DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

SECTION B

CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST

B.1 The District of Columbia Government (the “District”), acting by and through its

Department of General Services (the “Department” or “DGS”) Division of Contracts and Procurement seeks to engage multiple qualified District licensed Elevator Contractors under NIGP Commodity/Services Code (NIGP): 9101317 - ELEVATOR MAINTENANCE AND REPAIR SERVICES to provide Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services, including inspections, testing, preventative maintenance (“ITM”) and repair services (the “Services”) located at various District of Columbia owned and/or operated facilities.

B.1.1 All services shall be provided in accordance with the scope of work (“Scope of Work” or

“SOW”) in Section [C] of this Invitation for Bids (“IFB”), the Department’s Standard Contract Provisions (“SCP”) for Supplies and Services Contracts, January 2016 Exhibit E.1, and other associated Contract Exhibits and Solicitation Attachments listed in Section [J] of this IFB and the proposed Contract.

B.1.2 The Department intends to award multiple contracts (the “Contracts”) identified as

Aggregate Award Groups (i) A – District of Columbia Public Schools (“DCPS”) Facilities;

(ii) B - Other Municipal Facilities; (iii) C - Department of Parks and Recreation Centers;

and (iv) D - Department of Human Services Shelters. However, the Department reserves the right to award multiple Contracts to a single Contractor if it is determined to be in the Department’s best interest and most advantageous.

A. For the avoidance of confusion and to provide clarification, it is the Department’s intent to make individual contract awards for each Aggregate Award Group, and a Bidder is eligible to receive a single award of an individual Aggregate Award Group.

B. Interested Bidders are permitted to submit bid price proposals to perform services for one (1), or all Aggregate Award Groups.

C. Bidders shall submit bid price proposals to include pricing for all Contract Line Items (“CLIN(s)”) including such CLIN’s identified for the Base Year and all Option Year periods under each Aggregate Award Group, of which they submit a bid.

D. Bidder’s failure to complete the price schedule(s) for all CLIN’s (as prescribed herein), covering all option periods, under an Aggregate Award Group of which they submit a bid, shall be sufficient to render a bid non-responsive and subject to exclusion from further evaluation in consideration of award.

B.1.3 The awarded Contractor(s) shall provide all supervision, labor, materials, tools, supplies, vehicles, lifts, equipment, transportation, and travel necessary to perform the full scope of conveyance, elevator, and lift inspection, testing, preventive maintenance, and repair services. Contractors shall also furnish all indirect costs reasonably associated with effective contract performance, including but not limited to: (i) home office overhead; (ii) project management and administrative support; (iii) quality control and safety oversight;

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

(iv) scheduling and dispatch operations; (v) warehousing, storage, and inventory management; (vi) disposal and environmental compliance fees; (vii) insurance, bonding, and licensing; (viii) information technology systems and software required to support maintenance activities; (ix) communications equipment; (x) training and certification; and

(xi) any additional incidental expenses required to meet all specifications, codes, and performance standards prescribed herein.

B.1.4 The proposed Contracts, will have a term beginning with a base period (“Base Year”) effective October 1, 2026 (anticipated date of award) and ending on September 30, 2027, with up to four (4) additional one-year option periods (“Option Periods”). The total duration of the Contracts shall not exceed five (5) years, in accordance with Section [F.2.5].

B.2 TYPE OF CONTRACT

Pursuant to the District of Columbia Procurement Practices Reform Act (“PPRA”) 2010, Section 402 Competitive Sealed Bids, and in accordance with Chapter 24 of Title 27 DCMR §§ 2402 Fixed-Price Contract, the Department contemplates award of multiple Firm‑Fixed‑Price (“FFP”) full‑service agreements with an all‑inclusive monthly rate covering turnkey inspection, testing, preventive maintenance, corrective maintenance, and break/fix services for all covered conveyance systems. In addition to the FFP monthly services, the Contract will include a secondary reimbursable component limited solely to the cost of parts and materials that exceed the standard preventive‑maintenance part replacement scope. These reimbursable items shall be funded through a non‑guaranteed, not‑to‑exceed Owner‑Directed Allowance, and may only be authorized in advance and in writing by the Contracting Officer, in accordance with Chapter 24 of Title 27 DCMR §§ 2405 (Chapter 47 of Title 27 DCMR §§ 4713) Cost-Reimbursement Contracts.

B.3 AGGREGATE GROUP OR INDIVIDUAL ITEM

Award, if made, will be to multiple Bidders within an individual Award Group, for those groups of locations indicated by “Award Group” herein. Bidders may submit bids for one, all, or any combination of groups. Bidders must provide complete pricing for all Contract Line-Item Numbers (“CLIN”) within each specific Group:

Group A Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

(District of Columbia Public Schools)

Group B Conveyance System Inspection, Testing, Maintenance and Break/Fix Services (Other Municipal Facilities including, District of Columbia Public Safety and Justice - Metropolitan Police Department, Fire Emergency Medical Services, Department of Youth Rehabilitation Services Facilities, Senior Wellness Centers)

Group C Conveyance System Inspection, Testing, Maintenance and Break/Fix Services (Department of Parks and Recreation Centers)

Group D Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

(Department of Human Services Shelters)

B.3.1 Bids that omit pricing for any CLIN within a group will be deemed non-responsive and excluded from evaluation. Contractors shall perform the required services for all properties listed under each of the following Aggregate Award Groups.

