/SPECIFICATION/WORK

STATEMENT

C.1 BACKGROUND AND GOALS

The District of Columbia Department of Transportation (DDOT) is a state department of transportation and currently utilizes an advisory designated truck and bus route network, which encourages, but does not require, heavy vehicles to travel along designated routes.

The District also designates bus restrictions and through-truck restrictions along residential streets, which are enforced by the Metropolitan Police Department (MPD) when there is associated signage in place. Other jurisdictions, however, utilize mandatory truck routes, which are signed to enable enforcement partners to cite heavy vehicles for traveling on all other roadways, except when making local deliveries.

The goal of this project is to develop a phased, prioritized signage plan. Implementation of the signage plan will require the development of a positive truck route signage network, development of final sign locations and maps, detailing the sign specifications for each location, and review and recommendation for regulatory changes to the District of Columbia Municipal Regulations. The term “positive” truck route signage network refers to a strategic change that clearly identifies preferred or required routes where trucks should travel. This differs from the District’s current approach of a negative signage strategy, which only signs routes where trucks are prohibited unless they are making a local delivery.

C.2 RESPONSIBILITIES OF CONSULTANT

C.2.1 Contractor shall perform its services consistent with the skill and care ordinarily provided by consultants in consultant's profession practicing in the Washington, D.C. metropolitan area on projects of a similar type, cost, and size. The Contractor shall perform its services as expeditiously as is consistent with such skill and care and the orderly progress of the Project. Nothing herein shall be construed to limit or diminish the applicability of 27

DCMR §§ 2630, 2632.

C.2.2 Contractor shall identify a representative authorized to act on behalf of the Contractor with respect to the Contract between Contractor and the District.

C.2.3 Contractor shall not engage in any activity, or accept any employment, interest or compensation that would reasonably appear to compromise the Contractor's judgment with respect to this Project, except with DDOT's prior knowledge and prior written consent.

C.2.4 In the conduct of all activities required for or otherwise related to the performance of the

Contract, Contractor shall conform to and uphold all established ethical principles and professional standards of practice governing the consultant's profession in the District of Columbia, and in any jurisdiction where the Contractor may be licensed or registered.

DCKA-2026-Q-0150 Page 4 of 67

C.2.5 Contractor shall provide all necessary expertise and services and to have and maintain appropriate licenses that meet District of Columbia requirements to professionally and diligently prosecute the work authorized.

C.2.6 Contractor shall contract for or employ at Contractor's expense, subconsultants to the extent deemed necessary for the work, with the prior written consent of DDOT.

C.2.7 Contractor shall consult with normal and customary employees, agencies, and/or representatives of the District of Columbia regarding the work.

C.2.8 Contractor shall work effectively with other District of Columbia and federal agencies.

C.2.9 Contractor shall abide by all regulations imposed by funding sources, such as auditing requirements and payroll affidavits.

C.2.10 Contractor shall perform its services in accordance with all applicable District and federal laws, codes, regulations, standards, guidelines, and orders.

C.2.11 When reviewing, evaluating, monitoring, coordinating, and reporting with respect to the services of other consultants and contractors, Contractor shall apply all applicable District and federal laws, codes, regulations, standards, guidelines, and orders, including, without limitation, the then-current version of the District of Columbia Department of Transportation (DDOT) Standard Specifications for Highways and Structures.

C.2.12 Neither the District's review, approval or acceptance of, nor payment for, any of the services required under the Contract shall be construed to operate as a waiver of any rights under the Contract or of any cause of action arising out of the performance of this contract, and the Contractor shall be and remain liable to the District in accordance with applicable law for all damages to the District caused by the Contractor's negligent performance of any of the services furnished under the Contract.

C.3 SCOPE OF WORK

The Office of Contracting and Procurement, on behalf of the District Department of Transportation, seeks a contractor to develop the final design of a positive truck route signage network (“Signage Network”) for the District of Columbia. The Signage Network will transition the District of Columbia’s freight network from advisory to compulsory, establishing required routes for trucks to utilize unless making a local delivery. The design of the Signage Network will build upon previous concept development work to determine the final positive truck route signage network, including the appropriate location of signs to notify freight carriers of the District’s freight network.

The deliverables include a final Signage Network, proposed language to revise relevant regulations, as well as detailed, production-ready sign designs with locations, materials, colors, dimensions, cost estimates, and installation requirements.

C.3.1 Project Management/Tasks

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C.3.1.1 The Contractor shall prepare a project management plan (PMP) at the start of the project and update it monthly. An outline of the proposed PMP shall be delivered to DDOT for review prior to the kick-off meeting to guide discussion and ideation.

Information included in the PMP shall be as follows:

C.3.1.1.1 Project description and objectives C.3.1.1.2 Project team organization chart and contact information C.3.1.1.3 Project communication procedures C.3.1.1.4 Project budget and performance control C.3.1.1.5 Scope of work C.3.1.1.6 Deliverables C.3.1.1.7 Project schedule (To be developed based on mutual agreement with DDOT) C.3.1.1.8 Quality Assurance and Quality Check procedures C.3.1.1.9 Change management C.3.1.1.10 Risk management procedures

C.3.1.2 The Contractor shall schedule a kick-off meeting with DDOT upon contract award.

