DCKA-2026-B-0089_Att1.pdf

GOVERNMENT OF THE DISTRICT OF COLUMBIA

DISTRICT DEPARTMENT OF TRANSPORTATION

INNOVATION AND PERFORMANCE BRANCH

FLEET MANAGEMENT DIVISION

INVITATION FOR BIDS

LOCALLY FUNDED PROJECT

Fleet Capital Asset Management Key System

IFB Solicitation Number:

Bid Due Date:

Contracting Officer:

Contract Specialist:

DCKA-2026-B-0089

June 8, 2026, 2:00 PM EST

Benita Scott Benita.Scott@dc.gov

Han May Chan Han.MayChan@dc.gov

PLEASE NOTE: If the bidder has any verbal or written communication regarding the scope or the detailed contents of this solicitation with the end users/customer or any DDOT staff other than the Contracting Officer (CO) and Contract Specialist (CS) during the solicitation process, then the bidder’s bid will automatically be disqualified. DDOT staff, not including the CO and CS, may only provide any prospective bidder with the link to the DTAP portal to find the solicitation documents. If you have any questions regarding the scope or other details of this solicitation, please email the Contract Specialist Han May Chan and copy Contracting Officer Benita Scott by the Questions deadline provided in the solicitation.

SOLICITATION, OFFER, AND AWARD

1. Caption

Fleet Capital Asset Management Key System Page of Pages

1 77

2. Contract Number

N/A

3. Solicitation Number

DCKA-2026-B-0089

4. Type of Solicitation Sealed Proposal (IFB) Sealed Proposals (RFP)

Sole Source Emergency

5. Date Issued

May 8,

6. Type of Market Open Market

Set Aside Open Market with Set-Aside Sole Source – CBE status

7. Issued By: 8. Address Offer to:

Office of Contracting and Procurement 441 4th Street, N.W., Suite 330 South Washington, D.C. 20001

Submission should be made via DTAP system only.

NOTE: In sealed proposal solicitations “offer” or “offeror” means “proposal or “contractor”

SOLICITATION

9. Sealed offers in original and __1__ copies for furnishing the supplies or services in the Schedule will be received via electronic format via DTAP system until:

2:00 P.M. EST on Thursday, June 8, 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 Han May Chan Contract Specialist

(Area Code) (Number) (Ext) han.maychan@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 0 X I Contract Clauses 47-65 X B Supplies or Services and Price/Cost 1-15 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS X C Specifications/Work Statement 16-24 X J List of Attachments 66 X D Packaging and Marking 25 PART IV – REPRESENTATIONS AND INSTRUCTIONS X E Inspection and Acceptance 26

X K Representations, certification, and other statements of offerors 67 X F Period of Performance/Deliverables 27

X G Contract Administration Data 28- 33 X L Instructions, conditions & notices to offerors 68-74

X H Special Contract Requirements 34-46 X M Evaluation factors for award 75-77

12. In conjunction with the above, the undersigned agrees, if this offer is accepted within 120 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 15 C. Check if remittance address is different from above – Refer to section G

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

AWARD (TO BE COMPLETED BY GOVERNMENT)

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

2. Name of contracting Officer (Type or Print)

Benita Scott

23. Signature of Contracting Officer (district of Columbia) 24. Award Date

Government of the District of Columbia Department of Transportation

DDOT IFB DCKA-2026-B-0089 (May 2026) Fleet Capital Asset Management Key System Page 1 of 77

Innovation and Performance Branch: Fleet Management Division

FLEET CAPITAL ASSET MANAGEMENT KEY SYSTEM

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

B.1 SUMMARY

The Government of the District of Columbia (District), Office of Contracting and Procurement (OCP), on behalf of the Department of Transportation (DDOT), seeks a contractor to furnish, install, and maintain a fleet capital asset management key system that holds the keys to all equipment and vehicles for eight locations.

B.2 TYPE OF CONTRACT

In accordance with 27 DCMR 2416, the District contemplates an award of an indefinite-delivery indefinite quantity (IDIQ) contract based on fixed unit prices and a not-to-exceed amount (ceiling) as identified in Section B.8 Price Schedule.

The Contract shall have a one-year base period and four one-year option periods. Please see Section F Period of Performance for more details.

INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ)

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

1. Delivery or performance shall be made only as authorized by task order(s) issued by the Contracting Officer. The Contractor shall furnish to the District, when and if ordered, the supplies and/or services up to a not-to-exceed maximum dollar value as specified in the task order’s price schedule for each contract term. The District will, at minimum, order at least one order in an amount not-to-exceed $75.00.