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

B.3.2 The awarded Contractors shall perform the required services (whether periodic or supplemental) for all properties listed under each of the following Aggregate Award Group.

B.3.3 Groups, as defined in Exhibits E.5A through E.5D.

B.4 PRICING AND PRICE/COST SCHEDULE

All services performed under the Contract shall be compensated exclusively through the FFP monthly rate CLIN 0001-4001, which covers all turnkey inspection, testing, preventive maintenance, corrective maintenance, and break/fix services. No separate labor, travel, diagnostic, overtime, administrative, or service‑related charges shall be billed outside the FFP monthly rate as set forth in Section [C] Specifications/Work Statement and Section [B.3] Aggregate Award Groups. The only costs eligible for reimbursement outside the FFP monthly rate are parts and materials that exceed the standard preventive‑maintenance part replacement scope, and such reimbursements shall be made solely against the non‑guaranteed, not‑to‑exceed Owner‑Directed Allowance CLIN 0002- 4002, subject to prior written authorization by the Contracting Officer. The pricing submitted by the Bidder shall constitute the Contractor’s sole and exclusive basis for compensation.

A. These rates must fully and comprehensively encompass all costs associated with the delivery of the required services, including but not limited to:

i. Direct Costs: All labor required to perform the full scope of services, including dedicated full‑time Elevator Technicians per site based on eight (8)‑hour workdays; helper staff; emergency callback labor; overtime labor;

certified payroll administration; travel time; supplies and materials for non‑emergency maintenance; preventive maintenance and non-major repair parts (in accordance with reimbursement thresholds); lubricants;

consumables; and any specialized labor needed to service traction elevators, hydraulic elevators, escalators, wheelchair/platform lifts, climbers, and other conveyances.

ii. Equipment, Tools and Technology: Work vehicles; service trucks;

hydraulic lifts; rigging equipment; hoists; power tools; diagnostic equipment; testing instruments required for Annual Category 1 Testing, 5‑Year Load Testing, Fire Service/Recall Testing, pressure testing, and any inspections required by ASME A17.1, A18.1, NEC, Occupational Safety and Health Administration (“OSHA”), Department of Buildings (“DOB”), and the Department of Licensing and Consumer Protection (“DLCP”). This includes the cost of maintaining, repairing, replacing, transporting, and operating such equipment, as well as required IT hardware, tablets, communication devices, and any necessary access to the Department’s Salesforce system.

iii. Logistical and Operational Costs: All transportation to and from job sites, mileage, fuel, vehicle insurance, tolls, parking, per diem expenses, traffic permitting, scheduling and dispatch operations, and any travel‑related

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services activities necessary to meet the service levels, response times, and KPIs outlined in Section [C.5.7].

iv. Subcontractor and Specialized Services: All costs related to subcontracted services, specialty trades, or third‑party support that the Contractor needs to meet Contract obligations, including inspections, specialized repairs, equipment testing, and high‑skill diagnostic work. No markups on subcontracted work or materials are permitted in accordance with Title 27 DCMR § 2420.4.

v. Indirect Costs: Home office overhead; general and administrative

(“G&A”) expenses; management and supervisory oversight; program management; quality control and quality assurance (including required reporting, audits, meetings, and self‑evaluations); safety program implementation; compliance with all applicable federal, District, and local laws; inventory management; warehousing and parts storage; and administrative support necessary to furnish deliverables, documentation, and Salesforce updates under Section [C.7].

vi. Insurance, Certifications, and Compliance Requirements: All insurance coverage required under Section [I.14], including Commercial General Liability, Automobile Liability, Workers’ Compensation, Employer’s Liability, Professional Liability, Cyber Liability, Umbrella/Excess Liability, and Abuse/Molestation coverage (where applicable); all licenses, permits, District background checks, bonding, compliance with the Service Contract Act (SCA), the D.C. Living Wage Act, OSHA requirements, safety training, certification renewals, and personnel clearance requirements described in Section [C.8.2] and Section [H].

vii. Workforce‑Related Obligations: Union fee increases; wage escalations;

holiday pay; overtime pay; benefits; training and continuing education;

required apprenticeship participation; replacement/turnover costs; staff identification attire; communication equipment; and all costs necessary to maintain minimum staffing, backup coverage, and key personnel requirements in accordance with Section [C.5.3].

viii. Environmental, Disposal, and Regulatory Costs: Hazardous materials handling and disposal; environmental compliance; Environmental Protection Agency (“EPA”) and Clean Air Act compliance; waste removal;

sump oil removal; and costs associated with maintaining safe work areas per OSHA, NFPA, DOB, and DLCP requirements.

ix. Profit: A reasonable profit margin built into the fully loaded FFP monthly rate.

B. The Contractor shall ensure that the FFP monthly rate is inclusive of all costs reasonably inferred to deliver the services safely and effectively, adhering to the deliverables and performance standards described herein. For the avoidance of

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services doubt, no additional charges of any kind will be accepted beyond FFP monthly rate, except where expressly authorized in writing through a Contract modification issued by the Contracting Officer in accordance with Section [B.4] and Section [I.9].

B.4.1 Wage Determinations; Living Wage; No Separate Adjustments.

