DCKA-2024-B-0093_Att1.pdf

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SOLICITATION, OFFER, AND AWARD 1. Caption Coin Revenue Collection Page of Pages

2. Contract Number

TBD

3. Solicitation Number

DCKA-2024-B-0093

4. Type of Solicitation

5. Date Issued

6. Type of Market

X Sealed Bid (IFB) X Open Sealed Proposals (RFP) Set Aside Sole Source Open with Sub-

Contracting Set Aside Human Care Agreements Emergency

7. Issued By:

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

8. Address Offer to:

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

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

SOLICITATION

9. Sealed offers in original and 1 copy for furnishing the supplies or services in the Schedule will be received at address in 8 above until 2:00 pm local time on For electronic submission refer to Section L of the Solicitation.

CAUTION: Late Submissions, Modifications and Withdrawals: See 27 DCMR chapters 15 & 16 as applicable. All offers are subject to all terms & conditions contained in this solicitation.

10. For Information Contact:

A. Name

B. Telephone C. E-mail Address (Area Code) (Number) (Ext)

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 28 X B Contract Type, Supplies or Services and Price/Cost

2 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

X C Specifications/Work Statement 4 X J List of Attachments 40 x D Packaging and Marking 11 PART IV - REPRESENTATIONS AND INSTRUCTIONS X E Inspection and Acceptance 12

X

K Representations, Certifications, and Other Statements of Offerors

41 X F Period of Performance and Deliverables 13 X G Contract Administration 15 X L Instructions, Conditions, and Notices to

Offerors

X H Special Contract Requirements 21 X M Evaluation Factors 50

OFFER

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 120 calendar days from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified herein.

13Not Applicable

14. Acknowledgement of Amendments (The offeror acknowledges receipt of amendments to the SOLICITATION) [In case there is more than three amendments attach separate sheet with acknowledgements):

Amendment Number Date Amendment Number Date

15A. Name and Address of Offeror

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

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

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

AWARD (TO BE COMPLETED BY GOVERNMENT)

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

22. Name of Contracting Officer (Type or Print) Louis Brown

23. Signature of Contracting Officer (District of Columbia)

24. Award Date

Government of the District of Columbia Office of Contracting & Procurement

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SECTION B: CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST

B.1 The District of Columbia Office of Contracting and Procurement (the “District” or “OCP”), on behalf of the District Department of Transportation (DDOT) is seeking a Contractor to perform asset management services to collect, count, process, and deposit District coin revenue from its curbside operations to District specified banking account.

B.2 TYPE OF CONTRACT

This is a requirements contract, with firm fixed price and firm fixed unit price contract line items with a not-to-exceed amount, in accordance with 27 DCMR, Chapter 24.

B.3 REQUIREMENTS CONTRACT

a) The District will purchase its requirements of the articles or services included herein from the Contractor.

The estimated quantities stated herein reflect the best estimates available. The estimate shall not be construed as a representation that the estimated quantity will be required or ordered, or that conditions affecting requirements will be stable. The estimated quantities shall not be construed to limit the quantities which may be ordered from the Contractor by the District or to relieve the Contractor of its obligation to fill all such orders.

b) Delivery or performance shall be made only as authorized in accordance with the Ordering Clause, G.9. The District may issue orders requiring delivery to multiple destinations or performance at multiple locations. If the District urgently requires delivery before the earliest date that delivery may be specified under this contract, and if the Contractor shall not accept an order providing for the accelerated delivery, the District may acquire the urgently required goods or services from another source.

c) 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.

d) Any task 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 task order. The contract shall govern the Contractor's and District's rights and obligations with respect to that task order to the same extent as if the task order were completed during the contract's effective period.

B.4 PRICE / COST SCHEDULE

B.4.1 The Base Period shall be one (1) year from the date of award.

B.4.1.1 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

B.4.1.2 A CBE/SBE offeror that intends to self-perform 100% of the work must submit a subcontracting plan form with its bid or proposal in which the offeror attests to its intent to self-perform all work.

A bid or proposal that does not include a subcontracting plan form shall be deemed nonresponsive and rejected.

A Subcontracting Plan form is available at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents”.