Please refer to Section C.5.6 Ordering Procedures for more details.

2. 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.

3. 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

Fleet Capital Asset Management Key System Page 2 of 77 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 or perform services under this contract after the end date specified in each order.

B. Ordering Clause

Any delivery of goods and/or services to be furnished under the Contract must be ordered by issuance of task orders by the Contracting Officer. Such order(s) may be issued during the term of this contract.

1. The Contracting Officer shall issue any supplies and services to be furnished under this

Contract by issuance of orders. Such order may be issued during the term of this contract.

2. All orders are subject to the terms and conditions of this Contract. In the event of a conflict between an order and this Contract, the Contract shall control.

3. Orders will be issued by electronic commerce methods.

4. Term of Contract: The term of the Contract shall be for a period of one year from the award date subject to the District’s option to extend the term of the Contract. Please see Section F Period of Performance for more details.

B.3 RESERVED

B.4 SUBCONTRACTING PLAN “AS APPLICABLE”

B.4.1 A bidder responding to this solicitation that is required to subcontract shall be required to submit with its bid, any subcontracting plan that is 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.4.2 For contracts greater than $250,000 per year, at least 35% of the dollar volume of the contract shall be subcontracted in accordance with Section I.12. A Subcontracting Plan form is available at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents.” Please also refer to sections I.12 and J.8.

B.4.3 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.

B.5 NONPROFIT FAIR COMPENSATION ACT OF 2020, D.C. Code § 2-222.01 et seq.

B.5.1 Nonprofit organizations, as defined in the Act, shall include in their rates the indirect costs

Fleet Capital Asset Management Key System Page 3 of 77 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.5.2; 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.5.2 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.

*Please note: B.5.2 is not applicable. This project is locally funded.

B.5.3 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.6 PLEASE REFER TO B.4.2 SUBCONTRACTING REQUIREMENTS FOR

CONTRACTS GREATER THAN $250,000 PER YEAR “AS APPLICABLE.”

B.7 RESERVED

TO BE CONTINUED

Fleet Capital Asset Management Key System Page 4 of 77

B.8 PRICE SCHEDULE

The contractor shall provide all labor, equipment, material, and incidentals necessary to furnish, install, and maintain a fleet capital asset management key system that holds the keys to all equipment and vehicles for eight locations. The contractor shall meet the requirements as defined in Section C Statement of Work and in accordance with the terms and conditions of this contract.

The price schedule below includes the contract line-item pricing relevant to the provision of goods and services for this project. The line-item pricing is inclusive of all costs including but not limited to all labor, material, supplies, equipment, warranty, freight/shipping/delivery, general and administrative expenses, employee training, fringe benefits, insurance, profit, all other overhead costs, and all incidental costs.

Please see Section C.5.6 Ordering Procedures for more details.

a. DDOT anticipates that most of the goods and services will be requested during the base year. If options are exercised, then DDOT anticipates that software licensing renewal and maintenance services will be requested. For the option years, DDOT may order goods but there is no guarantee.

b. The quantities in the price schedule are estimates only. The actual required quantities are unknown.

c. The actual required quantities may change over the course of each contract term.

Some CLIN quantities may underrun while others may be exceeded. As long as the total not-to-exceed (NTE) price is not exceeded for each contract term, and the scope of work and deliverables remain unchanged, then a modification is not required.

d. The Contractor, Contract Administrator (CA), and Contract Specialist (CS) shall keep track of the exact total quantities ordered and ensure that the total not-to-exceed (NTE) price is not exceeded for each contract term.

e. Maximum means not-to-exceed (NTE). The total contract value may not exceed the maximum or the not-to-exceed (NTE) value for each contract term unless the Contracting Officer made changes via an executed modification.

f. If the total not-to-exceed (NTE) price may be exceeded or if there may be changes to the scope of work and/or deliverables, the Contractor shall inform the Contracting Officer immediately. For these situations, the Contractor shall not commence work until a modification is executed.

Please see price schedule below from pages 5 to 10.