The meeting shall enable the contractor and DDOT to discuss the proposed Project Management Plan.

C.3.1.3 The Contractor shall deliver a final draft PMP for DDOT to review and comment within a mutually agreed upon schedule after the kick-off meeting.

C.3.1.4 The Contractor shall prepare a progress report to accompany monthly invoices. The progress reports shall alert DDOT to events that threaten to adversely affect cost or schedule compare actual and expected costs, compare actual and expected progress on deliverables. In addition, the progress reports shall remind DDOT of any actions required of DDOT to keep the project on target. The PMP will be used to track progress and keep the project on schedule and within budget.

C.3.1.5 The Contractor shall attend bi-weekly progress and coordination meetings with DDOT.

C.3.2 Development of Positive Truck Route Signage Network

C.3.2.1 The Contractor shall prepare the positive truck route signage network (“Signage

Network”) for DDOT to review and comment.

C.3.2.1.1 The Contractor shall develop a draft Signage Network using as its basis the findings of a previously completed conceptual plan and DDOT’s Positive Truck Signage Study (See Section C.4).

C.3.2.1.2 The Contractor shall also review and consider comments received from the trucking industry, MPD enforcement officers, and partner agency representatives when developing the draft Signage Network for review.

C.3.2.2 In the development of the draft Signage Network, the Contractor shall also assess existing field conditions, including functional classification, number of lanes, lane widths, vertical clearances, land uses, pavement types, modal priorities, traffic

DCKA-2026-Q-0150 Page 6 of 67 engineering standards, and network connectivity using Nearmap, Google Streetview, Signworks, GeoTab, site visits, surveys and other tools.

C.3.2.3 The Contractor shall develop and deliver a map of the proposed Signage Network suitable for public engagement.

C.3.2.4 The Contractor shall develop and deliver engineering plans for implementation of the Signage Network, which shall include signage locations, quantities, and specifications.

These specifications will be based on the requirements of the 11th Edition Manual on Uniform Traffic Control Devices (MUTCD) and DDOT’s signage standards and wayfinding standards.

C.3.2.5 The Contractor shall include cost estimates for sign purchase, installation, removal, and maintenance in the Signage Network

C.3.2.6 The Contractor shall prepare and include an explanation of the methodology used to develop the draft Signage Network in the Signage Network package submitted to DDOT.

C.3.2.7 The Contractor shall submit the draft Signage Network to DDOT for internal review and comment. The Contractor shall incorporate DDOT’s comments and requested revisions into the draft Signage Network used for Task C.3.3.

C.3.3 Public and Stakeholder Outreach and Input Collection

C.3.3.1 Stakeholder Outreach and Input Collection:

C.3.3.1.1 The Contractor shall develop presentations suitable for presenting the Signage

Network to freight stakeholders, including regional freight planning officials, District enforcement officials (MPD), and representatives of the trucking industry.

The presentation shall explain the network development process, stakeholder input sessions, major changes to the truck network, and expected benefits of the new signage network.

C.3.3.1.2 DDOT will identify the relevant stakeholders and organize the meetings for these presentations.

C.3.3.1.3 One Contractor representative shall attend each stakeholder outreach meeting with these three groups (three meetings) to track attendance and record comments during the meeting.

C.3.3.2 Public Outreach and Input Collection:

C.3.3.2.1 The Contractor shall develop presentations suitable for public consumption regarding the draft and final presentation of the draft Signage Network. The presentation shall explain the network development process, stakeholder input sessions, major changes to the truck network, and expected benefits of the new network.

C.3.3.2.2 The Contractor shall develop a brief survey for distribution and response collection for members of the public to submit comments from the public meetings.

DCKA-2026-Q-0150 Page 7 of 67

C.3.3.2.3 The Contractor shall track comments received during the public meeting as well as the number of attendees at each meeting.

C.3.3.3 The Contractor shall compile a summary of the comments from the stakeholder outreach process and public input process into an engagement report. This report shall be included as a section of the final plan document.

C.3.4 Final Network Design and Installation/Removal Plan Development

C.3.4.1 Using feedback from the public engagement meetings, stakeholder engagement meetings, and community survey, the Contractor shall develop a draft and final network design and installation/removal report. This report shall be based on the determinations made for the development of the Signage Network (Section C.3.2) and the responses received from the public outreach (Section C.3.3). The final report shall contain final Plans, Specification, and Estimate as follows:

C.3.4.1.1 A report detailing the path to final design, revisions made based on input received during task C.3.3, existing conditions analysis, and alternatives considered.

C.3.4.1.2 Electronic and hard copy maps of the final Signage Network.

C.3.4.1.3 Revised final signage plan details, including electronically mapped locations, quantity sheets, and specifications for use in the installation of the Signage Network.

C.3.4.1.3.1 The signage plan shall include a report categorizing the signs into three groups by type: gateway locations, intersecting truck routes, and reinforcement signs.

