842973snowOcp.pdf

SOLICITATION, OFFER, AND AWARD

1. Caption

Snow and Ice Removal Services Page of Pages

1 64

2. Contract Number

3. Solicitation Number

Doc832488

4. Type of Solicitation Sealed Bid (IFB) Sealed Proposals (RFP) Sole Source Emergency

5. Date Issued

9/1/2026

6. Type of Market Open Set Aside

CBE Designated Category:

7. Issued By

D.C. Office of Contracting and Procurement 899 North Capitol St., NE, 6th Floor Washington, D.C. 20002

8. Address Offer to:

D.C. Office of Contracting and Procurement 899 North Capitol St., NE, 6th Floor Washington, D.C. 20002

NOTE: In sealed bid solicitations “offer” or “offeror” means “bid” or “bidder”.

SOLICITATION

9. Sealed offers in original and 0 copies for furnishing the supplies or services in the Schedule shall be sent in electronic format via OCP’s e-Sourcing website

_2:00 p.m. local time (ET) on Thursday, September 17, 2026 (Hour) (Date)

CAUTION: Late submission, modifications, and withdrawals: See 27 DCMR chapters 15 & 16 as applicable. All offers are subject to all terms & conditions contained in solicitation.

10. For Information Contact

A. Name B. Telephone C. E-mail Address

Yolanda McDonald (Area Code)

(Number)

941-2296 (Ext)

Yolanda.McDonald@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 35

X B Contract Type, Supplies or Services, &

Price/Cost 2 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

X C Specifications/Work Statement 7 X J Attachments 54 X D Packaging and Marking 15 PART IV – REPRESENTATIONS AND INSTRUCTIONS X E Inspection and Acceptance 16

X K Representations, Certifications & Other Statements of Offerors 56 X F Period of Performance and Deliverables 17

X G Contract Administration 19 X L Instructions, Conditions & Notices to Offerors 57 X H Special Contract Requirements 24 X M Evaluation Factors for Award 63

OFFER

12. In conjunction with the above, the undersigned agrees, if this offer is accepted within _______270_______ calendar days from the 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.

13. Discount for Prompt Payment 10 calendar days %

20 calendar days %

30 calendar days %

____ calendar days %

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 15C. 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)

Matthew Thompson

23. Signature of Contracting Officer (District of Columbia)

24. Award Date

Government of the District of Columbia Office of Contracting & Procurement mailto:Yolanda.McDonald@dc.gov

Snow and Ice Removal Services

SECTION B: CONTRACT TYPE, SUPPLIES, OR SERVICES, AND

PRICE/COST

B.1 The District of Columbia (the District) Office of Contracting and Procurement (OCP), on behalf of the Department of Public Works (DPW), seeks contractors to provide snow and ice hauling, removal, and plowing services to support the District's snow operations. These services are not expected to include areas within the National Highway System.

B.2 The District contemplates awarding multiple indefinite delivery, indefinite quantity (IDIQ) contracts based on firm-fixed unit prices, as specified in the Price Schedule, in accordance with DCMR Chapter 24.

B.3 INDEFINITE DELIVERY-INDEFINITE QUANTITY (IDIQ) CONTRACT

This is an IDIQ contract for the supplies or services specified, and effective for the period stated.

a) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering Clause, Section G.10. The Contractor shall furnish to the District, when and if ordered, the supplies or services specified in the Schedule up to and including the maximum quantity for each CLIN awarded. The District will order at least the minimum quantity specified herein.

b) There is no limit on the number of orders that may be issued. The District may issue orders requiring delivery to multiple destinations or performance at multiple locations.

c) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order.

The contract shall govern the Contractor's and District's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided that the contractor shall not be required to make any deliveries under this contract after September 30, 2032.

B.4 AGGREGATE GROUP OR INDIVIDUAL ITEM

Award, if made, will be to bidders in the aggregate for those groups of items indicated by “Aggregate Award Group” herein. Bidders must submit unit prices on each item within each group to receive consideration, and if bidding on an aggregate award group, the bidder must bid on all contract periods (the base period and all four option periods). Bidders may bid on more than one aggregate award group. A bidder may receive an award for multiple aggregate award groups.

However, no more than 10 bidders will receive awards across all groups.

B.4.1 BID SUBMISSION

In responding to this solicitation, bidders shall provide the documents listed below. Failure to provide these documents may result in a determination of non-responsiveness.

1. Completed and signed Solicitation, Offer, and Award (first page of this IFB). Complete the Offer section, blocks 13 through 18.

2. Completed and signed solicitation amendments, if any

3. Bid Price Schedule (Attachment J.13)

4. Subcontracting Plan (Attachment J.8; see B.6, H.9, and L.2.5 for the requirements of a compliant and responsive subcontracting plan)

5. Completed Vendor Information and Equipment form (Attachment J.10) for each aggregate award group you’re bidding on (Refer to B.4.2 for minimum requirements of each aggregate award group.)