Fleet Capital Asset Management Key System Page 5 of 77

B.8.1 Base Year

No. Description Unit of

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 01 - 1735 15th ST NE (C.5.1 and C.5.2)

Per Key Slot 135

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 02 - 250 M ST SE (C.5.1 and C.5.2)

Per Key Slot 177

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 03 - 1403 W ST NE (C.5.1 and C.5.2)

Per Key Slot 93

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 04 - 1338 G ST SE (C.5.1 and C.5.2)

Per Key Slot 27

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 05 - 414 Farragut ST NE (C.5.1 and C.5.2)

Per Key Slot 93

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 06 - 60 Florida Ave NW (C.5.1 and C.5.2)

Per Key Slot 27

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 07 - 2860 South Capitol

ST SW

(C.5.1 and C.5.2)

Per Key Slot 27

Hardware and Equipment:

Key box(s) for the quantity of key slots for

Slot 9

Fleet Capital Asset Management Key System Page 6 of 77

Location 08 - 350 McMillan Drive

NW

(C.5.1 and C.5.2)

Software Licensing (C.5.3)

Per Year 1

Installation Services (C.5.4)

Per Hour 90

Maintenance Services (C.5.5)

Per Hour 20

Not-to-Exceed (NTE) Total for Base Year

Fleet Capital Asset Management Key System Page 7 of 77

B.8.2 Option Year 1

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 01 - 1735 15th ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 02 - 250 M ST SE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 03 - 1403 W ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 04 - 1338 G ST SE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 05 - 414 Farragut ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for

Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 07 - 2860 South Capitol

ST SW

(C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for

Fleet Capital Asset Management Key System Page 8 of 77

Location 08 - 350 McMillan Drive

NW

(C.5.1 and C.5.2)

Software Licensing (C.5.3)

Per Year 1

Installation Services (C.5.4)

Per Hour 1

Not-to-Exceed (NTE) Total for Option Year 1

Fleet Capital Asset Management Key System Page 9 of 77

B.8.3 Option Year 2

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 01 - 1735 15th ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 02 - 250 M ST SE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 03 - 1403 W ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 04 - 1338 G ST SE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 05 - 414 Farragut ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 06 - 60 Florida Ave NW (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 07 - 2860 South Capitol

ST SW

(C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for

Fleet Capital Asset Management Key System Page 10 of 77

Location 08 - 350 McMillan Drive

NW

(C.5.1 and C.5.2)

Software Licensing (C.5.3)

Per Year 1

Installation Services (C.5.4)

Per Hour 1

Not-to-Exceed (NTE) Total for Option Year 2

Fleet Capital Asset Management Key System Page 11 of 77

B.8.4 Option Year 3

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 01 - 1735 15th ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 02 - 250 M ST SE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 03 - 1403 W ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 04 - 1338 G ST SE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 05 - 414 Farragut ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 06 - 60 Florida Ave NW (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 07 - 2860 South Capitol

ST SW

(C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for

Fleet Capital Asset Management Key System Page 12 of 77

Location 08 - 350 McMillan Drive

NW

(C.5.1 and C.5.2)

Software Licensing (C.5.3)

Per Year 1

Installation Services (C.5.4)

Per Hour 1

Not-to-Exceed (NTE) Total for Option Year 3

Fleet Capital Asset Management Key System Page 13 of 77

B.8.5 Option Year 4

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 01 - 1735 15th ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 02 - 250 M ST SE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 03 - 1403 W ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 04 - 1338 G ST SE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 05 - 414 Farragut ST NE (C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 07 - 2860 South Capitol

ST SW

(C.5.1 and C.5.2)

Per Key Slot 1

Hardware and Equipment:

Key box(s) for the quantity of key slots for

Fleet Capital Asset Management Key System Page 14 of 77

Location 08 - 350 McMillan Drive

NW

(C.5.1 and C.5.2)

Software Licensing (C.5.3)

Per Year 1

Installation Services (C.5.4)

Per Hour 1

Not-to-Exceed (NTE) Total for Option Year 4

Fleet Capital Asset Management Key System Page 15 of 77

B.8.6 SUMMARY OF PRICE SCHEDULE

CONTRACT TERM

TOTAL

Base Year (B.8.1)

Option Year 1 (B.8.2)

Option Year 2 (B.8.3)

Option Year 3 (B.8.4)

Option Year 4 (B.8.5)

Not-to-Exceed (NTE) Total Price for Five Years

Offeror/Company Date

Name of Company Representative Signature of Company Representative

Fleet Capital Asset Management Key System Page 16 of 77

SECTION C: SPECIFICATIONS/WORK STATEMENT

C.1 SCOPE OF WORK

The Government of the District of Columbia (District), Office of Contracting and Procurement (OCP), on behalf of the Department of Transportation (DDOT), seeks a Contractor to furnish, install, and maintain a fleet capital asset management key system that holds the keys to all equipment and vehicles for eight locations.