B.5 LIMITATION OF THE DISTRICT’S OBLIGATION

B.5.1 RESERVED

B.5.2 The Contractor agrees to perform up to the point at which the total amount payable by the District does not exceed the total amount currently obligated to the contract. The Contractor is not authorized to http://ocp.dc.gov/

3 | P a g e continue work beyond that point. The District will not be obligated in any event to reimburse the Contractor in excess of the amount obligated to the contract.

B.5.3 The Contractor shall notify the Contracting Officer and Contract Administrator in writing at least sixty days prior to the date when, in the Contractor’s best judgment, the work will reach the point at which the total amount payable by the District will approximate 75 percent of the total amount then allotted to the contract for performance. The notification will state (1) the estimated date when the point will be reached and (2) an estimate of additional funding, if any, needed to continue performance through the end of the period specified in Section F. If after such notification additional funds are not allotted by the date identified in the Contractor’s notification, or by an agreed substitute date, the Contracting Officer reserves the right to discontinue ordering for any item(s) for which additional funds have not been allotted.

B.5.4 Subject to the availability of appropriated funds for contractual purposes, the District may at any time prior to contract expiration allot additional funds for the performance of the contract up to the stated contractual ceiling in Section B.4.

B.6 NONPROFIT FAIR COMPENSATION ACT OF 2020, D.C. Code § 2-222.01 et seq.

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.6.2; 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 financial statements from the immediately preceding fiscal year, pursuant to the OMB Uniform Guidance, and certified in writing by the certified public accountant.

B.6.2 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.6.3 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.

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SECTION C: SPECIFICATIONS/WORK STATEMENT

C.1 SCOPE:

The scope of services includes parking meter coin revenue collection, coin revenue counting, depositing of District coin revenue from its curbside operations to District specified banking account, revenue reporting, revenue variance investigation and reporting.

C.2 DEFINITIONS

These terms when used in this solicitation have the following meanings:

C.2.1 Meter-In-Service: The District will consider a meter to be "in service" if during any 24 hour period, or portion thereof, beginning at 12:00 am, the District requires payment for the use of a metered space and for which the meter has been installed for that space. Meters taken out-of- service by the District or pursuant to District authorization are not considered to be Meters-in- Service.

C.2.2 District Business Day: A District Business Day shall consist of days Monday through Saturday and shall exclude legal Holidays observed by the District Government.

C.2.3 Meter Revenue Capture Rate: The relationship, expressed as a percentage of actual revenues collected to potential revenues that could be generated by the parking meters, is determined by the District by dividing the revenues collected on the District's behalf by the Contractor and the incumbent contractor for digital parking meters by the potential revenues that could be generated by Meters-in- Service in the District. The District determines potential revenues by the Meters-in- Service in the District, the rates and hours of meter operations in effect at the time of calculation and the Metered Days over the period of measurement.

C.2.4 Connected Meter: Is a meter connected to the system through a network connection and capable of accepting electronic payments and reporting failures.

C.2.5 Maintenance Management System (MMS): The District uses CityWorks as its MMS and will provide data from CityWorks to Contractor to receive and update trouble tickets and perform functions necessary to accomplish the SOW.

C.2.6 Parkeon Multi-Space Meter: The District's currently installed multi-space meters. The District uses the Pay and Display, Pay by Space, and Pay by Plate versions. Web link is http://www.parkeon.us/.

C.2.7 IPS Smart Meter: The District's selected provider of single space connected meters. Web link is http://www.ipsgroupinc.com/parking-meters.

C.2.8 Revenue Collection and Deposit Rate is the ratio of reported revenue collected at connected meters against revenue deposited.

http://www.parkeon.us/ http://www.ipsgroupinc.com/parking-meters

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C.3 BACKGROUND

C.3.1 System Overview: Currently, the DDOT Curbside Management Division (CMD) operates approximately 1,412 Multi-Space Meters and 4,600 Single Space meters on District’s street. Access to the District's MMS will be provided to the Contractor for review of the District's assets.

C.3.2 Revenue Collection Trend: Meter utilization varies from route to route. As the District moves towards alternative payment methods, it is anticipated that electronic payments will increase over time, reducing physical collections further.