The Contractor’s proposed Base Year and Option Year FFP monthly rates shall incorporate all year over year wage changes, including prevailing wage requirements under U.S.

Department of Labor Service Contract Act Wage Determination No. 2015 4281, Rev. 37, dated May 14, 2026, and the D.C. Living Wage Act, as applicable. No additional price adjustments or claims shall be permitted due to wage increases, union fee increases, or holiday/overtime obligations for Contractor personnel; such amounts must be embedded in the fully loaded rates.

A. For the avoidance of doubt and to provide clarification, the Contractor’s price shall be fully loaded, accounting for all costs associated with providing the contemplated fixed monthly rate services including union fee increases, holiday and overtime paid to the Contractor’s employees. The Contractor will not be permitted to bill, nor will the Department accept additional cost in the form of holiday, overtime, and or changes to hourly rates due to any of the aforementioned.

B. Furthermore, all proposed rates for the Base Year and each option year must account for any year-over-year changes in wages due to market variables, including those determined by the U.S. Department of Labor Service Contract Act Wage Determination and or the D.C. Living Wage increases.

C. The McNamara-O’Hara Service Contract Act requires contractors and subcontractors performing services on prime contracts in excess of $2,500 to pay service employees in various classes no less than the wage rates and fringe benefits found prevailing in the locality, or the rates (including prospective increases) contained in a predecessor contractor's collective bargaining agreement. The Department of Labor issues wage determinations on a contract-by-contract basis in response to specific requests from contracting agencies. These determinations are incorporated into the contract.

D. The Contractor acknowledges and agrees to remain in compliance with the most current wage requirements during the Base Year and all subsequent option year periods. This commitment ensures the Department receives the safe and proper provision of the required services, aligning with the deliverables described herein.

E. The Contractor is hereby notified that all service providers deployed under this

Government-funded Contract must be bona fide employees of the prime contractor and/or any subcontractor providing services, without exception. The Contractor acknowledges and agrees to comply with the Department of Labor Service Contract Act Wage Determination regulatory requirements. Failure to comply with these regulations may result in penalties and/or contract termination.

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

F. For the avoidance of doubt, the Department interprets and administers this Contract in accordance with all applicable Department of Labor (“DOL”) regulations governing service contracts. Notwithstanding the pricing structure of this Contract, the Contractor shall perform all work exclusively through its bona fide employees.

The Contractor is expressly prohibited from utilizing independent contractors, 1099 personnel, or any non‑employee labor to perform services under this Contract, as such arrangements are not permitted under DOL requirements applicable to service contracts. Accordingly, all individuals performing work under this Contract shall be treated as employees of the Contractor and shall be afforded all rights, protections, and benefits required by applicable law, including but not limited to those mandated by the McNamara‑O’Hara Service Contract Act (“SCA”) and the implementing regulations at 29 CFR Part 4.

G. McNamara-O'Hara Service Contract Act (SCA) | U.S. Department of Labor

(dol.gov) (https://www.dol.gov/agencies/whd/government-contracts/service-contracts): This article contains information regarding the SCA and how it is administered. Detailed explanations of the regulatory guidance are found at 29 CFR Part 4. For the avoidance of doubt, and notwithstanding any provision to the contrary, the Contractor is hereby formally notified that all employees performing work under this contract are entitled to the minimum labor standards mandated by the McNamara-O’Hara Service Contract Act (41 U.S.C. §§ 6701–6707), including but not limited to paid time off, sick leave, and holiday pay, as applicable under the relevant wage determination and Department of Labor regulations. While the Department of Labor acknowledges that certain professional services labor rates may not be subject to the wage requirements of the Service Contract Act, this alone does not preclude the Contractor’s employees from receiving entitlements related to paid time off, sick leave, and holiday pay as otherwise required under applicable law. Therefore, the Contractor shall ensure full compliance with these requirements and shall not deny or withhold such benefits from covered service employees.

Failure to comply will result in termination for default pursuant the DGS Standard Contract Provisions for Supplies and Services (January 2016, Exhibit E.1).

B.4.2 The Contractor’s price shall be as low or lower than those charged to the Contractor’s most favored customer for comparable services under similar terms and conditions, in addition to any discounts for prompt payment.

B.4.3 Bid Form/Labor Rate Schedule

[THE BELOW TABLE IS FOR REFERENCE ONLY – BIDS SHALL BE SUBMITTED ONLY

THROUGH THE OPENGOV PRICING/COST ON-LINE FORM]

At any time (including after an award has been made), the Department reserves the right to increase and or decrease the estimated quantities of the conveyance systems and or hours identified in the below tables under Sections [B.4.3.1] – [B.4.3.5].