C.3.4.1.4 A revised cost estimate for sign purchase, installation, and maintenance.

C.3.4.1.5 A proposed installation plan with work sequences by corridor, ward, or some other grouping for DDOT review and approval.

C.3.4.1.6 A white paper reviewing existing truck routing regulations in the District of

Columbia. The paper shall identify existing regulations that will need to be revised to support the operation of the new system.

C.3.4.2 The Contractor shall also develop a draft and final presentation of the Signage Network and the process used for its development that DDOT can provide to required federal approvers (Federal Highway Administration, District of Columbia State Historic Preservation Office, National Park Service).

C.4 APPLICABLE DOCUMENTS INCORPORATED BY REFERENCE

The following documents are applicable to this procurement and are hereby incorporated by reference:

Title Link

DCKA-2026-Q-0150 Page 8 of 67

DDOT Positive Truck Signage Study, 2023 https://ddot.dc.gov/sites/default/files/dc/sites/dd ot/PTR%20Executive%20Summary%2009.06.

2023_Long%20version.pdf

DDOT Positive Truck Signage Study, Task 5a Conceptual Plan and Order of Magnitude Cost Estimate

See Attachment J.19

DDOT Construction Management Manual – January 2021 https://ddotwiki.atlassian.net/wiki/spaces/COM /pages/2069271070/Standards+and+Manuals#C onstruction-Management-Manual

DDOT Work Zone Temporary Traffic Control Manual, 2006 https://ddot.dc.gov/sites/default/files/dc/sites/dd ot/publication/attachments/ddot_work_zone_te mporary_traffic_control_manual_2006.pdf

DDOT Design and Engineering Manual, https://ddotwiki.atlassian.net/wiki/spaces/COM /pages/2069271070/Standards+and+Manuals#S tandardsandManuals-StandardDrawings

Manual on Uniform Traffic Control Devices, 11th Edition https://mutcd.fhwa.dot.gov/pdfs/11th_Edition/ mutcd11thedition.pdf https://ddotwiki.atlassian.net/wiki/spaces/COM/pages/2069271070/Standards+and+Manuals#Construction-Management-Manual%20 https://ddotwiki.atlassian.net/wiki/spaces/COM/pages/2069271070/Standards+and+Manuals#Construction-Management-Manual%20 https://ddotwiki.atlassian.net/wiki/spaces/COM/pages/2069271070/Standards+and+Manuals#Construction-Management-Manual%20 https://ddotwiki.atlassian.net/wiki/spaces/COM/pages/2069271070/Standards+and+Manuals#Construction-Management-Manual%20 https://ddot.dc.gov/sites/default/files/dc/sites/ddot/publication/attachments/ddot_work_zone_temporary_traffic_control_manual_2006.pdf https://ddot.dc.gov/sites/default/files/dc/sites/ddot/publication/attachments/ddot_work_zone_temporary_traffic_control_manual_2006.pdf https://ddot.dc.gov/sites/default/files/dc/sites/ddot/publication/attachments/ddot_work_zone_temporary_traffic_control_manual_2006.pdf https://mutcd.fhwa.dot.gov/pdfs/11th_Edition/mutcd11thedition.pdf https://mutcd.fhwa.dot.gov/pdfs/11th_Edition/mutcd11thedition.pdf

DCKA-2026-Q-0150 Page 9 of 67

SECTION D: RESERVED

DCKA-2026-Q-0150 Page 10 of 67

SECTION E: INSPECTION AND ACCEPTANCE

E.1 The inspection and acceptance requirements for this contract shall be governed by clause number six (6), Inspection of Services of the Government of the District of Columbia's Standard Contract Provisions for use with Supplies and Services Contracts, dated July 2010. (Attachment J.15)

E.2 Performance monitoring by DDOT will take place daily, monthly, and annually as required. Performance monitoring will be conducted by the DDOT Contract Administrator (CA). The CA will manage each project in accordance with the terms of the order and as delegated by the Contracting Officer in the CA Delegation Letter.

DCKA-2026-Q-0150 Page 11 of 67

SECTION F: DELIVERIES OR PERFORMANCE

F.1 TERM OF CONTRACT

F.1.1 The term of the Contract shall be for a period of thirteen (13) months from date of award specified in block 24 on the Contract Form signature page.

F.2 RESERVED

F.3 DELIVERABLES

F.3.1 The Contractor shall be responsible for the professional quality, technical accuracy, and the coordination of all studies, reports, recommendations, and other deliverables it furnishes under this Contract. The Contractor shall, without additional compensation, correct or revise any non-conforming deliverables if the non-conformance is a result of errors in the Contractor’s studies, reports, recommendations, and other deliverables.

F.3.2 All studies, reports, recommendations, and other deliverables are subject to the review and approval of DDOT. DDOT shall coordinate reviews with any other involved agencies and serve as the one point of contact for all review and approval. The Contractor shall prepare, modify, and correct all such non-conforming deliverables in sufficient detail to secure such approval.