C.3.3 Revenue Collection History: Revenue collection occurs three (3) times per week. Average number of meters collected is between 3,000 to 5,100 meters per month. Average monthly revenue is between $55,000 to $85,000.

C.4 OBJECTIVES

The Contractor shall provide the management, supervision, personnel, equipment, facilities and supplies necessary to collect revenue from the District's parking meters. The District’s objectives are to maintain continuity of operations during a contract transition period and maintain verification and controls.

C.4.1 Verification and Controls: The Contractor shall provide quality control and quality assurance protocols that enhance revenue verification and accounting controls to ensure the interests of the tax payers and parking meter customers are met.

C.5 REQUIREMENTS

C.5.1 Unless otherwise noted, the Contractor shall be responsible for providing all materials, equipment, and labor necessary to complete the tasks to the appropriate performance standard. Except where specifically noted, there shall be no government-furnished labor, materials, equipment, office space, storage areas or other items necessary to complete the work.

C.5.2 The contractor shall be responsible for providing a secure coin counting facility, office space and storage area to execute task of coin counting and storing coin cans/cannisters. The coin counting facility shall possess adequate control to safeguard cash collected.

C.5.3 The contractor shall provide a detailed description of all cost under CLIN 001 - Program and Security

Management

C.5.4 The contractor shall provide a staffing plan to include total number of collectors assigned for CLIN 002-01 – Revenue Collection (SSM Meters) and CLIN 002-02 Revenue Collection (MSM Meters)

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C.6 DETAILED SCOPE

Standard Operating Procedures Within 30 days after the Award, the Contractor shall develop Standard Operating Procedures (SOP) for the activities performed under each CLIN of the Contract including specific procedures. The Contactor shall incorporate all recommendations that are within the scope of this Contract. The Contractor shall deliver updated SOPs upon the adoption of new technology or approaches that would require a change, within five (5) business days or another time period accepted in writing by DDOT. The updated SOPs must reflect all changes to the system or to the Contractor's approach to carrying out the tasks under the Statement of Work. Adherence to the SOPs will not excuse the Contractor from meeting the specifications and performance requirements in this Contract.

C.6.1 Program and Security Management (CLIN 0001)

The Contractor shall be responsible for project management and coordination of activities, including establishing and maintaining project schedules, and overseeing parking meter collection routes specified under all CLINs. The Contractor shall be responsible for the professional quality, technical accuracy, timely completion, and coordination of all tasks necessary to provide services, as defined in this Statement of Work. Specific responsibilities include program management and oversight of data, revenue reporting, revenue variance reporting, depositing of revenue to District’s account. The Contractor shall collect, maintain, and disseminate detailed information on the parking meters collection performance. The Contractor shall provide all project management and security functions to meet the requirements of this contract. The Contractor shall be responsible for project and security management, as well as purchasing and maintaining all revenue collection and counting equipment necessary to meet the performance requirements.

C.6.1.1 Storage and Warehouse Space

The Contractor shall provide their own warehouse space to cover tasks in this contract. This task includes the provision of all office, coin counting facility, storage, and associated facility functions required to complete all CLINs.

C.6.2 Meter Revenue Collection and Counting (CLIN 0002)

The Contractor shall be responsible for maintaining collection schedules and coordinating with collectors. Collection of parking meters shall be done on a regular basis. Parking meter collection shall be accomplished on weekdays. The contractor shall be responsible in obtaining meter transaction and coin revenue data and schedule collections based on parking meter revenue health. DDOT will provide access to meter transaction and revenue data, either via meter vendor data management systems or via daily reports, delivered electronically. Though there are approximately 4,600 single space meters and 1,412 multi-space meters, an average of 2,900 single space meters and approximately 900 multi-space meters are collected monthly (since parking meters have different revenue health as it mostly depends on meter location). Collections shall be completed at least three (3) times a week, unless a different frequency is agreed upon in writing by DDOT. All coin collections shall be counted and deposited the same business day.

C.6.2.1 Revenue Collection Services:

The Contractor shall provide collection services for all meters under the Contract. The District will provide data at least weekly as to the current meter inventory. This inventory may change over time.