6. A signed copy of the District’s Specifications for Snow Removal Services Contract Plows Salt Spreaders and Spreader Controllers (Attachment J.11)

7. Inspection Scheduling Form (Attachment J.12)

B.4.2 MINIMUM EQUIPMENT & OPERATOR REQUIREMENTS

Each bidder must demonstrate, using the Completed Vendor Information and Equipment Form (See J.10), that they can provide the minimum required equipment and operators listed below.

Vehicle identifiers (license plate numbers, VINs, and other requested information) must be included on the form. All information is subject to inspection and verification by the District.

Aggregate Award Group Minimum Equipment & Operators Required

Group A Single-Axle Dump Trucks

10 Single-Axle Dump Trucks with Operators

Group B Tandem Dump Trucks 10 Tandem Dump Trucks with Operators

Group C Tri-Axle Dump Trucks 10 Tri-Axle Dump Trucks with Operators

Group D Graders, Backhoes, One- Ton Trucks 5 Units with Operators

Aggregate Award Group Minimum Equipment & Operators Required

Group E Specialty Equipment 5 Units with Operators (no operator needed for roll-off trucks)

B.5 PRICE SCHEDULE

Bidders are to complete Bid Price Schedule, Attachment J.13. The price schedule will be inserted into the final contract at award.

B.5.1 BASE PERIOD

Bidders are to complete Bid Price Schedule, Attachment J.13. The price schedule will be inserted into the final contract at award.

B.5.2 OPTION PERIOD ONE

Bidders are to complete Bid Price Schedule, Attachment J.13. The price schedule will be inserted into the final contract at award.

B.5.3 OPTION PERIOD TWO

Bidders are to complete Bid Price Schedule, Attachment J.13. The price schedule will be inserted into the final contract at award.

B.5.4 OPTION PERIOD THREE

Bidders are to complete Bid Price Schedule, Attachment J.13. The price schedule will be inserted into the final contract at award.

B.5.5 OPTION PERIOD FOUR

Bidders are to complete Bid Price Schedule, Attachment J.13. The price schedule will be inserted into the final contract at award.

B.5.6 SUMMARY

Contract Period Maximum Price Grand Total

Base Period $

Option Period One $

Option Period Two $

Option Period Three $

Option Period Four $

Grand Total for All Contract Periods $

B.6 CBE SUBCONTRACTING

B.6.1 A bidder responding to this solicitation that is required to subcontract shall be required to submit with its bid, any subcontracting plan 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.

B.6.2 For contracts in excess of $250,000, at least 35% of the dollar volume of the contract shall be subcontracted in accordance with section H.9.1. A Subcontracting Plan form is available at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents”.

B.7 NONPROFIT FAIR COMPENSATION ACT OF 2020, D.C. Code § 2-222.01 et seq.

B.7.1 Nonprofit organizations, as defined in the Act, shall include in their rates the indirect costs incurred in provision of goods or performance of services under this contract pursuant to the nonprofit organization's unexpired Negotiated Indirect Cost Rate Agreement (NICRA). If a nonprofit organization does not have an unexpired NICRA, the nonprofit organization may elect to instead include in its rates its indirect costs:

(1) As calculated using a de minimis rate of 10% of all direct costs under this contract;

(2) By negotiating a new percentage indirect cost rate with the awarding agency;

(3) As calculated with the same percentage indirect cost rate as the nonprofit organization negotiated with any District agency within the past 2 years; however, a nonprofit organization may request to renegotiate indirect costs rates in accordance with B.7.2; or

(4) As calculated with a percentage rate and base amount, determined by a certified public accountant, as defined in the Act, using the nonprofit organization's audited http://ocp.dc.gov/ financial statements from the immediately preceding fiscal year, pursuant to the OMB Uniform Guidance, and certified in writing by the certified public accountant.

B.7.2 If this contract is funded by a federal agency, indirect costs shall be consistent with the requirements for pass-through entities in 2 C.F.R. § 200.331, or any successor regulations.

B.7.3 The Contractor shall pay its subcontractors, which are nonprofit organizations the same indirect cost rates as the nonprofit organization subcontractors would have received as a prime contractor.

B.8 RESERVED

SECTION C: SPECIFICATIONS/WORK STATEMENT

C.1 SCOPE

The District of Columbia Government, Office of Contracting and Procurement (OCP) on behalf of the Department of Public Works, (the District) requires the services of a contractor to provide snow and ice hauling, plowing, and removal services in support of the District's snow operation.

The Contractor shall furnish appropriate trucks and equipment driven by qualified operators, as needed for the effective and efficient performance of snow and ice hauling, plowing, and removal.

C.2 APPLICABLE DOCUMENTS

In performance of work under this contract and any task order issued against this contract, the Contractor shall adhere to all local, state, and federal regulations regarding commercial drivers and the operation of vehicles to be used under this contract.

C.3 BACKGROUND

The Department of Public Works (DPW) leads the District Snow Team with support from the District Department of Transportation (DDOT) to clear our streets of snow and ice. Other team members include the Department of General Services (DGS), which clears snow/ice from around municipal buildings; Homeland Security and Emergency Management Agency (HSEMA), which provides coordinative activities for DC government agencies responding to winter storms; Serve DC, which coordinates volunteer snow shoveling services to homeowners who are seniors and/or living with a disability; and DC Water and the Office of the State Superintendent of Education (OSSE), which also provide plow drivers to support the Snow Team.