F.3.3 The Consultant shall be responsible for the professional quality, technical accuracy, and the coordination of all reports, recommendations, and other deliverables it furnishes under the Contract. The Consultant shall, without additional compensation, correct or revise any non-conforming deliverables, if the non-conformance is a result of errors in the Consultant’s reports, recommendations, and/or other deliverables.

F.3.4 The Contractor shall perform the activities required to successfully complete the

District’s requirements and submit each deliverable to the Contract Administrator (CA) as identified in the following table:

Contact Section Deliverable Quantity Format/Method of Delivery Due Date

C.3.1.1 Project Management Plan: draft and final 2 Electronic/PDF TBD

C.3.1.4 Monthly Progress Reports and Invoices 13 Electronic/PDF Monthly

C.3.2 Draft Signage Network

1 Electronic/PDF TBD

C.3.2.2.1 C.3.2.2.3

Memorandum of interviews with trucking industry, MPD, partner agencies and inclusion in the draft network

1 Electronic/PDF

TBD

C.3.2.3 Existing field conditions report 1 Electronic/PDF TBD

DCKA-2026-Q-0150 Page 12 of 67

C.3.2.4 Map of the Signage Network

1 Electronic/GIS TBD

C.3.2.5 Map and report of signage locations, quantities, specifications

1 Electronic/GIS TBD

C.3.2.6 Cost estimates for sign purchase, installation, removal, and maintenance

1 Electronic/PDF TBD

C.3.3.1 Community Engagement Plan: draft and final

2 Electronic/PDF TBD

C.3.3.2 Draft and final presentation for public engagement meetings 2 Electronic/PDF TBD

C.3.3.3 Public survey soliciting feedback about the draft Signage Network. 2 Electronic/GIS TBD

C.3.3.4 Social media plan and materials Varies Electronic/PDF TBD

C.3.3.5 Community engagement memorandum 1 Electronic/PDF TBD

C.3.4.3

Final Implementation & Installation Report, including Plans, Specification, and Estimate

1 Electronic/PDF

C.3.4.5

Development of presentation of plans to required federal approvers (FHWA, DC SHPO, NPS).

1 Electronic/PDF

DCKA-2026-Q-0150 Page 13 of 67

SECTION G: CONTRACT ADMINISTRATION DATA

G.1 INVOICE PAYMENT

G.1.1 The District will make payments to the Contractor, upon the submission of proper invoices, at the prices stipulated in this contract, for supplies delivered and accepted or services performed and accepted, less any discounts, allowances or adjustments provided for in this contract.

G.1.2 The District will pay the Contractor on or before the 30th day after receiving a proper invoice from the Contractor.

G.2 INVOICE SUBMITTAL

a) The Contractor shall create and submit applications for payment in an electronic format through the DC Vendor Portal, https://vendorportal.dc.gov.

b) Unless otherwise specified in the Contract, the Contractor shall submit proper invoices on a monthly basis.

c) To constitute a proper invoice, the Contractor shall enter all required information into the

Portal after selecting the applicable purchase order number, which is listed on the Contractor’s profile.

G.3 PAYMENT

G.3.1 The compensation method for this Contract is specific rates of compensation.

G.3.2 When compensation is based on labor hours, the consultant’s compensation shall be based upon a loaded hourly rate which includes the total of Direct Salary Expense (DSE), the approved final indirect cost rate, and, under certain circumstances as defined below, profit. When the compensation method is specific rates of compensation or cost per unit of work, profit shall also be included in the negotiated fully loaded rates. Loaded hourly rates must be included for each of the key personnel positions identified in Attachment J.7 as well as for all personnel in other work classifications which may be necessary to perform the requirement.

G.3.3 Profit: Profit will be negotiated based on the unique complexities and performance risks of each project. The negotiated profit rate shall not exceed ten percent (10%) except in extraordinary circumstances as determined by the Contracting Officer. Profit shall be included in the negotiated fully loaded rates.

G.3.4 Direct Salary Expense (DSE)

G.3.4.1 DSE is defined as the actual salaries, expressed on an hourly wage basis, prior to deductions for employment taxes (such as FICA, Medicare, income tax withholding) and employee-paid benefits, of all personnel, including Contractor's employees directly https://vendorportal.dc.gov/

DCKA-2026-Q-0150 Page 14 of 67 engaged on the Project (and performing consultations or research or preparing documents for the Project). DSE shall exclude mandatory and customary fringe benefits, overhead expense, and profit relating to the Project. Any multiplier applied to such DSE shall be for the purpose of covering such fringe benefits, expense, and profit.

All personnel shall mean anyone employed by the Contractor and its subconsultants including, but not limited to, Key Personnel as defined in this contract, engineers, architects, officers, principals, associates, CADD technicians, designers, job captains, draftspersons, and writers, who are performing consultation, research or design, or who are producing documents pertaining to the Project, or who are performing program management services during planning, design, or construction of the Project or any component thereof that are directly attributable to, and necessary for, program management related to such planning, design, or construction.

G.3.4.2 In the event a DSE is misrepresented by the Contractor, the District reserves the right to adjust the compensation paid to the Contractor to reflect the difference between the reimbursed and actual allowable DSE.