B.4.3.1 Base Period – Group A

CLIN DESCRIPTION UNIT RATE QTY EXTENDED

0001 Turnkey Conveyance Asset Management Service MTLY $ 12 $ -https://www.dol.gov/agencies/whd/government-contracts/service-contracts https://www.dol.gov/agencies/whd/government-contracts/service-contracts

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

B.4.3.2 Option Year One (OY1) – Group A

1001 Turnkey Conveyance Asset Management Service MTLY $ 12 $ -

B.4.3.3 Option Year Two (OY2) – Group A

2001 Turnkey Conveyance Asset Management Service MTLY $ 12 $ -

B.4.3.4 Option Year Three (OY3) – Group A

3001 Turnkey Conveyance Asset Management Service MTLY $ 12 $ -

B.4.3.5 Option Year Four (OY4) – Group A

4001 Turnkey Conveyance Asset Management Service MTLY $ 12 $ -

B.4.4 Reimbursable Major‑Repair Parts – Non‑Guaranteed Not‑to‑Exceed Owner Directed

Allowance

Only major-repair parts and materials meeting the definition in Section [C.6] are eligible for reimbursement under this Contract. No reimbursement of any kind may occur unless a funded Owner-Directed Allowance (ODA) Purchase Order (PO) exists and has available balance. All approved reimbursements shall be charged exclusively against the non-guaranteed, not-to-exceed ODA PO.

Reimbursable items may be authorized only when all of the following conditions are met:

A. The COTR determines that the required repair involves an eligible Major‑Repair Part as defined in Section [C.6], and issues prior written authorization for parts costing no more than $500.00 per occurrence/ per part, and the requested amount is within the available funded ODA PO balance.

B. For any Major‑Repair Part with a cost equal to or greater than $500.00, the Contracting Officer must issue prior written authorization, and the amount must be within the remaining funded balance of the ODA PO.

No reimbursement is guaranteed. The Department retains full discretion, as outlined in Section [C.6], to approve or deny any request.

B.4.4.1 Under no circumstances may labor, diagnostics, travel, supervision, disposal, overtime, subcontractor labor, or any other service‑related cost be billed to the ODA. No exceptions.

All such costs are fully included in the Contractor’s Firm‑Fixed‑Price monthly rate, which must be entirely burdened; no additional reimbursement of any service‑related cost is permitted.

B.4.5 Allowable Costs Under the ODA

The non‑guaranteed, not‑to‑exceed Owner‑Directed Allowance for the Base Period and each Option Year is limited solely to the actual, direct cost of approved major‑repair parts and materials. All reimbursable parts and materials shall be provided to the Department at

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services cost, with no markup of any kind, including but not limited to freight, handling, overhead, profit, or subcontractor markup, consistent with Title 27 DCMR § 2420.4.

B.4.5.1 The Contractor shall not invoice any amount to the ODA except the actual cost of the approved part or material.

CLIN APPLICABLE CONTRACT PERIOD NTE OWNER-DIRECTED ALLOWANCE AMOUNT

0002 BASE PERIOD $300,000

1002 OPTION YEAR ONE (OY1) $300,000

2002 OPTION YEAR TWO (OY2) $300,000

3002 OPTION YEAR THREE (OY3) $300,000

4002 OPTION YEAR FOUR (OY4) $300,000

B.5 SIGNIFICANT CHANGES IN THE CHARACTER OF WORK

The following provisions apply when changes to the Contract affect the character, quantity, or composition of the facilities or conveyance systems assigned to the Contractor.

B.5.1 Authority to Make Changes

The Department, through its authorized Contracting Officer, reserves the right to add, remove, or modify facilities, conveyance units, or other work requirements in accordance with Article 15 of the Standard Contract Provisions for Supplies and Services, as referenced in Exhibit E.1.

B.5.2 Basics for Adjustment

If a change in the number of facilities or conveyance units, or other alterations to the scope of work identified in Section [B.5.1], significantly changes the character of the Work, an equitable adjustment—excluding loss of anticipated profits—shall be made to the Contract.

B.5.2.1 The parties shall attempt to agree on the basis for adjustment prior to performance of the changed work. If agreement cannot be reached, the Contracting Officer will determine a fair and equitable adjustment, and the Contractor shall proceed without delay.

B.5.3 Compensation for Altered Work

If a change significantly alters the scope, quantity, or character of the Work, compensation for such changes will be made by Contract modification, consistent with the Contracting Officer’s determination under Article 15.

B.5.4 Definition of “Significantly Change”

The term “significantly change” shall only apply to the following circumstances:

B.5.5 Material Change in Nature of Work

When the nature of the Work required is materially different from the Work contemplated under the original Contract.

B.5.6 Change in Facility or Conveyance System Quantities When the number of facilities or conveyance units (elevators, escalators, lifts, or other covered systems) assigned under the Contract is increased or decreased by more than twenty‑five percent (25%) from the original quantities identified in the IFB for the

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services applicable Aggregate Award Group, or when such change results in a Contract price impact of $50,000 or more, whichever is less.

B.5.6.1 Any price adjustment shall apply only to:

A. The quantity increases beyond 125% of the original quantity; or B. The quantity decreases below 75% of the original quantity.

B.5.6.2 No adjustment shall be made for changes within ±25% of the original quantities.

B.5.6.2.1 For clarity:

A. The Contract is based on the number and type of facilities and conveyance systems maintained.

B. Adding or removing a facility or individual conveyance unit constitutes a change in Contract quantity.

C. Complete removal of a facility or conveyance unit is treated as a full deduction at the applicable unit or facility rate in the Contract.

B.6 ACKNOWLEDGEMENT OF REVIEW OF CONTRACT DOCUMENTS

Before submitting its bid in response to this IFB, the Bidder acknowledges that it reviewed all specifications for accuracy and completeness and is required to bring all such inconsistencies, deficiencies and or questions to the attention of the Department so that the Department can address any inconsistencies, deficiencies and questions by addenda to this solicitation. The Contractor acknowledges that any inconsistencies and or questions it identifies shall not be the basis for a change to the Contract’s terms and conditions.