The Snow Team deploys several hours before a storm starts so team members will be in place, ready to work when snow falls. How many resources – people, equipment and supplies – are involved will match the storm’s predicted intensity. The Snow Team treats highways, commercial streets, and residential streets simultaneously.

When the snow team is at its full strength, more than 800 people and more than 500 plows (including municipal plows as well as contractors’ plows and rental plows) will be working. Team members include plow drivers, front-end loader operators, salt dome monitors, command center staff, administrative staff and technology staff.

The District Snow Team aims to meet District snow performance measures, based on storm severity, for clearing snow and ice. The standards establish the timeframes within which the Snow Team should achieve passable streets based on the amount of accumulated snow or the presence of ice at the end of a storm.

C.4 DEFINITIONS

N/A

C.5 REQUIREMENTS

C.5.1 Legal Compliance & Verification and Inspection

C.5.1.1 The Contractor shall adhere to all local, state, and federal laws and regulations regarding commercial drivers and the operation of vehicles to be used under this contract.

C.5.1.2 Prior to award of the contract or any option period or at any time during the contract term, the Contractor shall submit a copy of applicable licenses and industry certifications necessary to perform the requirements upon request of the Contracting Officer (CO) or Contract Administrator (CA). The Contractor shall also submit updates and renewals of those licenses and certifications when requested.

C.5.1.3 Prior to award of the contract or any option period or at any time during the contract term, the Contractor shall make its equipment available to the District for inspection and verification. Award of a contract and the exercise of any option are subject to equipment verification.

C.5.1.4 The Contractor's equipment will be visually observed by DPW staff to determine if it is adequate to perform the required services, including the general condition of the truck or equipment, tires, lights, body, cab, type of truck. If the vehicle does not pass DPW’s visual inspection, the equipment will not be considered responsive to the contract requirements and may not be used.

C.5.1.5 If the Contractor fails to report to a scheduled equipment verification, the Contractor will be in breach of this contract, subject to contract termination.

C.5.1.6 At the verification and inspection and at any time during the term upon the District’s request, the Contractor shall submit the following documents. All documents shall be current, valid, unexpired, and active.

a. Copies of applicable licenses and industry certifications necessary to perform the requirements for all proposed personnel

b. Copies of valid vehicle registrations for all vehicles listed on the Vendor Information and Equipment form, Attachment J.10

c. A certificate of insurance (COI)

d. A copy of each operator’s driver’s license

C.5.1.7 The Contractor shall notify the CA or a designee and the CO of any changes to the information reported on the Contractor's Vendor Information and Equipment form, Attachment J.10, within five business days of the change. The District may re-inspect equipment at any time.

C.5.2 Equipment

C.5.2.1 The Contractor shall maintain, and use as requested during snow operations, a fleet of vehicles and equipment, as awarded in B.5, Price Schedule:

Aggregate Award

Group A

Single-axle dump truck with snowplow and salt spreader Single-axle dump truck with salt spreader Single-axle dump truck with snowplow Single-axle dump truck for hauling salt, abrasives, or snow

Aggregate Award

Group B

Tandem-axle dump truck with snowplow and salt spreader Tandem-axle dump truck with snowplow Tandem-axle dump truck with salt spreader Tandem-axle dump truck for hauling salt, abrasives, or snow

Aggregate Award

Group C

Tri-axle dump truck with snowplow and salt spreader Tri-axle dump truck with snowplow Tri-axle dump truck with salt spreader Tri-axle dump truck for hauling salt, abrasives, or snow

Aggregate Award

Group D

Grader, medium Grader, large Backhoe or rubber-tire mechanical loader, medium (up to and including 4 cubic yards) Backhoe or rubber-tire mechanical loader, large (over 4 cubic yards, up to and including 8 cubic yards) Four-wheel drive vehicle (for snow and ice control supervisor and inspector) One-ton truck with self-angling plow and spreader

Aggregate Award

Group E

Four-wheel drive pickup truck with plow Four-wheel drive pickup truck with plow and spreader Roadway snow blower, large (10' or larger) Bobcat or skid loader with bucket or plow Bobcat with snow blower Roll-off truck and 20-30-40-yard dump box (*60,000 pound roll-off hoist, standard heavy duty, with dumping doors in rear and capable of dumping out without dropping box.)

Four-wheel drive vehicle (for snow and ice control supervisor and inspector)

If a Contractor’s vehicle is not equipped with a salt spreader, it shall have the appropriate ballast to plow the required amounts of snow. Ballast is weight or load in the dump body, such as gravel or rock, to add rear weight to the dump truck which will allow the dump truck to plow various depths of snow

C.5.2.2 The Contractor shall maintain all safety equipment on its vehicles and equipment, including, but not limited to, working lights, horns, heaters, wipers, and defrosters.