G.3.4.3 The use of overtime may be authorized under this Contract if the overtime premium does not exceed an amount approved by the Contracting Officer for work:

G.3.4.3.1 Necessary to cope with emergencies such as those resulting from accidents, natural disasters, breakdowns of production equipment, or occasional production bottlenecks of a sporadic nature;

G.3.4.3.2 By indirect-labor employees such as those performing duties in connection with administration, protection, transportation, maintenance, standby plant protection, operation of utilities, or accounting;

G.3.4.3.3 To perform tests, industrial processes, laboratory procedures, loading or unloading of transportation conveyances, and operations in flight or afloat that are continuous in nature and cannot reasonably be interrupted or completed otherwise; or

G.3.4.3.4 That will result in lower overall costs to the District.

G.3.4.3.5 All requests for estimated overtime premiums shall include all estimated overtime for Contract completion and shall:

1) Identify the work unit; e.g., department or section in which the requested overtime will be used, together with present workload, staffing, and other data of the affected unit sufficient to permit the Contracting Officer to evaluate the necessity for the overtime;

2) Demonstrate the effect that denial of the request will have on the contract delivery or performance schedule;

3) Identify the extent to which approval of overtime would affect the performance or payments in connection with other District contracts, together with identification of each affected contract; and

DCKA-2026-Q-0150 Page 15 of 67

4) Provide reasons why the required work cannot be performed by using multishift operations or by employing additional personnel.

G.3.5 Other Direct Costs ("ODC"): Contractor is authorized reimbursement of ODCs subject to the following provisions.

G.3.5.1 Types, rates, and amounts of allowable ODCs, if any, shall be negotiated. ODCs, if allowed, shall be subject to a maximum not-to-exceed amount.

G.3.5.2 Non-salary direct costs shall include purchase and rental of all materials, supplies, and equipment necessary for the performance of the services on each assignment and cost of outside professional consulting or contracting services, all at invoiced cost to the Contractor, plus the cost of communications and reproductions directly chargeable to the project, plus necessary travel and per diem expenses. The purchase of outside professional consulting or contracting services is allowable when the employment type is an individual (Sole Proprietor) acting as an independent contractor (i.e., 1099) or when the service customarily includes a cost per unit of work (e.g., Drill Rig & Crew, Test Pits for Utility Locating, etc.). Independent contractors shall be invoiced at the Contractor’s established fixed hourly rate with the independent consultant without indirect costs. The purchase cost of all materials, supplies and equipment, which are not for the exclusive use in providing the services included in this Agreement, are not allowed as non-salary direct costs and shall be included in the Contractor's overhead.

These items include, but are not limited to, copiers, computers, software, refrigerators, coffee makers, microwave ovens, cellular phones, pagers, helmets, tape measures, fire extinguishers, and professional books and references.

G.3.6 Equipment rental shall be billed at cost.

G.3.6.1 The cost of motor vehicle rentals and the cost of common carriers shall be the actual cost incurred. The cost of motor vehicle leases and rentals shall be the actual cost incurred, subject to audit. Leases must be supported by bona fide documentation from the leasing company and will only be allowed from established companies in the business of leasing vehicles.

G.3.6.2 For use of personal or company owned vehicles, the reimbursement rate per mile stipulated in the cost proposal, shall be the General Services Administration ("GSA") Privately Owned Vehicle mileage reimbursement rate published at the time the cost is incurred.

G.3.6.2.1 The Contractor shall maintain a mileage log for each project. The Contractor shall submit the project mileage log to the District with each invoice and upon request from the Contracting Officer.

G.3.6.3 For personnel in travel status, reimbursement of actual expenses up to the maximum amount per day will be allowed for meals and hotel. The allowable amount shall be GSA's per diem rates published for the performance location at the time the cost is incurred. Travel must be approved in advance and in writing by the District.

DCKA-2026-Q-0150 Page 16 of 67

G.3.6.4 Costs of time applied and charged directly to each assignment of the services of special outside consultants, contractors, or drafting services shall be included in non salary direct costs at rates stipulated in the proposal.

G.3.6.5 Invoiced cost to the Contractor of all technical computations for each assignment performed by outside commercial electronic computation services shall be included in non-salary direct costs.

G.3.7 Facilities Capital Cost of Money (FCCM): FCCM is an allowable expense subject to the following provisions.

G.3.7.1 If reimbursement of FCCM is proposed, it shall be separately stated in the cost proposal.

G.4 INDIRECT COST RATES (ICR)

The Contractor shall maintain a current approved indirect cost rate throughout the term of this Contract. To the maximum extent practicable, the District intends to negotiate contract costs based on the Contractor’s approved final indirect cost rate(s) from the Contractor’s most recently completed fiscal year. Consultants providing services under the Contract shall develop indirect cost rates on an annual basis in accordance with the Federal Cost Principles at 48 CFR Part 31 (Federal Acquisition Regulation). Notwithstanding the foregoing definition of DSE, Contractor's indirect cost rate shall comply with 48 CFR Part 31, 2 CFR Part 200, and 23 CFR § 172.