B.6.1 Execution of the Contract by the Contractor is a representation that the Contractor has thoroughly examined all contract documents, including all details, estimated staff scheduling plans, and has satisfied itself before executing the Contract as to all matters that can affect the work and its cost, including: (1) the prevailing wage; (2) financial capacity;

(3) availability of personnel to appropriately staff services; (4) familiarized itself with the risks and mitigation costs associated with providing the required services; and (5) in general, to have itself obtained all necessary information as to risk contingencies, and other circumstances which may influence or affect performance of the work. The Contractor waives all claims against the Department arising from or relating to such contingencies and conditions that are reasonably inferable from the contract documents.

B.7 DESIGNATION OF SOLICITATION FOR THE OPEN MARKET

This IFB is issued as an Open Market competitive solicitation for the procurement of Elevator Maintenance and Repair Services. The District of Columbia Government seeks to promote full, fair, and open competition and invites all interested and qualified Elevator Contractors to submit responsive bids in accordance with the terms, conditions, and specifications of this solicitation. The purpose of this designation is to ensure transparency, maximize competition, and obtain the best value for the District.

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

Only Bidders who are (i) duly licensed by the District of Columbia Board of Industrial Trades as an Elevator Contractor, meeting the standards of D.C. Code § 47–2853.96 (licensure, bonding, insurance, and qualified personnel) and§ 47–2853.95 (scope of practice) and who are (ii) registered under the National Institute of Governmental Purchasing (NIGP) Code 910-1317 (Elevator Maintenance and Repair Services) at the time of the Bid Submission Deadline are eligible to participate and be considered for award.

Firms meeting these requirements are encouraged to take part in this competitive procurement process.

B.7.1 Joint Venture Participation. Pursuant to DC Code § 2‑218.02(1D) and (1E) (defining

CBEs and CJVs) and § 2‑218.39a (establishing CJV certification criteria), and consistent with DCMR Title 27, Chapter 27‑8 (including §§ 27‑811 – JV application, and 27‑813 – JV preference scoring):

A. A Certified Joint Venture (“CJV”) may participate in this open‑market solicitation once

DSLBD certifies it for this specific solicitation. CJVs require at least one CBE member (majority or minority interest).

B. CJVs are not considered Certified Business Enterprises themselves, and they are not eligible for CBE set‑aside opportunities.

C. In open‑market procurements, certified CJVs may receive preference points, as set forth in DCMR § 27‑813 (points based on ownership/control).

D. CJVs must follow DSLBD’s certification process, which includes demonstrating management structure, financial contributions, bonding capacity, and labor/profit share, and is application specific.

E. At the time of bid submission, the Bidder must already be certified by DSLBD as a

CJV for this specific solicitation and shall include evidence of such certification with its bid submission. Failure to provide proof of CJV certification at the time of submission will result in the bid being deemed non‑responsive.

B.7.2 All CBE Bidders receiving preference must maintain active certification from DSLBD for the Entire Duration of the Contract if awarded. Failure to maintain this certification may result in termination of the contract for default.

B.8 SUBCONTRACTING REQUIREMENTS

In accordance with Exhibit E.4 D.C. Official Code §2-218.46 a Bidder responding to this IFB that is required to subcontract (a non-DSLBD Certified Business Enterprise Firm bidding) shall be required to submit with its bid, any subcontracting plan Attachment [A.4] required by law. Bids responding to this IFB shall be deemed nonresponsive and shall be rejected if the Bidder fails to submit a subcontracting plan that is required by law. For contracts in excess of $250,000, at least 35% of the dollar value of the contract shall be subcontracted in accordance with Section [H.9].

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

B.8.1 In accordance with Exhibit E.4 D.C. Official Code § 2-218.12, § 2-218.51, § 47-4652, and § 47-4656, a prime beneficiary shall submit to the agency Contracting Officer and COTR/Project Manager copies of the executed contracts with the subcontractors identified in the subcontracting plan. Failure to submit copies of the executed contracts shall be sufficient to render the underlying contract voidable by the Department. Specifications regarding the deliverables are included in Sections [F.3.2] and [H.9.3].

B.8.2 Section [H.9.1.3] exempts an SBE/CBE prime from the overall subcontracting requirement. However, should the SBE/CBE prime choose to subcontract, a subcontracting plan is required. For Contracts in excess of $250,000, the SBE/CBE prime will be required to self-perform 50% and then, if it subcontracts any of the remaining portions, 35% of that portion will need to be SBE (if no SBE, then CBE) subcontractors in accordance with Section [H.9], as applicable. The Department will not accept nor pay any mark-up to subcontractor costs for providing services.

B.9 DEPARTMENT-DESIGNATED POINT OF CONTACT

The Department’s sole point of contact for matters related to this “IFB” (“Department’s POC”) is the only individual authorized to discuss this IFB with any interested parties, including Bidders. All communications with the Department’s POC about the Project or this IFB shall be sent in writing to:

Name: VIVIAN MOYANA Title: Contract Specialist Contracts and Procurement Division 3924 Minnesota Avenue, NE | 5th Floor |Washington, DC 20019 vivian.moyana@dc.gov

B.9.1 The Department disclaims the accuracy of information derived from any source other than the Department’s POC. The use of any such information is at the sole risk of the Bidder.