The Contractor’s vehicles shall have all exterior lighting systems, including overhead emergency amber rotating or strobe lighting. The emergency lighting shall have 360° visibility at all times. Vehicle headlight beam is required to meet

District of Columbia Motor Vehicle Laws concerning visibility both to and from vehicle with plow attached. Contractor's equipment and operators shall be in compliance with all applicable District Department of Motor Vehicle (DMV) laws and regulations and all other applicable state and federal regulations regarding the condition and operations of the vehicle.

C.5.2.3 The Contractor shall ensure that all vehicles used under this contract are safe and roadworthy. Any damage resulting from a failure to maintain equipment or vehicles is the exclusive liability of the Contractor. Equipment provided by the Contractor must meet the requirements in Specifications for Snow Removal Services Contract Plows Salt Spreaders and Spreader Controllers, Attachment J.11.

C.5.2.4 The Contractor shall provide all service and repairs to keep its equipment running for the entire snow event and until released by the responsible District supervisor.

The District will not compensate for downtime on trucks and equipment that exceeds 1 hour. The Contractor shall report to the District when its equipment is down for repairs and when the repairs have been completed and the equipment is operational.

C.5.3 Personnel

C.5.3.1 The Contractor shall provide qualified truck operators whose licensure, certifications, and qualifications meet all local, state, and federal regulations. All operators who hold a commercial driver’s license (CDL) shall have a valid certification from a Department of Transportation (DOT) certified medical examiner (CME). Upon request of the District, the Contractor shall submit evidence of licenses, certifications, and qualifications.

C.5.3.2 During contract performance, the District reserves the right in its sole and absolute discretion to remove or replace any Contractor employee, subcontractor, or independent contractor whom the District deems to be unsafe or unfit or whose continued participation is deemed to be contrary to the public interest. This removal may be temporary or permanent.

C.5.4 Communications & Customer Service

C.5.4.1 The Contractor shall establish and maintain regular, responsive communications with the District and shall provide reliable and quality customer service.

C.5.4.2 The Contractor shall have a designated point of contact who will answer the telephone or respond to an email request 24 hours a day. The Contractor shall provide the telephone number and email address upon award. If the contact person, email address, or telephone number changes during the contract term, the Contractor shall immediately provide updated contact information to the CA.

C.5.4.3 The Contractor shall provide a home, office, or cellular phone number or an answering service which the District can contact or leave a message with 7 days a weeks, 24 hours a day.

C.5.4.4 Annual Report. The Contractor shall submit a report to the CA every year by April 30 detailing how many hours of each contract line item were used during the prior snow season. The District will provide the report format, template, or instructions.

C.5.5 Hauling, Plowing & Removal Services

C.5.5.1 The Contractor shall haul, remove, and plow snow and ice as requested and instructed by the District. Services are required during the snow support season, which lasts from October 1 through March 31 of each year.

C.5.5.2 In anticipation of or during a snow event, if the District requires the Contractor’s services, the CA or designee will contact the Contractor with a request to provide snow plowing, removal, or hauling services. The District will develop a call list of those contractors needed for the event. The District will provide notification at least 4 to 6 hours before a snow event. In some cases, the CA will provide notification up to 12 hours before a snow event. The District will provide the Contractor with a date, time, and location to report. The District will provide all direction on routes to be serviced and will provide instructions on snow removal activities. The District will keep timesheets on all hours worked by Contractors.

C.5.5.3 Failure to present for duty the number of vehicles called during a snow event is a breach of Contract and will result in a liquidated damages per missing truck, per occurrence, for each day that the Contractor is noncompliant.

C.5.5.4 Once a Contractor is in service for the District, the Contractor must remain in service until released by the District. Any Contractor who prematurely discontinues service without the approval of the CA or their designee may be subject to contract termination but will be given an opportunity to provide a justification. Should the Contractor fail to provide a justification satisfactory to the District, the Contractor will be in breach of the contract and the CO may pursue contract termination.

C.5.5.5 The Contractor’s vehicles shall, as needed, work continuously during the course of a major storm or snow event until released by the CA or their designee. This may necessitate the need for relief operators. The Contractor shall have adequate operators for 24-hour coverage and multiple shifts in major snow events. Operators will be allowed 1 hour of downtime for each 12-hour work session. During the downtime, the operator shall fuel, lubricate equipment, and perform preventive maintenance. The Contractor shall provide their own fuel and lubricants and all other required maintenance.

C.5.5.6 The Contractor’s trucks and operators shall be available 7 days a week, 24 hours a day. The District reserves the right to place any of the Contractor's vehicles on standby or actual operating time and to discontinue using any vehicle or equipment at any time as field conditions require or if a vehicle is not working satisfactorily.

The District will be the sole judge as to whether a vehicle is performing satisfactorily.

C.5.5.7 When called in to report for duty, the Contractor’s personnel shall report to the CA or a designee to be logged in. The Contractor's personnel shall demonstrate that safety lights, plow, spreader and spinner, and tailgate or spreader box shields are operational and that hydraulic lines are not leaking. Failure to demonstrate the above shall make the unit unusable. The Contractor's personnel shall have a cellular phone and the truck must have a full tank of fuel. The cellular phone number shall be given to the District's CA or a designee. Failure to demonstrate that the truck has a full tank of fuel and the operator has a cellular phone shall make the unit unusable.