The Contractor shall monitor the system to ensure that physical collections are occurring as needed.

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C.6.2.2 Revenue Collection at Parking Meters and Pay Stations Revenue collection for parking meters will occur at the individual single space and multi-space meter locations. The Contractor shall provide adequate personnel, equipment and services for revenue collection.

The Contractor shall conduct revenue collection in strict accordance with SOPs developed by the Contractor and approved by the CA. The CA may dictate the use of additional personnel at no cost to the District if the Contractor cannot fulfill the SOPs and/or performance measures (C.6.2.21). The Contractor shall prepare a monthly meter revenue projection report for the CA.

C.6.2.3 Performance measures outlined in Section C.6.2.21 shall be used to assess the Contractor's performance.

C.6.2.4 Operational Performance Standards. The Contractor shall:

C.6.2.4.1 Provide collection services in accordance with District motor vehicle regulations, including but not limited to regulations governing traffic and parking;

C.6.2.4.2 Provide adequate security and safeguards (physical and electronic) to ensure the protection of revenues collected and safety of its workforce;

C.6.2.4.3 Employ adequate accounting, cash and security controls;

C.6.2.4.4 Count and deposit meter coin revenues on a same-day basis. A same-day count and deposit requirement on the day following collections shall be acceptable, provided the Contractor can demonstrate adequate security and safeguards coin containers and cans.

C.6.2.5 Revenue Collection Vehicle Security: The Contractor shall provide secure and safeguarded vehicles with maximum-security locks that are subject to inspection and approval by the CA. At any time during the term of the contract and without notice, the District reserves the right to inspect such vehicles. The Contractor shall employ all the safety features and devices necessary to transport coins safely from parking meters. The Contractor shall provide all collectors with heavy-duty key chains, proper belt clasps, and distinctive uniforms. The CA shall have approval authority for all equipment provided by the Contractor and will make random, unannounced inspections.

C.6.2.6 Coin Box Security: The Contractor shall be responsible for all coin box keys, coin cannister, and coin boxes provided by DDOT during the term of the contract. The Contractor shall inform DDOT immediately both verbally and in writing and within 30 days of the Contract Award Date of any missing keys not received from DDOT. Within 30 days of Contract Award, the Contractor shall replace any missing keys and the costs shall be reimbursed by DDOT subject to prior CA approval.

Within 30 days of the Contract Award Date, the Contractor shall update standard operating procedures that address chain-of-custody controls consistent with best industry practices. By 6:00 P.M. and any day during which coin collection has been conducted, the Contractor shall notify the CA in writing in the event keys or locks fail while a coin door is open. The Contractor shall include a description of the nature of the equipment failure, the time and date the failure was observed, and the location and number of the meter. The contractor shall maintain a daily meter key control log via electronic spreadsheet, denoting chain of custody of meter keys. The Contractor shall immediately notify the CA both verbally and in writing of any breaches or custodial issues. The Contractor shall be responsible in replacing missing, lost and damage keys after the 30 days of the Contract Award Date.

C.6.2.7 Inoperable Meter Revenue Lock: The Contractor shall report to DDOT the number and location of any and all meters that are inoperable or damaged. Within 72 hours of becoming aware of the failure, the Contractor shall report to DDOT and Meter Management Services Vendor of any meter that has a

8 | P a g e failed lock that prevents the collector from opening the meter. The Contractor shall enter this information into its daily report once daily collections have been completed.

C.6.2.8 Revenue Collection Accountability: While in the process of collecting meters, the Contractor shall ensure that coins, that fall or are found on the pavement, are immediately deposited in the collection canister. Under no circumstances shall a collector place these retrieved coins on his/her/their person.

C.6.2.9 Standard Operating Procedure Adherence: The Contractor shall conduct meter collections in strict accordance with SOPs developed by the Contractor and approved by the CA.