Subconsultant's indirect cost rates are subject to the same requirements. The Contractor shall provide separate indirect cost rates for home office and co-location when required. A Contractor's indirect cost rate(s) and business systems (e.g., Accounting System) are subject to audit throughout the life of the Contract. An indirect cost rate or business system that is cognizant-approved, or otherwise acceptable under then current laws and regulations, shall be used.

G.4.1 For Consultants with a field and home office indirect cost rate, the Contractor shall state which rate applies based on the preponderance of the work location.

G.4.2 For Consultants with a unitary rate, the District reserves the right to require project specific rates that reflects the causal-beneficial relationship between the Contractor's activities in the field and the pool of costs being reimbursed, and in accordance with 27 DCMR § 3313. Such rates will take precedence over the same audit rate for the period.

Such rates may be documented using an advance agreement.

G.4.3 A Contractor may voluntarily propose the use of an indirect cost rate that is lower than its current approved rate, and the Contracting Officer may accept such a rate via the execution of an advance agreement if a project specific rate or an indirect cost rate agreement.

G.4.4 The Contractor and subcontractor's indirect cost rates will be subject to review and audit by the OCP Assurance and Compliance Team (see Section G.6.1) and FHWA for

DCKA-2026-Q-0150 Page 17 of 67 the life of the Contract. A subcontractor is an independent contractor providing services to and under direct contract to the Contractor for a portion of the Contractor's negotiated services for individual orders placed under the Contract.

G.4.4.1 The District shall reimburse the Contractor for such indirect costs that are allowable, allocable, and reasonable under generally accepted accounting principles and as allowed in the Federal Acquisition Regulation Part 31 and not prohibited by the laws of the District of Columbia.

G.4.4.2 Such indirect costs designated as overhead in the Contractor's Cost Summary, shall be applied to an allocation base such as direct labor. The allocation base shall represent a logical grouping based on a causal-beneficial relationship of the allocation base to the final cost objectives.

G.4.4.3 Final indirect cost rate submissions shall be proposed utilizing one of the following types: (In order of preference)

1) An Indirect Cost Rate Schedule approved by a cognizant state or federal entity;

2) An arms-length auditing firm possessing the necessary credentials to perform such an audit in accordance with FAR Part 31 and a CO approved Certification of Final Indirect Costs; or

3) Self-Certification of Indirect Cost Rates ( See G.4.4.3.4 for more information).

G.4.4.3.1 If a Contractor receives an annual approval of its Indirect Cost Rates from a cognizant state of federal entity, it shall utilize G.4.4.3(1) as its final incurred cost submission type.

G.4.4.3.2 A fiscal year's rate determination, using one of the above, shall be used in establishing the current approved indirect cost rate except as permitted in § G.4.6 Use of District Safe Harbor Indirect Cost Rates.

G.4.4.3.3 An incurred cost submission provided under G.4.4.3 must be performed in accordance with Generally Accepted Government Auditing Standards (GAGAS), 48 Code of Federal Regulations (CFR) Part 31, 23 CFR 172, and the AASHTO Uniform Audit & Accounting Guide for Architectural & Engineering Consulting Firms (Attachment J.12).

G.4.4.3.4 A Contractor with greater than or equal to $1,000,000 in sales in two of the last three years is prohibited from utilizing § G.4.4.3(3) Self-Certification of Indirect Cost Rates. If requested by a Contractor, the Contracting Officer may grant a waiver to this requirement on a case-by-case basis.

G.4.4.4 Annual Indirect Cost Rate Package

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The annual incurred cost package shall be submitted to OCP (See § G.7) within six months of the Contractor's annual fiscal year end. Reasonable extensions, for exceptional circumstances only, may be requested in writing by the Contractor and granted in writing by the Contracting Officer.

The Contractor shall submit a complete and adequate incurred cost package in an electronic format using the DDOT Contractor Submission Portal at the following link:

https://caci.jotform.com/team/ocpddot-ac/ICR. Please note, when using this link, Consultants will receive automated e-mail correspondence from: noreply@formresponse.com. If you have any questions or issues using this link, please e-mail the OCP Assurance and Compliance Team at ocp.ddot-ac@dc.gov. The Contractor’s annual incurred cost package shall include:

G.4.4.4.1 Incurred Cost Submission (G.4.4.3)

G.4.4.4.2 Cost Summary- applicable only to work performed under cost type contracts for the fiscal year of the ICR submission. A cost summary is not applicable for fixed-price contracts negotiated based on an approved final indirect cost rate.

G.4.4.4.3 Internal Control Questionnaire for Consulting Engineers (See DDOT Contractor

Submission Portal)

G.4.4.4.4 Certification of Final Indirect Costs (Attachment J.8)

G.4.4.4.5 Executive Compensation Analysis Matrix (See DDOT Contractor Submission

Portal)

G.4.4.4.6 If requested, additional supporting documentation. All documents required for a complete and adequate submission can be accessed from the DDOT Contractor Submission Portal’s information page link: Checklist for ICR Submissions.