C.2 APPLICABLE DOCUMENTS

Not Applicable.

C.3 DEFINITIONS “AS APPLICABLE”

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

1. Contract – The entire, integrated agreement between the District and the Contractor for the Project. The Contract is made of the Contract Documents, and supersedes prior negotiations, representations, or agreements.

2. Contract Documents – The Contract documents consist of the Solicitation sections A- K (the “Contract Form”), addenda issued prior to execution of the Contract, the price schedule, performance and payment bonds, specifications, contract drawings, and other documents listed in the Contract Form, and modifications issued after execution of the Contract.

3. Final Acceptance – The occurrence of all the events, inspection, and satisfaction of all the conditions with respect to the Work for completion of all aspects of the Contract as set forth in Standard Specifications Section 108.09.

4. Plant – All physical resources, facilities, machinery, equipment, staging, forms, tools, work, and storage space other than provided by the Contract, together with subsidiary essentials and necessary maintenance for proper construction and acceptable completion of the Project.

5. Project – The title of the Contract, and the entire Work to be completed under the Contract.

6. Work – The furnishing of all labor, materials, equipment, and incidentals necessary or convenient to the successful completion of the Project and the carrying out of the duties and obligations imposed by the contract.

7. Contract Administrator (CA) – The DDOT representative and CA-designees who have the authority to review and approve all deliverables submitted for this project. The CA oversees the entire performance of this project. Refer to Section G.2 for more details.

Fleet Capital Asset Management Key System Page 17 of 77

8. Contract Specialist (CS) – The OCP representative who supports the Contracting

Officer (CO) in the cradle-to-grave management of contracts. The CS ensures legal compliance and acts as liaison between internal departments and external partners. The CS does not have legal authority to execute, modify, and terminate contracts on behalf of the government. Please refer to G.1 on the legal authority of the CO.

C.4 BACKGROUND

DDOT currently maintains keys for its vehicles and equipment across eight operational sites throughout the District of Columbia. These keys are essential to daily field operations and are used by staff across multiple programs to access agency assets as needed.

At present, DDOT’s key management process relies on traditional physical-key storage at each location. When a key access system becomes unavailable, DDOT must revert to manual processes such as hand‑outs and paper sign‑in sheets. This manual approach is labor‑intensive, slows operational workflows, and makes it difficult to accurately track who accessed vehicles, when keys were taken or returned, and which assets are currently in use.

The lack of real‑time visibility also impacts DDOT’s ability to investigate incidents, manage tickets, and forecast resource needs.

Given the age and condition of the current systems used at various sites, several locations are experiencing inconsistent or unreliable access to keys. DDOT requires a modernized solution that restores operational efficiency, provides reliable access for staff, improves asset accountability, and reduces the operational risks associated with system downtime.

The immediate goal is to reestablish secure, trackable, and consistent key availability at all DDOT locations and ensure that key management processes support current operational needs.

C.5 REQUIREMENTS

C.5.1 Requirements for the Fleet Capital Asset Management Key System

(CLINs 001 through 008)

The Contractor shall provide all labor, equipment, materials, and incidentals to furnish, install, and maintain a fleet capital asset management key system that holds the keys to all equipment and vehicles for eight operating site locations. The key system shall meet all the requirements below:

C.5.1.1 The system shall utilize doorless cabinets to ensure faster access, reduced mechanical failures, and improved durability.

C.5.1.2 The system shall support fob-less keys, eliminating the need for physical fobs or tags and reducing the risk of loss or damage.

Fleet Capital Asset Management Key System Page 18 of 77

C.5.1.3 The system shall provide mobile-based access, allowing authorized personnel to make changes quickly, receive text alerts, and use multiple sign-in options through a mobile platform.

C.5.1.4 The system shall allow keys to be dropped at multiple approved locations, improving flexibility and operational efficiency across DDOT sites.

C.5.1.5 The system shall include extensive permission options for managers, staff, and users through the mobile interface.

C.5.1.6 The system shall include group, manager, and user-level permission settings, enabling tiered access control.

C.5.1.7 The system shall support modular and expandable hardware, ranging from 9 to 48 key spaces, to allow scalable deployment.

C.5.1.8 The system shall offer cloud-based access control via API, enabling integration with DDOT systems and secure remote management.

C.5.1.9 The system shall track every key transaction, including checkout, return, user identity, and timestamp.