C.6.2.10 Coin Revenue Counting: The Contractor shall count at a coin counting facility approved by the District all parking meter revenue collected and shall deposit all revenue at the end of each day at Wells Fargo Bank, N.A. in account name “District of Columbia Concentration Account”. Deposit instructions will be provided by the CA and be in accordance with the direction of the District’s Office of the Chief Financial Officer (OCFO). The Contractor shall perform the following services on a same-day basis on each District Business Day: quantify the dollar total of coin currency collected; prepare the currency for deposit; and deposit currency. This requirement shall include any foreign currency deposited into parking meters. The approved coin counting facility must be available to accept collection cans Monday through Friday between 11:00 A.M. and 4:00 P.M.

Under no circumstances shall the Contractor store the coinage in the approved coin counting facility overnight. Under no circumstances shall the Contractor store coinage overnight in any other facility or location. The Contractor's coin counting operation must possess adequate controls to safeguard cash collected.

C.6.2.11 Revenue Monitoring: The Contractor shall permit the District to monitor closely the collection operation and to make other security investigations, which may include video surveillance; this monitoring may occur without notice to the Contractor. The Contractor shall assist and cooperate in any investigations undertaken by the District, the Metropolitan Police Department (MPD) or any authorized law enforcement agency.

C.6.2.12 Revenue Audit: Within 30 days from the Contract Award Date, the Contractor shall document and implement a revenue audit protocol in connection with its collections operation, sufficient to demonstrate that all monies deposited in a sample of single-space meters and 100% of connected meters result in revenues received by the District. Such protocols shall be part of collection standard operating procedures.

C.6.2.13 Revenue Reconciliation: The Contractor shall be responsible for reconciling transactions confirmed to cash received and counted. The Contractor shall provide daily electronic revenue reconciliation reports in an editable format to the CA and their designees, as well as designees from OCFO. At minimum, reports shall include date of collection, meter number, revenue reported, revenue counted, and deposit details. The Contractor must indemnify DDOT for any amount of confirmed transactions more than cash deposited for each cash container, up to 10% of the aggregate sum of the Contract value, unless an exception is approved by DDOT.

C.6.2.14 Parking Meter Revenue Collection Accessories Requirements The parking meter accessories must meet these requirements; DDOT shall have the final say regarding acceptability:

C.6.2.14.1 Collection canisters are easy to use, durable, and secure, and facilitate the process of collection;

and

C.6.2.14.2 Coin box collection receptacles provide for a secure transfer of coins from the coin box to the receptacle.

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C.6.2.14.3 Parking Meter Revenue Collection Accessories Procurement. The Contractor shall, at a minimum, procure the following parking meter accessories as needed to meet the requirements of this contract:

C.6.2.14.4 Collection carts and canisters;

C.6.2.14.5 Secure coin compartment housings with controlled access doors and vault locks and new key combinations that have not been used within 1,000 miles of the District of Columbia, in quantities consistent with the existing collection route system and potential revenue collections of $880K to $1M annually. See also C.6.2.20 for more information on keys provided by DDOT and requirements for purchase of spare keys.

C.6.2.14.6 Handheld data terminals that record all revenue, audit and meter maintenance data for IPS meters shall be provided during the Option Period.

C.6.2.14.7 Computer equipment capable of operating manufacturers' parking meter software, application and database revenue audit software and capable of communicating with handheld data terminals; and

C.6.2.14.8 Computer equipment capable of operating in a Windows-based environment or being converted to a Windows-based environment with network capability.

C.6.2.15 Revenue Collection Frequency: The contractor shall collect coins thrice weekly in various locations of the District, or at a lesser frequency if agreed upon by DDOT.

C.6.2.16 Uniform Standards: The Contractor shall provide all collection personnel with complete uniforms. Contractor employees providing services under this contract shall maintain a professional, clean and neat appearance. The Contractor shall place its identification on the back of uniform jackets and the front of shirts and hats. The Contractor shall provide each collector with a photo identification badge that must be worn on his/her/their person while on duty. The identification badge must be visibly displayed, worn around the neck, and turned into the Contractor's office daily after the collection schedule is completed.

C.6.2.17 Revenue Theft Prevention: The Contractor shall provide security safeguards and controls to protect against theft and ensure a safe environment for its workforce.