At the end of operations, all Contractor personnel shall report to the CA or a designee to be logged out and shall sign their trip ticket. The District will also sign the trip ticket, and a copy will be retained by both the District and Contractor personnel. The District will use the ticket later for invoice verification.

C.5.5.8 The Contractor’s trucks shall report to the designated location for operations with equipment mounted on the units. The Contractor may not store any of its equipment on District property.

C.5.5.9 The District will provide each operator with access to the District’s EV Street Map app and a route map (used only as a backup) prior to the operator beginning their assigned duties. The operator shall verify their understanding of the assigned tasks with the District’s onsite supervisor.

C.5.5.10 The District may install automatic vehicle location (AVL) with global position system (GPS) on any equipment the Contractor provides or any operator’s phone.

The District provides access to the District’s contracted EV Street Map app. The Contractor acknowledges and permits the District to install a mobile AVL system on their operators’ phones.

C.5.5.11 Redeployment. The District will alert the Contractor when there is a need for redeployment in a different location, in a timely manner, to allow the operator time to report to the new destination. The Contractor shall not under any circumstance report to a different District location unless directed by the CA or their designee.

C.5.5.12 When a Contractor is given a specific time to report, the Contractor's compensation will begin at that start time, upon the approval of the CA or their designee and inspection of the requested equipment and operator. The Contractor will not be compensated for early arrival. Reporting late may be considered a failure to respond and may be subject to liquidated damages.

C.5.5.13 When a Contractor is asked to report immediately for snow removal operations, the Contractor's truck and operator shall report to the District's assigned facility yard in working order and ready to perform emergency operations within 4 hours of the request. The Contractor's time will start when the truck arrives at the reporting site in working order and ready to perform operations. However, if and only if the Contractor arrives within an hour of notification, the starting time for payment will be the time of notification. Reporting more than 20 minutes late, beyond the 4-hour notification, may be considered a failure to respond, and the Contractor may be subject to liquidated damages.

C.5.5.14 Standby Status. Contractors who are required by the CA or their designee to report to duty on a given snow event day but who are not assigned upon arrival to a specific street clearance or task will receive compensation at the standby rate for the aggregate award group per vehicle/operator for up to 2 hours. After 2 hours, the operator shall report to the CA or their designee to be logged out and dismissed.

C.5.5.15 In order to qualify for the standby rate, vehicles must arrive at the dispatch site with full tanks, adequate ballast, and tire chains in place, and operators and vehicles must remain at the dispatch site until ordered to begin a task or until the snow operation is canceled. There shall be no hourly or standby compensation paid for operators who are not required by the CA or his/her designee to report to duty.

C.5.5.16 Downtime. In the event that any mechanical problems cause the Contractor's truck or equipment to become inoperable to perform plow or clearing operations, the Contractor shall immediately and expeditiously repair the vehicle. The District will not compensate for downtime beyond 1 hour. The Contractor shall immediately report to the CA or their designee if a vehicle or piece of equipment is inoperable and shall notify the CA or their designee when repairs are made such that equipment is operational so that both parties know when performance can resume. The Contractor shall also notify the CA or their designee if a vehicle or equipment is in a state beyond repair or becomes in such a state.

C.5.5.17 When not in operation (for instance, when on standby or during downtime), all Contractor trucks loaded with equipment or materials supplied by the District, such as salt brine or beet juice, shall be covered to prevent freezing.

C.5.6 Route Supervisor, Inspection & Documentation (Aggregate Award Groups D & E)

C.5.6.1 When requested by the CA, the Contractor shall provide up to two dedicated route supervisors or inspectors per shift for the duration of each snow and ice event.

Supervisors shall be separate from snowplow operators and shall not be assigned snow removal duties while performing supervision and inspection responsibilities.

C.5.6.2 In addition to standard supervisory responsibilities, the route supervisors shall perform the following inspection tasks:

a. Conduct continuous monitoring of all assigned snow routes before, during, and after snow and ice operations.

b. Document roadway conditions, contractor performance, and any operational issues affecting service delivery.

c. Capture clear, time-stamped, and location-enabled digital photographs of each assigned route, including

• Conditions prior to plowing operations

• Progress of snow removal during operations

• Completed roadway conditions after plowing

• Any areas requiring additional attention, including blocked roadways, parked vehicles, equipment failures, or hazardous conditions.

C.5.6.3 Supervisors shall immediately report deficiencies, safety concerns, equipment breakdowns, or inaccessible streets to the CA or their designee.

C.5.6.4 Supervisors shall maintain communication with DPW throughout the snow event and respond to requests for additional documentation or field verification.

C.5.6.5 The Contractor shall submit all photographs, inspections logs, and route reports electronically to DPW within 24 hours following the conclusion of each snow event, unless otherwise directed by DPW.

C.5.6.6 Equipment. Supervisors shall be equipped with the following:

a. A reliable vehicle capable of safety traversing assigned routes during winter weather conditions

b. A GPS-enabled smartphone or table capable of capturing geotagged and time-stamped photographs

c. A means of real-time communication with DPW (cell phone or two-way radio)

d. Appropriate personal protective equipment (PPE) in accordance with OSHA and District safety requirements

C.5.6.7 Performance Requirement. Failure to provide the requested number of route inspectors, maintain adequate inspection records, or submit the required photographic documentation may be considered a failure to perform under the contract and may result in corrective actions, liquidated damages, or other contractual remedies as determined by the District.