All communications and requests for information shall be submitted by the Bidder’s point of contact identified in the Proposal. Written communications to the Department from Bidders shall specifically reference the correspondence as being associated with Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services, Solicitation No. DCAM-27-NC-IFB-0001 and shall be submitted via the Department's OpenGov Procurement system, https://procurement.opengov.com/portal/dc submission portal.

mailto:vivian.moyana@dc.gov https://procurement.opengov.com/portal/dc https://procurement.opengov.com/portal/dc

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

SECTION C

SPECIFICATIONS / WORK STATEMENT

C.1 EXECUTIVE SUMMARY AND SCOPE OF SERVICES

C.1.1 Overview

The Contractor shall provide a comprehensive, fully integrated, turnkey Conveyance System Inspection, Testing, Maintenance, Repair, Modernization Support, and Operational Support Services program for all District‑owned and/or District‑operated facilities assigned under this Contract. The Contractor’s obligations under this Contract are performance‑based, non‑delegable, and continuous, requiring the Contractor to maintain all covered conveyance systems in safe, fully operational, code‑compliant, and first‑class operating condition at all times.

The Contractor shall furnish all labor, materials, tools, equipment, software, personnel, transportation, supervision, documentation, and all other resources—whether specifically listed or reasonably inferable—required to maintain uninterrupted conveyance service throughout the Entire Duration of the Contract.

The Contractor expressly acknowledges that this Contract is a turnkey asset‑management contract and therefore requires complete operational responsibility for all inspection, testing, preventive maintenance (“PM”), predictive maintenance (“PdM”), repair, troubleshooting, callback response, documentation, inspection coordination, outage restoration, and portfolio‑wide operational continuity activities

C.1.1.1 The Contractor shall furnish all management, supervision, dispatching, scheduling, labor, licensed mechanics, apprentices, OEM-certified personnel, testing equipment, lifts, tools, software, vehicles, materials, parts, lubricants, consumables, barricades, signage, permits, rigging, cleanup, reporting, documentation, emergency response, and all other resources necessary and reasonably inferred to maintain all covered conveyance systems in safe, reliable, operational, code-compliant, and first-class operating condition at all times.

C.1.1.1(a) Additional Requirements

The Contractor’s responsibility to furnish all necessary resources shall be interpreted broadly and includes any resource, tool, software, technical capability, personnel, or support function that a prudent, licensed, OEM‑trained conveyance contractor would reasonably require to maintain safe and reliable conveyance operation.

Failure to provide any required or reasonably inferable resource shall constitute material non‑performance regardless of whether the resource is explicitly listed in this Contract.

The Contractor shall not claim additional compensation for any item required to meet Contract performance, including but not limited to resource shortages, staffing insufficiency, unanticipated failures, OEM response delays, supply‑chain issues, subcontractor performance issues, or any other contractor‑controlled condition.

C.1.1.2 The Contractor shall assume full, continuous, and unconditional operational responsibility for all covered conveyance systems. This responsibility includes but is not limited to

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services inspection; testing; PM; PdM; routine repairs; break/fix response; emergency callbacks;

outage management; chronic failure mitigation; code compliance; documentation and reporting; inventory management; data administration; inspection coordination; and all operational support necessary to maintain continuous service availability.

The Contractor shall proactively identify conditions that may lead to failures, outages, inspection issues, or deterioration and shall take immediate corrective action at no additional cost to the District.

C.1.1.2.1 The Contractor acknowledges that the monthly fixed price includes all ordinary and reasonably inferable costs necessary to maintain operational conveyance systems in accordance with this Contract and the Service Level Agreement as stated. No additional compensation shall be paid for maintenance activities, callbacks, diagnostics, troubleshooting, ordinary wear replacement, travel time, supervisory, administrative effort, overtime associated with callback response, or repeated repair efforts.

C.1.1.2.1(a) Clarification of Included Activities

The Contractor acknowledges and agrees that the FFP monthly rate constitutes payment in full for all services required under this Contract, including all ordinary and reasonably inferable maintenance, troubleshooting, and operational activities.

No cost, fee, surcharge, markup, or pass-through expense may be charged to the District except where explicitly authorized under the ODA and only for approved Major-Repair Parts.

Any attempt to classify routine, preventive, minor, or wear-related repairs as reimbursable Major-Repair Parts shall constitute misrepresentation and may result in disallowance, fee reductions, or other remedies.

C.1.1.3 The Contractor shall provide dedicated staffing sufficient to continuously support the

Department’s aggregate portfolio of conveyance systems by awarded group.

C.1.1.3(a) Staffing Accountability

Staffing levels shall be maintained continuously and shall not fluctuate based on internal contractor priorities, workload management decisions, or resource constraints.

Insufficient staffing, delayed response times, missed PM intervals, or inability to maintain uptime shall be presumed to be caused by inadequate staffing unless the Contractor provides objective evidence otherwise.

C.1.2 Contract Structure

This Contract is intentionally structured as a Firm‑Fixed‑Price turnkey contract to eliminate cost shifting, prevent unexpected charges, and ensure full contractor accountability for all routine, preventive, and operational work. The Contract consists of two pricing components:

A. Component A Fixed Price Services

The Contractor shall provide all-inclusive turnkey conveyance inspection, testing, maintenance, and break/fix services for a fixed monthly rate by location and/or aggregate award group.