C.6.2.18 Daily Revenue Audit and Variance Reporting: The Contractor shall provide and maintain a Daily Revenue Audit and Variance Report that shall present revenue logged by all meters and the actual collections received at the coin counting facility. Variances shall be identified along with explanations for unaccounted losses. The Contractor shall produce this report daily on each District Business Day in electronic spreadsheet format and send it via email to the CA.

C.6.2.19 Meter Revenue Locks and Keys: DDOT will provide keys for all meter revenue locks, based on the amount listed in an inventory as of 6/16/23. The Contractor is required to maintain this inventory and purchase any spares such that all routes have at least two keys per route at all points in the period of performance. If a key is lost or damaged, the Contractor must alert DDOT in writing, purchase a spare, and update DDOT as to the status of the purchase and receipt. The Contractor must provide all keys, including keys purchased during the period of this contract, back to DDOT at the end of the contract. DDOT will provide spare cans and cannisters for IPS and Flowbird meters.

C.6.2.20 Revenue Collection Performance Measures and Methodology: The contractor shall provide to the

CA the following enumerated reports. The CA will use the one randomly selected date for each month under the period of performance, unless otherwise noted, and assess whether there was reporting documented for that date. The contractor shall receive credit for each report for each

10 | P a g e randomly selected date. The contractor must demonstrate that they provide full reporting for at least 80% of the randomly selected dates to receive performance credit. To successfully meet this performance measure, the contractor must deliver at least 10 of 12 reports on time or 83%.

C.6.2.20.1 Performance Requirements

Performance Requirement

Data Source

Reference

Revenue Collection and Deposit Rate shall be managed by the Contractor to be at or above 98% throughout the period of performance.

Contractor Documentation

C.6.2.8

C.6.2.21.2

Revenue shall be deposited by the Contractor and provide bank deposit proof to the District daily.

Contractor Documentation N/A

The Contractor shall maintain a daily parking meter key control log in the Contractor’s format.

Contractor Documentation C.6.2.6

The Contractor shall maintain a daily log in the Contractor’s format of Broken/Inoperable Meters encountered during revenue collection.

Contractor Documentation

C.6.2.21.4

C.6.2.20.2 Revenue Collection and Deposit Rate: The CA will monitor revenue collection and deposit through meter vendor data systems and the District’s and/or its bank’s deposit records. When the two or more sources of data contradict each other, the District’s or its bank’s deposit records shall prevail.

C.6.2.20.3 Bank deposit reports C.6.2.20.4 Meter Revenue reports C.6.2.20.5 Coin Collection Card Report

C.6.2.20.6 Reporting of Broken/Inoperable Meters: If collection is impeded due to a broken meter, the contractor shall report to the CA in writing within one (1) business day of the scheduled collection.

The CA shall review the meter repair report and other contractor documentation to determine the contractor’s proactive measure during revenue collection to report broken/inoperable meters.

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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)

D.2 All electronic and print media generated from this contract shall be required to comply with

District Department of Transportation branding guidelines.

1. Use the primary usage version of the DDOT logo in the lower right corner as a part of the footer.

2. Place additional logos used on secondary pages in parallel with and to the left of the DDOT logo.

3. Deploy the use of DDOT Colors, with PMS 032 Red as the primary color and PMS 534 Blue and

PMS Cool Gray 5 as secondary colors in conjunction with white space and uncluttered backgrounds.

a. DDOT’s colors are specified according to the Pantone Color Matching System.

b. Based on that standard, four-color (CMYK), RGB, and Hexadecimal equivalents were developed for print, electronic displays, and web applications respectively.

c. Both solid and gradient applications of these colors may be used as backgrounds for white text. However, gradients must maintain adequate contrast with the white text to ensure legibility.

4. Use the official DDOT typeface of the font Avenir for its simplicity, clarity, and approachable character. Its multiple weights and styles provide the flexibility necessary for most applications.

5. Use the DDOT text style guide, based on the most current version of the Associated Press Stylebook.

6. Use photographic content that “tell the story” related to the relevant DDOT mission and goals in the communication effort.

a. Attention should be paid to the quality of images and how they reproduce. Ensure that DDOT owns the rights to the images that are used or, if provided by a third party, a credit acknowledgement must be included.

b. Clip art should be avoided.

c. Images should not be stretched, pixelated or distorted.

d. Images show the diverse populations that comprise DDOT’s jurisdiction. While some use of iconic Washington, DC, sites is appropriate, images that convey a sense of community and the work of DDOT in real-life settings is encouraged.

e. Photographs should not be so crowded or overwhelming that the impact is lost.