SECTION D: PACKAGING AND MARKING

D.1 The packaging and marking requirements for this contract shall be governed by clause number (2), Shipping Instructions-Consignment, of the Government of the District of Columbia's Standard Contract Provisions for use with Supplies and Services Contracts, dated July 2010. (Attachment J.1)

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.1)

SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES

F.1 TERM OF CONTRACT

The term of the contract shall be for a period of one year from date of award specified on the cover page of this contract.

F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT

F.2.1 The District may extend the term of this contract for a period of four one-year option periods, or successive fractions thereof, by written notice to the Contractor before the expiration of the contract; provided that the District will give the Contractor preliminary written notice of its intent to extend at least thirty (30) days before the contract expires. The preliminary notice does not commit the District to an extension.

The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract.

F.2.2 If the District exercises this option, the extended contract shall be considered to include this option provision.

F.2.3 The price for the option period(s) shall be as specified in Section B of the contract.

F.2.4 The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

F.3 DELIVERABLES

The Contractor shall perform the activities required to successfully complete the District’s requirements and submit each deliverable to the Contract Administrator identified in section G.9 in accordance with the following:

Item No.

Contract Requirement Deliverable Quantity

Format or

Method of

Delivery Due Date

1 C.5.1.2 Copies of licenses and certifications As needed Email At award

2 C.5.1.6 Verification and inspection documents As needed Email As requested

3 C.5.1.6.a Copies of licenses and certifications As needed

As requested As requested

4 C.5.1.6.b Vehicle registrations As needed As requested As requested

5 C.5.1.6.c Certificate of insurance As needed As requested As requested

6 C.5.1.6.d Operators' driver's licenses As needed As requested As requested

7 C.5.1.7 Vendor Information and Equipment form updates As needed Email

5 business days after change

8 C.5.3.1

Personnel licenses, certifications, and qualifications As needed Email As requested

9 C.5.4.2 Point of contact, phone number, email address 1 Email At award

10 C.5.4.3 24/7 message service 1 Email At award

11 C.5.4.4 Annual Report 1 Email By April 30

12 C.5.6.5 Photographs, inspection logs, route reports As needed Digital As needed

SECTION G: CONTRACT ADMINISTRATION

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

G.2.1 The Contractor shall create and submit on a monthly basis payment requests in an electronic format through the DC Vendor Portal, https://vendorportal.dc.gov.

G.2.2 The Contractor shall submit proper invoices on a monthly basis or as otherwise specified in Section.

G.2.3 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 FIRST SOURCE AGREEMENT REQUEST FOR FINAL PAYMENT

G.3.1 For contracts subject to the 51% District Residents New Hires Requirements and First Source Employment Agreement requirements, final request for payment must be accompanied by the report or a waiver of compliance discussed in section H.5.5.

G.3.2 The District shall not make final payment to the Contractor until the agency CFO has received the CO’s final determination or approval of waiver of the Contractor’s compliance with 51% District Residents New Hires Requirements and First Source Employment Agreement requirements.

G.4 PARTIAL PAYMENTS

Unless otherwise specified in this contract, payment will be made on partial deliveries of goods and services accepted by the District if:

a. The amount due on the deliveries warrants it; or

b. The Contractor requests it and the amount due on the deliveries is in accordance with the following:

• "Payment will be made on completion and acceptance of each item for which the price is stated in the Schedule in Section B".

https://vendorportal.dc.gov/

c. Presentation of a properly executed invoice.

G.5 ASSIGNMENT OF CONTRACT PAYMENTS

G.5.1 In accordance with 27 DCMR 3250, the Contractor may assign to a bank, trust company, or other financing institution funds due or to become due as a result of the performance of this contract.

G.5.2 Any assignment shall cover all unpaid amounts payable under this contract, and shall not be made to more than one party.

G.5.3 Notwithstanding an assignment of contract payments, the Contractor, not the assignee, is required to prepare invoices. Where such an assignment has been made, the original copy of the invoice must refer to the assignment and must show that payment of the invoice is to be made directly to the assignee as follows:

“Pursuant to the instrument of assignment dated ___________, make payment of this invoice to (name and address of assignee).”

G.6 THE QUICK PAYMENT ACT

G.6.1 Interest Penalties to Contractors

G.6.1.1 The District will pay interest penalties on amounts due to the Contractor under the Quick Payment Act, D.C. Official Code § 2-221.01 et seq., as amended, for the period beginning on the day after the required payment date and ending on the date on which payment of the amount is made. Interest shall be calculated at the rate of at least 1% per month. No interest penalty shall be paid if payment for the completed delivery of the item of property or service is made on or before the required payment date. The required payment date shall be:

G.6.1.1.1 The date on which payment is due under the terms of the contract;

G.6.1.1.2 Not later than 7 calendar days, excluding legal holidays, after the date of delivery of meat or meat food products;

G.6.1.1.3 Not later than 10 calendar days, excluding legal holidays, after the date of delivery of a perishable agricultural commodity; or

G.6.1.1.4 30 calendar days, excluding legal holidays, after receipt of a proper invoice for the amount of the payment due.