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

The monthly firm-fixed price shall include all:

1. inspection services;

2. testing services;

3. preventive maintenance;

4. predictive maintenance;

5. troubleshooting;

6. diagnostics;

7. break/fix labor;

8. routine repairs;

9. emergency callback response;

10. normal callback response;

11. software diagnostics;

12. calibration;

13. cleaning;

14. lubrication;

15. adjustments;

16. deficiency correction;

17. inspection coordination;

18. warranty administration;

19. inventory management;

20. reporting;

21. Salesforce administration;

22. temporary protection;

23. barricades;

24. signage;

25. consumables; and

26. all standard preventive‑maintenance parts, components, and materials, as well as all routine and minor repair parts and materials, regardless of cost, which are fully included in the Firm‑Fixed‑Price monthly rate and are not eligible for separate reimbursement.

A.1 Except for approved Major‑Repair Parts authorized under the ODA provisions, no additional compensation of any kind shall be paid to the Contractor outside the FFP monthly rate.

A.1(a) Expanded Prohibition on Additional Charges

Under no circumstance may the Contractor bill or attempt to bill the District for:

1. trip charges,

2. overtime premiums,

3. subcontractor markup,

4. diagnostic fees,

5. software fees,

6. administrative fees,

7. fuel surcharges,

8. environmental fees,

9. permit handling fees,

10. warranty coordination fees, DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

11. or any other cost normally borne by a licensed conveyance service provider.

Any unapproved charge shall be removed from invoices and may constitute an improper billing attempt.

A.2 All labor, supervision, travel, troubleshooting, minor parts, routine repairs, and operational activities required to maintain safe, reliable, and code‑compliant conveyance operation are fully included in the FFP monthly rate, including but not limited to:

1. routine labor;

2. overtime labor associated with callbacks;

3. travel time;

4. diagnostics and software diagnostics;

5. repeat service visits;

6. troubleshooting;

7. supervision;

8. administrative effort;

9. emergency response;

10. ordinary wear component replacement and all preventive‑maintenance parts;

and; or

11. all other operational or support costs reasonably required to maintain reliable conveyance system performance.

No labor, overhead, markups, trip charges, subcontractor labor, or administrative cost may be billed outside the FFP rate under any circumstance.

B. Owner-Directed Allowance (“ODA”) — Major Repair Parts Only

The Department will maintain a non‑guaranteed, not‑to‑exceed ODA strictly limited to the reimbursement of Major‑Repair Parts that exceed the Contractor’s standard preventive‑maintenance and routine repair responsibilities under the FFP monthly rate. Consistent with industry norms, routine maintenance and minor repair parts—including commonly replaceable wear items—remain fully included in the Contractor’s turnkey service obligations, while only high‑cost, non‑routine components may qualify as Major‑Repair Parts.

Major‑Repair Parts may only be reimbursed when all of the following conditions are met:

1. The required part qualifies as a Major‑Repair Part under this Contract;

2. The Contractor submits a written major‑repair part proposal, including justification and cost backup;

3. The COTR validates the need;

4. The Contracting Officer (“CO”) issues prior written authorization; and

5. Funding is available and approved through an ODA purchase order, and or

Contract modification.

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

B.1 Strict Prohibition on Unauthorized Work The Contractor shall not procure or install any Major‑Repair Part without prior written authorization from the CO. Unauthorized procurement or installation shall be performed at the Contractor’s sole cost.

B.2 Limitations of Reimbursability Major‑Repair Parts shall not qualify for reimbursement if the need for replacement is caused by:

1. inadequate maintenance;

2. improper adjustment;

3. delayed response;

4. insufficient staffing;

5. failure to lubricate;

6. failure to inspect;

7. failure to perform preventive maintenance in accordance with OEM and

Contract requirements; or

8. Contractor negligence or failure to comply with this Contract.

B.3 Audit and Verification Requirement

All ODA reimbursement requests shall be subject to full District audit. The Contractor must provide verifiable documentation including maintenance history, diagnostic reports, failure analysis, and OEM confirmation demonstrating that the failure was not caused by inadequate maintenance, improper adjustment, deferred PM, staffing deficiencies, or any Contractor-controlled condition.

Failure to provide complete documentation shall result in denial of reimbursement.

C.1.2.1 Repair-Part Cost Threshold for Turnkey Inclusion

A. For the purpose of determining whether a part is included in the FFP turnkey service rate or eligible for reimbursement under the ODA, the Contractor shall provide, at no additional cost to the District, all routine, preventive‑maintenance, and minor repair parts with a unit cost up to $500. This cost threshold aligns with industry practice in which minor repairs (typically ranging from several hundred dollars up to low‑thousands) are included in the base maintenance rate, while high‑value components—such as controller boards, drives, major door equipment, and hoist ropes—are treated as major repairs.

B. Parts exceeding $500 may be classified as Major‑Repair Parts only if all Major‑Repair criteria established in Section [C.6] are met. Exceeding the cost threshold alone does not constitute reimbursability; the part must also meet the definition of a non‑routine, high‑value component and satisfy all permitting, justification, and approval conditions set forth in this Contract.