7. Use the DDOT branding site as a reference in designing any and all material related to DDOT.

The branding site is found at this URL address https://sites.google.com/a/dc.gov/ddot-branding/

8. Any and all materials, including websites that are created for DDOT must be approved by DDOT’s

Public Information Division.

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SECTION E: INSPECTION AND ACCEPTANCE

E.1 The inspection and acceptance requirements for this contract shall be governed by clause number 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)

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SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES

F.1 TERM OF CONTRACT

The term of the contract shall be for a period of five one-year periods from the 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 (4) 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 identified in the Contract to the Contract Administrator. Table 1 depicts the deliverable requirements.

F.3.1 Table 1 – Deliverable Requirements

Name Citation Frequency Delivery Method

Meter Key Control Log

C.6.2.6

Daily

Electronic delivery/access (upon request)

Standard Operating Procedures C.6.1.1 30 days after NTP Electronic, PDF Meter Revenue Projection Report C.6.2.13 Monthly Electronic, Excel Revenue Audit and Variance Report C.6.2.13 Daily Electronic, Excel

Meter Revenue Report C.6.2.13 Daily Electronic, Excel

Revenue Audit Protocol C.6.2.12 C.6.1.1

30 days after NTP Electronic, PDF

Revenue Deposit Reports C.6.2.13 Daily Electronic, Excel

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F.3.2 The contractor shall make these reports or data available at all times to District users. The District reserves the right to request any additional information or reports as it deems necessary.

In addition to these reports, the Contractor shall create up to 50 custom reports specified by the District. The Contractor shall produce these reports at a frequency as specified by the CA.

F.3.3 During the course of the project, the Contractor shall attend project meetings, both regularly scheduled meetings and meetings on special topics. The contractor shall provide oral briefings in person or by phone with the CA.

F.4 The Contractor shall submit to the District, as a deliverable, the report described in section H.5.5 which is required by the 51% District Residents New Hires Requirements and First Source Employment Agreement. If the Contractor does not submit the report as part of the deliverables, the District shall not make final payment to the Contractor pursuant to section G.1.

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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 applications for payment in an electronic format through the DC Vendor Portal, https://vendorportal.dc.gov.

G.2.2 Unless otherwise specified in the Contract, the Contractor shall submit proper invoices on a monthly basis on or after the first day of the following calendar month.

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 PAYMENT

Method of Payment

G.4.1 DDOT will pay the Contractor the firm fixed price for CLINs 0001 & 0002 performed under this contract in accordance with section B.

G.4.2 The Contractor’s performance shall be evaluated monthly by the CA Performance Evaluation Board (PEB). The PEB shall be composed of DDOT staff and others that the CA and Contracting Officer may designate.

G.4.3 The payment structure consists of the firm fixed price amount, the firm fixed unit prices multiplied by active inventory and the fees charged for services.

G.4.4 FIRM FIXED PRICE PAYMENT

G.4.4.1 The Contractor shall invoice the District on a monthly basis in accordance with section B.

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G.4.4.2 The Contractor shall support each monthly invoice with a statement of the work that the

Contractor performed for that month and the services that the Contractor used to complete that work. This statement will assist the CA in maintaining an historical record of amounts of work needed to meet the performance standards, and will assist the CA in responding to internal and external questions on work levels. The Contractor shall submit each monthly invoice in a manner and form that DDOT specifies.

G.4.4.3 DDOT will make final invoice payment upon the CO’s determination that the Contractor has completed all of the requirements for the contract, and has met the performance standards.

G.4.5 FIRM FIXED UNIT PRICE PAYMENT

G.4.5.1 The Contractor shall invoice the District on a monthly basis for the work performed as calculated by multiplying the quantity of tasks performed by the unit price for task performed.