G.6.1.2 No interest penalty shall be due to the Contractor if payment for the completed delivery of goods or services is made on or after:

G.6.1.2.1 3rd day after the required payment date for meat or a meat food product;

G.6.1.2.2 5th day after the required payment date for an agricultural commodity; or

G.6.1.2.3 15th day after any other required payment date.

G.6.1.3 Any amount of an interest penalty which remains unpaid at the end of any 30-day period shall be added to the principal amount of the debt and thereafter interest penalties shall accrue on the added amount.

G.6.2 Payments to Subcontractors

G.6.2.1 The Contractor shall take one of the following actions within seven (7) days of receipt of any amount paid to the Contractor by the District for work performed by any subcontractor under the contract:

G.6.2.1.1 Pay the subcontractor(s) for the proportionate share of the total payment received from the District that is attributable to the subcontractor(s) for work performed under the contract; or

G.6.2.1.2 Notify the CO and the subcontractor(s), in writing, of the Contractor’s intention to withhold all or part of the subcontractor’s payment and state the reason for the nonpayment.

G.6.2.2 The Contractor shall pay subcontractors or suppliers interest penalties on amounts due to the subcontractor or supplier beginning on the day after the payment is due and ending on the date on which the payment is made. Interest shall be calculated at the rate of at least 1% per month. No interest penalty shall be paid on the following if payment for the completed delivery of the item of property or service is made on or before the:

G.6.2.2.1 3rd day after the required payment date for meat or a meat product;

G.6.2.2.2 5th day after the required payment date for an agricultural commodity; or

G.6.2.2.3 15th day after any other required payment date.

G.6.2.3 Any amount of an interest penalty which remains unpaid by the Contractor at the end of any 30-day period shall be added to the principal amount of the debt to the subcontractor and thereafter interest penalties shall accrue on the added amount.

G.6.2.4 A dispute between the Contractor and subcontractor relating to the amounts or entitlement of a subcontractor to a payment or a late payment interest penalty under the Quick Payment Act does not constitute a dispute to which the District is a party.

The District may not be interpleaded in any judicial or administrative proceeding involving such a dispute.

G.6.3 Subcontract requirements

G.6.3.1 The Contractor shall include in each subcontract under this contract a provision requiring the subcontractor to include in its contract with any lower-tier subcontractor or supplier the payment and interest clauses required under paragraphs (1) and (2) of D.C. Official Code § 2-221.02(d).

G.6.3.2 The Contractor shall include in each subcontract under this contract a provision that obligates the Contractor, at the election of the subcontractor, to participate in negotiation or mediation as an alternative to administrative or judicial resolution of a dispute between them.

G.7 CONTRACTING OFFICER (CO)

Contracts will be entered into and signed on behalf of the District only by contracting officers. The contact information for the Contracting Officer is:

Matthew Thompson Office of Contracting and Procurement 899 North Capitol St NE, 6th Floor Washington, DC 20002 Phone: (202) 961-6468 Email address: matthew.thompson@dc.gov

G.8 AUTHORIZED CHANGES BY THE CONTRACTING OFFICER

G.8.1 The CO is the only person authorized to approve changes in any of the requirements of this contract.

G.8.2 The Contractor shall not comply with any order, directive or request that changes or modifies the requirements of this contract, unless issued in writing and signed by the

CO.

G.8.3 In the event the Contractor effects any change at the instruction or request of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any cost increase incurred as a result thereof.

G.9 CONTRACT ADMINSTRATOR (CA)

G.9.1 The CA is responsible for general administration of the contract and advising the CO as to the Contractor’s compliance or noncompliance with the contract. The CA has the responsibility of ensuring the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in the contract. These include:

G.9.1.1 Keeping the CO fully informed of any technical or contractual difficulties encountered during the performance period and advising the CO of any potential problem areas under the contract;

G.9.1.2 Coordinating site entry for Contractor personnel, if applicable;

mailto:matthew.thompson@dc.gov

G.9.1.3 Reviewing invoices for completed work and recommending approval by the CO if the Contractor’s costs are consistent with the negotiated amounts and progress is satisfactory and commensurate with the rate of expenditure;

G.9.1.4 Reviewing and approving invoices for deliverables to ensure receipt of goods and services. This includes the timely processing of invoices and vouchers in accordance with the District’s payment provisions; and

G.9.1.5 Maintaining a file that includes all contract correspondence, modifications, records of inspections (site, data, equipment) and invoice or vouchers.

G.9.2 The address and telephone number of the CA is:

[TO BE PROVIDED UPON AWARD]

G.9.3 The CA shall NOT have the authority to:

1) Award, agree to, or sign any contract, delivery order or task order. Only the CO shall make contractual agreements, commitments or modifications;

2) Grant deviations from or waive any of the terms and conditions of the contract;

3) Increase the dollar limit of the contract or authorize work beyond the dollar limit of the contract,

4) Authorize the expenditure of funds by the Contractor;

5) Change the period of performance; or

6) Authorize the use of District property, except as specified under the contract.