C. All labor, diagnostics, troubleshooting, supervision, travel, and service‑related activities required to install parts below or above this threshold remain fully included in the FFP turnkey rate and shall not be billed under any circumstances. The ODA

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services applies strictly to the cost of qualifying Major‑Repair Parts and never to labor or service activities.

D. No Labor Reimbursement Under Any Circumstance

Labor associated with any repair—regardless of whether the part is below or above the cost threshold—shall never qualify for ODA reimbursement.

Any attempt to classify labor, supervision, diagnostics, software updates, or troubleshooting as reimbursable work shall be denied and may constitute improper billing.

C.1.3 Requirement of the Contract

It is the requirement of this performance‑based conveyance asset‑management Contract that:

1. conveyance systems remain continuously operational, safe, accessible, and code compliant;

2. outages are minimized;

3. inspection pass rates remain exceptionally high;

4. equipment deterioration is minimized;

5. emergency response is rapid;

6. preventive maintenance is aggressively performed;

7. failures are proactively prevented;

8. life-cycle performance is optimized;

9. Department operations remain uninterrupted; and

10. the Contractor assumes operational accountability for the Department’s portfolio.

11. Mandatory Performance Enforcement

(i) Contractor failure to achieve any requirement listed in Section [C.1.3] shall constitute a performance deficiency and may result in disincentive fees, corrective action requirements, invoice withholding, or other remedies.

C.1.3.1 Industry Practice Standard

The Contractor shall provide services consistent with best industry practices applicable to institutional, healthcare, education, aviation, transportation, municipal, and public safety portfolios, including adherence to recognized maintenance standards, cost‑allocation norms, and major‑repair thresholds typical in turnkey conveyance asset‑management contracts.

The Contractor shall meet or exceed these standards at all times. Meeting minimum inspection frequencies or performing basic maintenance tasks alone shall not constitute acceptable performance under this Contract.

C.2 APPLICABLE DOCUMENTS

The Contractor shall comply with all applicable Federal, District, local, and industry laws, regulations, codes, standards, directives, manufacturer requirements, and AHJ mandates governing conveyance systems. Compliance shall be mandatory, continuous, and non-delegable for the Entire Duration of the Contract.

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

The Contractor shall remain fully responsible for monitoring, identifying, and implementing all updates, amendments, revisions, or newly issued standards affecting conveyance systems, whether implemented before or during the Contract term.

Failure to comply with any updated requirement—regardless of when issued—shall constitute material non-performance.

C.2(a) Compliance Documentation Requirement

The Contractor shall maintain current copies of all applicable standards, codes, OEM requirements, and regulatory directives used in the maintenance and operation of conveyance systems. Upon request by the CO or COTR, the Contractor shall provide documentation demonstrating compliance with any referenced standard. Failure to produce documentation within three (3) business days shall constitute a compliance deficiency.

C.2.1 Applicable standards include, but are not limited to:

C.2.1(a) Mandatory Professional Standard of Care

Compliance with the standards listed herein shall represent the minimum acceptable level of performance. Where multiple standards apply, the Contractor shall comply with whichever requirement is more stringent, protective, or comprehensive.

The Contractor must immediately adjust maintenance practices whenever updated standards impose enhanced requirements. Delays in implementation shall not excuse non-performance.

C.2.1.1 Conveyance Standards

1. ASME A17.1

2. ASME A17.2

3. ASME A17.3

4. ASME A17.5

5. ASME A18.1

6. ANSI standards

7. National Elevator Industry, Inc. (“NEII”) standards

8. Elevator Industry Field Employees’ Safety Handbook

9. Any OEM‑specific maintenance, testing, or safety standard issued for equipment present in the District portfolio; and

10. Any additional conveyance‑related standard required by AHJ inspectors, DLCP, DOB, or other regulatory entities.

C.2.1.1(a) Enforcement of Conveyance Standards

The Contractor shall strictly adhere to all conveyance standards listed in Section [C.2.1.1].

Failure to comply with any standard identified above shall constitute a code-compliance deficiency, subject to disallowance of costs, disincentive fees, inspection failure consequences, and/or corrective action requirements.

C.2.1.2 Electrical and Life Safety Standards

1. NEC

2. NFPA 70

3. NFPA 70B

DCAM-27-NC-IFB-0001 | Turnkey District-Wide Conveyance System Inspection, Testing, Maintenance and Break/Fix Services

4. NFPA 72

5. OSHA 29 CFR Part 1910

6. OSHA 29 CFR Part 1926

7. Lockout/Tagout standards

8. Confined Space standards

9. Fall Protection standards

10. NFPA 25 (where applicable to fire‑related conveyance integration);

11. All District‑mandated electrical safety directives;

12. All AHJ‑issued supplemental fire‑life safety requirements applicable to conveyance systems.

C.2.1.2(a) Life Safety Compliance Enforcement

Compliance with life safety standards shall be treated as critical performance obligations.

Any violation that results in inspection failure, unsafe equipment condition, entrapment, emergency recall failure, or hazard exposure shall constitute a Priority-1 Life-Safety Deficiency under the Contract.

C.2.1.3 District Regulatory Requirements

1. D.C. Official Code;

2. Title 27 of the DCMR;

3. DLCP requirements;

4. DOB requirements;

5. District Apprenticeship Act;

6.