G.4.5.2 The Contractor shall support each monthly invoice with a statement of the work that the

Contractor performed for that month and services that the Contractor used to complete that work. Contractor shall provide back up for the number of assets in service and the number of assets removed from service. This statement will assist the CA in maintaining an historical record of amounts of work needed to meet the performance standards, and will assist the CA in responding to internal and external questions on work levels. The Contractor shall submit each monthly invoice in a manner and form that DDOT specifies.

G.4.5.3 DDOT will make final invoice payment upon the CA and Contracting Officer’s determination that the Contractor has completed all of the requirements for the contract, and has met the performance standards.

G.4.6 FEE PAYMENT

G.4.6.1 The Contractor shall invoice the District on a monthly basis an amount equal to the transactional revenue subject to a fee times the revenue processed.

G.4.6.2 The Contractor shall support each monthly invoice with a statement of the work that the

Contractor performed for that month and the materials and other goods and services that the Contractor used to complete that work. Contractor shall provide back up for the amount of coins collected and the dollar value of electronic transactions processed. These reports do not replace the reporting required in Section C. The Contractor shall submit each monthly invoice in a manner and form that DDOT specifies.

G.4.6.3 DDOT will make final invoice payment upon the COTR and Contracting Officer’s determination that the Contractor has completed all of the requirements for the contract, and has met the performance standards.

G.4.7 ASSIGNMENT OF CONTRACT PAYMENTS

G.4.7.1 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.

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G.4.7.2 Any assignment shall cover all unpaid amounts payable under this contract, and shall not be made to more than one party.

G.4.7.3 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.5 THE QUICK PAYMENT ACT

G.5.1 Interest Penalties to Contractors

G.5.1.1 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 1.5% 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.5.1.1.1 The date on which payment is due under the terms of the contract;

G.5.1.1.2 Not later than 7 calendar days, excluding legal holidays, after the date of delivery of meat or meat food products;

G.5.1.1.3 Not later than 10 calendar days, excluding legal holidays, after the date of delivery of a perishable agricultural commodity; or

G.5.1.1.4 30 calendar days, excluding legal holidays, after receipt of a proper invoice for the amount of the payment due.

G.5.1.2 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.5.1.2.1 3rd day after the required payment date for meat or a meat food product;

G.5.1.2.2 5th day after the required payment date for an agricultural commodity; or

G.5.1.2.3 15th day after any other required payment date.

G.5.1.3 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.5.2 Payments to Subcontractors

G.5.2.1 The Contractor must take one of the following actions within seven (7) days of receipt of any

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G.5.2.1.1 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.5.2.1.2 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.5.2.2 The Contractor must pay any subcontractor or supplier 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 1.5% 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.5.2.2.1 3rd day after the required payment date for meat or a meat product;

G.5.2.2.2 5th day after the required payment date for an agricultural commodity; or

G.5.2.2.3 15th day after any other required payment date.

G.5.2.3 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.5.2.4 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.5.3 Subcontract requirements. 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 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:

Mohammad Siddiqi Contracting Officer Office of Contracting and Procurement 250 M Street, 7th Floor Washington, DC 20003 E-mail address: mohamad.siddiqi@dc.gov mailto:mohamad.siddiqi@dc.gov

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G.7 AUTHORIZED CHANGES BY THE CONTRACTING OFFICER

G.7.1 The CO is the only person authorized to approve changes in any of the requirements of this contract.

G.7.2 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.7.3 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.8 CONTRACT ADMINISTRATOR (CA)

G.8.1 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.8.1.1 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.8.1.2 Coordinating site entry for Contractor personnel, if applicable;

G.8.1.3 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.8.1.4 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.8.1.5 Maintaining a file that includes all contract correspondence, modifications, records of inspections

(site, data, equipment) and invoice or vouchers.

G.8.2 The address and telephone number of the CA is:

Joseph Kerwin Curbside Management Division District Department of Transportation 250 M Street SE, Washington, DC 20003 202-716-2224 Joseph.Kerwin@dc.gov

G.8.3 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;

mailto:Joseph.Kerwin@dc.gov

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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.8.4 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.9 ORDERING CLAUSE

G.9.1 Any supplies and services to be furnished under this contract…