G.4.4.5 The Contractor shall submit certified payroll for all staff working on the Contract including certified payroll for all subconsultants (or when subconsultants are determined). Certified payroll will be required to be submitted annually throughout the life of the Contract.

G.4.4.6 At the Contracting Officer’s sole discretion, a Contractor that fails to maintain a current accepted ICR throughout the term of this Contract may constitute a material breach of Contract.

G.4.5 Provisional Indirect Cost Rates: If approved by the Contracting Officer, a provisional indirect cost rate may be used for subconsultants that do not have an approved final indirect cost rate at the time of award or the addition of the subconsultant to the Contract. Provisional indirect cost rates shall be established based on an indirect cost rate submission as outlined in § G.4.4.3.

G.4.5.1 If a subsequent audit determines that the provisional indirect cost rate (the rate applied to DSE in calculating the loaded hourly rates for this contract) is unjustified, the loaded hourly rates for the Contract will be recalculated using the final accepted indirect cost rate and the amounts payable under this Contract will be changed accordingly. Hourly

DCKA-2026-Q-0150 Page 19 of 67 billing rates will utilize the provisional indirect cost rate until an approved final indirect cost rate is accepted. This section applies when a provisional indirect cost rate was used in the negotiation and billing of costs.

G.4.5.2 If there is a difference between the subconsultant's final accepted indirect cost rate and the provisional indirect cost rate, the allowable cost under the Contract will be recalculated.

G.4.5.3 Costs negotiated on the basis of a provisional indirect cost rate are subject to the indirect cost rate true-up procedures in § G.4.5.2 regardless of the compensation method.

G.4.6 Use of District Safe Harbor Indirect Cost Rates: The safe harbor indirect cost rates reimburse a significant portion of the basic overhead costs while still incentivizing the Contractor to develop an actual indirect cost rate when able to do so. The District administers its Safe Harbor program in accordance with the District’s risk-based approach compliant with CFR title 23, § 172.11(c).

G.4.6.1 Safe Harbor Eligibility

New or start-up firms may request the use of the District’s Safe Harbor rates. Eligible firms include new firms that do not have the contract related cost history to use as a base for developing an overhead rate, and experienced consulting firms that may not have previous experience with federally or locally funded contracts for which an indirect cost rate would have been developed.

G.4.6.1.1 New or Start-up firms - Consultants that have less than one full fiscal year of business history, or

G.4.6.1.2 Established Consultants that lack previous experience with federally or locally funded contracts requiring the development of an overhead rate in compliance with applicable cost principles, and does not have an accounting system that properly segregates direct and indirect costs.

G.4.6.1.3 The Contractor shall have an adequate accounting system to be eligible to use the

Safe Harbor rate. The District will verify the status of a Contractor’s accounting system in the District, state of incorporation, or other states where the Contractor conducts business. For additional information on accounting systems, please see § G.5.

G.4.6.1.4 Modified Use of Modified Safe Harbor Rates. The District may establish a

Contractor’s final indirect cost rate for a given fiscal year at less than or equal to the Safe Harbor rates established in § G.4.6.3 when a Contractor is non-compliant with any part of §§ G.4 (i.e., G.4.4.4) and/or G.5. The District, at its sole discretion, reserves the right to limit the modified use of Safe Harbor rates for consecutive fiscal years and to Contractor’s making satisfactory progress towards compliance with §§ G.4 and G.5.

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G.4.6.2 Safe Harbor Terms and Conditions

G.4.6.2.1 Eligible consulting firms that use the Safe Harbor indirect cost rate, and do not have established salaries or wage rates for employees or classes of employees, use negotiated, fixed hourly labor rates for the direct labor portion of the contracted services. The negotiated direct labor rate should meet the reasonableness provisions as set forth in 2 CFR 200.404, considering the nature of the services to be provided.

Where appropriate for the scope of services under contract, a “fully loaded” hourly rate may be established utilizing a reasonable hourly direct labor rate, a safe harbor indirect cost rate as the overhead rate component, and an appropriate amount of fixed fee that considers the complexity and risk involved in performing the required services.

G.4.6.2.2 Use of the safe harbor rate is voluntary for the Contractor and the District.

G.4.6.2.3 Once requested by the consultant and agreed to by the CO, the safe harbor indirect cost rate must be utilized for the duration of the contract and may not be adjusted.

An advance agreement or indirect cost rate agreement shall be executed to establish the safe harbor rate for any prime or subconsultant.

G.4.6.3 Safe Harbor Indirect Cost Rates

G.4.6.3.1 Home Office: 110%

G.4.6.3.2 Field: 85%

G.5 CONTRACTOR ACCOUNTING SYSTEMS AND RELATED CONTROLS

Consultants shall establish and maintain an acceptable accounting system or systems that provide for accounting methods, procedures, and controls established to gather, record, classify, analyze, summarize, interpret, and present accurate and timely financial data for reporting in compliance with applicable laws, regulations, and management decisions, and may include subsystems for specific areas such as indirect and other direct costs, compensation, billing, labor, and general information technology.