G.9.4 The Contractor will be fully responsible for any changes not authorized in advance, in writing, by the CO; may be denied compensation or other relief for any additional work performed that is not so authorized; and may also be required, at no additional cost to the District, to take all corrective action necessitated by reason of the unauthorized changes.

G.10 ORDERING CLAUSE

G.10.1 Any supplies and services to be furnished under this contract must be ordered by issuance of delivery orders or task orders by the CO. Such orders may be issued during the term of this contract.

G.10.2 All delivery orders or task orders are subject to the terms and conditions of this contract.

In the event of a conflict between a delivery order or task order and this contract, the contract shall control.

G.10.3 If mailed, a delivery order or task order is considered "issued" when the District deposits the order in the mail. Orders may be issued by facsimile or by electronic commerce methods.

SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1 HIRING OF DISTRICT RESIDENTS AS APPRENTICES AND TRAINEES

H.1.1 For all new employment resulting from this contract or subcontracts hereto, as defined in Mayor’s Order 83-265 and implementing instructions, the Contractor shall use its best efforts to comply with the following basic goal and objectives for utilization of bona fide residents of the District of Columbia in each project’s labor force:

H.1.1.1 At least fifty-one (51) percent of apprentices and trainees employed shall be residents of the District of Columbia registered in programs approved by the District of Columbia Apprenticeship Council.

H.1.2 The Contractor shall negotiate an Employment Agreement with the Department of Employment Services (DOES) for jobs created as a result of this contract. The DOES shall be the Contractor’s first source of referral for qualified apprentices and trainees in the implementation of employment goals contained in this clause.

H.2 DEPARTMENT OF LABOR WAGE DETERMINATIONS

The Contractor shall be bound by the Wage Determination No. 2015-4281, Revision No. 38, dated July 30, 2026, issued by the U.S. Department of Labor in accordance with the Service Contract Act, 41 U.S.C. § 351 et seq., and incorporated herein as Section J.2. The Contractor shall be bound by the wage rates for the term of the contract subject to revision as stated herein and in accordance with clause 24 of the SCP. If an option is exercised, the Contractor shall be bound by the applicable wage rates at the time of the exercise of the option. If the option is exercised and the CO obtains a revised wage determination, the revised wage determination is applicable for the option periods and the Contractor may be entitled to an equitable adjustment.

H.3 PREGNANT WORKERS FAIRNESS

H.3.1 The Contractor shall comply with the Protecting Pregnant Workers Fairness Act of 2016, D.C. Official Code § 32-1231.01 et seq. (PPWF Act).

H.3.2 The Contractor shall not:

(a) Refuse to make reasonable accommodations to the known limitations related to pregnancy, childbirth, related medical conditions, or breastfeeding for an employee, unless the Contractor can demonstrate that the accommodation would impose an undue hardship;

(b) Take an adverse action against an employee who requests or uses a reasonable accommodation in regard to the employee's conditions or privileges of employment, including failing to reinstate the employee when the need for reasonable accommodations ceases to the employee's original job or to an equivalent position with equivalent:

(1) Pay;

(2) Accumulated seniority and retirement;

(3) Benefits; and

(4) Other applicable service credits;

(c) Deny employment opportunities to an employee, or a job applicant, if the denial is based on the need of the employer to make reasonable accommodations to the known limitations related to pregnancy, childbirth, related medical conditions, or breastfeeding;

(d) Require an employee affected by pregnancy, childbirth, related medical conditions, or breastfeeding to accept an accommodation that the employee chooses not to accept if the employee does not have a known limitation related to pregnancy, childbirth, related medical conditions, or breastfeeding or the accommodation is not necessary for the employee to perform her duties;

(e) Require an employee to take leave if a reasonable accommodation can be provided; or

(f) Take adverse action against an employee who has been absent from work as a result of a pregnancy-related condition, including a pre-birth complication.

H.3.3 The Contractor shall post and maintain in a conspicuous place a notice of rights in both English and Spanish and provide written notice of an employee's right to a needed reasonable accommodation related to pregnancy, childbirth, related medical conditions, or breastfeeding pursuant to the PPWF Act to:

(a) New employees at the commencement of employment;

(b) Existing employees; and

(c) An employee who notifies the employer of her pregnancy, or other condition covered by the PPWF Act, within ten days of the notification.

H.3.4 The Contractor shall provide an accurate written translation of the notice of rights to any non-English or non-Spanish speaking employee.

H.3.5 Violations of the PPWF Act shall be subject to civil penalties as described in the Act.

H.4 UNEMPLOYED ANTI-DISCRIMINATION

H.4.1 The Contractor shall comply with the Unemployed Anti-Discrimination Act of 2012, D.C. Official Code § 32-1361 et seq.

H.4.2 The Contractor shall not:

(a) Fail or refuse to consider for employment, or fail or refuse to hire, an individual as an employee because of the individual's status as unemployed; or

(b) Publish, in print, on the Internet,…