If a Contractor’s accounting system has not been deemed adequate by a state or federal entity in the last three years, the Contractor shall submit an accounting system questionnaire in an electronic format through the DDOT Contractor Submission Portal, https://caci.jotform.com/team/ocpddot-ac/accountingsystem in conjunction with its next ICR submission. Please note, when using this link, Consultants will receive automated e-mail correspondence from: noreply@formresponse.com. If you have any questions or issues using this link, please e-mail the OCP Assurance and Compliance Team at ocp.ddot-ac@dc.gov.

G.5.1 Acceptable Accounting System Criteria – An acceptable accounting system provides reasonable assurances that the cost data is reliable, risk of misallocations and mischarges are minimized, cost allocations and charges are consistent with billing

DCKA-2026-Q-0150 Page 21 of 67 procedures, and applicable laws and regulations are obeyed. Accordingly, the District may consider the following criteria in determining the acceptability of Contractor accounting systems:

1. A sound internal control environment, accounting framework, and organizational structure;

2. Proper segregation of direct costs from indirect costs;

3. Identification and accumulation of direct costs by contract;

4. A logical and consistent method for the accumulation and allocation of indirect costs to intermediate and final cost objectives;

5. Accumulation of costs under general ledger control;

6. Reconciliation of subsidiary cost ledgers and cost objectives to general ledger;

7. Approval and documentation of adjusting entries;

8. Management reviews or internal audits of the system to ensure compliance with the

Contractor’s established policies, procedures, and accounting practices;

9. A timekeeping system that identifies employees’ labor by intermediate or final cost objectives;

10. A labor distribution system that charges direct and indirect labor to the appropriate cost objectives;

11. Interim (at least monthly) determination of costs charged to a contract through routine posting of books of account;

12. Exclusion from costs charged to Government contracts of amounts which are not allowable in terms of Federal Acquisition Regulation (FAR) part 31, Contract Cost Principles and Procedures, and other contract provisions;

13. Billings that can be reconciled to the cost accounts for both current and cumulative amounts claimed and comply with contract terms;

14. Adequate, reliable data for use in pricing follow-on acquisitions; and

15. Accounting practices in accordance with Generally Accepted Accounting Principles.

G.5.2 Accounting System Determination

G.5.2.1.1 The Contracting Officer, in consultation with the auditor or functional specialist, will review the findings and recommendations and, if there are no significant

DCKA-2026-Q-0150 Page 22 of 67 deficiencies, will promptly notify the Contractor that the accounting system is acceptable and approved.

G.5.3 Accounting System Deficiencies

The Contracting Officer will provide an initial determination to the Contractor, in writing, of any significant deficiencies. The initial determination will describe the deficiency in sufficient detail to allow the Contractor to understand the deficiency.

G.5.3.1.1 A significant deficiency for the accounting system means a shortcoming in the system that materially affects the ability of the District to rely upon information produced by the system that is needed for management purposes.

G.5.3.1.2 The Contractor shall respond, in writing, within 30 days to an initial determination that there are one or more significant deficiencies in the accounting system. The Contractor shall include a Corrective Action Plan (CAP) to address each deficiency and actions taken or planned to eliminate each deficiency .

G.5.3.1.3 The Contracting Officer will evaluate the Contractor’s response and notify the

Contractor, in writing, of the final determination. If the Contracting Officer determines that the Contractor’s corrective action plan is not sufficient to correct the significant deficiencies, the final determination may include a notice to withhold payments.

G.5.3.1.4 If the Contracting Officer issues the final determination with a notice to withhold payments for significant deficiencies in a Contractor’s accounting system, the Contracting Officer may withhold or direct the Contractor, in writing, to withhold not more than five percent of amounts due from its billings under the contract and any resulting orders until the Contracting Officer has determined that the Contractor has corrected all significant deficiencies as directed by the Contracting Officer’s final determination. The Contractor shall, within 45 days of receipt of the notice, either correct the deficiencies or submit an acceptable corrective action plan showing milestones and actions to sufficiently eliminate the deficiencies.

G.5.3.1.5 Upon resolution of all significant deficiencies, the Contracting Officer will promptly notify the Contractor of the approval of the previously disapproved accounting system and release the withheld payments.

G.6 REVIEW OF RECORDS – COGNIZANT ENTITY

G.6.1 The OCP Assurance and Compliance Team provides audit and financial advisory services to OCP including the evaluation, review, and audit of A/E contracts. The OCP Assurance and Compliance Team assists Contracting Officers in their determination that contract costs are allowable, allocable, and reasonable (See § G.4) and Contractors’ accounting systems are compliant with the accounting system criteria in § G.5.1).

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G.6.2 The OCP Assurance and Compliance Team can be contacted via email at ocp.ddot-ac@dc.gov.

G.7 RESERVED

G.8 FINAL PAYMENT

G.8.1.1 Upon satisfactory completion by the Contractor of the services, including the receipt of all plans, specifications, and estimates (PS&E) packages, reports, maps, notes, electronic data, and other related deliverables which are required to be furnished by the Contractor, the Contractor shall submit to the District a final payment request in accordance with the Contractor's Cost Summary less any payments in process or already paid.