C.5.1.10 The system hardware shall include a minimum 7-inch touchscreen for improved usability and system interaction.

C.5.1.11 The system shall be compatible with Google and Apple mobile platforms, enabling cross-device accessibility.

C.5.1.12 The system shall support daisy-chaining up to 10 expansion units, allowing multiple cabinets to be linked and centrally managed.

C.5.1.13 The system shall support over-the-air (OTA) updates, ensuring that software remains current without requiring onsite service.

C.5.1.14 The system shall include an optical motion sensor for enhanced monitoring and security around the cabinet.

C.5.1.15 The system shall support programmable alerts, including notifications for overdue keys, unauthorized access attempts, and system faults.

C.5.1.16 The system shall support instant key swaps, enabling rapid reassignment or exchange of keys.

C.5.1.17 The system shall provide offline access and backup capabilities, allowing key operations to continue during network outages.

Fleet Capital Asset Management Key System Page 19 of 77

C.5.1.18 The system shall include maximum key limits and controls to prevent over-allocation and ensure compliance with DDOT access policies.

C.5.1.19 The system shall be named and approved by DDOT, as well as being a proven key system currently on the open marketplace with a track record of success with fleet organizations and still in current operation.

C.5.1.20 The key system shall be used at eight locations. DDOT does not permit different systems to be used at different operating sites. The eight locations are as follows:

Location 01 – 1735 15th ST NE Location 02 – 250 M ST SE Location 03 – 1403 W ST NE Location 04 – 1338 G ST SE Location 05 – 414 Farragut ST NE Location 06 – 60 Florida Ave NW Location 07 – 2860 South Capitol ST SW Location 08 – 350 McMillan Drive NW

C.5.2 Brand Name

DDOT does not have any requirements for using a specific brand for the fleet capital asset management key system to be provided for this project.

The prospective bidder shall provide along with its bid a full description of the key system that they will furnish for this project including but not limited to the following information:

(1) brand name;

(2) product number or code;

(3) full product name;

(4) manufacturer and supplier name (if applicable);

(5) warranty information (if applicable);

(6) authorized reseller agreement or certification (if applicable);

(7) how the product will meet all requirements listed in Section C.5.1;

(8) all features, photos, illustrations, and diagrams; and

(9) any other information relevant to the products required for this project.

If the bidder fails to provide, along with its bid, the above items (1) to (9), then the bid shall be deemed “not technically acceptable” and “non-responsive,” the bidder may be disqualified from further consideration at the discretion of the Contracting Officer. Please refer to Sections L.16.1 through L.16.3 for more details.

We highly recommend bidders to fill out J.10 Product Information Form and submit this form along with its bid by the closing date. This form serves as a guide to help bidders provide all the required information requested (1) to (9). Filling out this form

Fleet Capital Asset Management Key System Page 20 of 77 is optional. However, the bidder must provide the required information (1) to (9) along with its bid by the closing date.

If any of the above items (1) to (9) are “not applicable,” the bidder shall provide an explanation why it is not applicable along with its bid. For item (6), please refer to Section H.26 Purchases of IT Hardware and Equipment for more details.

C.5.3 Software Licensing (CLIN 009)

The Contractor shall provide software licensing for the fleet capital asset management key system. Software licensing is inclusive of all installation software and related connections at the time of installation as well as software renewals and all related updates to maintain the key system in proper operations. Software licensing shall cover the entire year for each contract term.

The Contractor shall respond to the CA’s request within 24 hours in writing via email. The Contractor shall not provide the deliverable without the CA’s approval in writing via email.

Software licensing shall be provided within 21 calendar days of the CA’s request in writing via email.

C.5.4 Installation Services (CLIN 010)

The Contractor shall provide all labor, equipment, materials, and incidentals for the provision of installation services for the fleet capital asset management key system.

Installation services are inclusive of all services related to the installation of the key system to include key system boxes, labor, wall mounting, daisy chain cabling, power connection, network configuration, all key tagging materials, enrollment, cleanup, tools and all materials. Moreover, installation services are also inclusive of the following set up tasks such as account creation, eight site configuration, key box device linking, user role/permissions configuration, API integration for DDOT system integration webhook configuration, video recording setup eight sites, connectively for online and offline testing, on-site training for administrators and end users for all eight sites, custom user guides, instructional signage and handoff documentation.

The Contractor shall respond to the CA’s request for installation services within 24 hours to schedule the appointment in writing via email. The Contractor shall not commence work without the CA’s approval in writing via email. Installation services shall be provided within 21 calendar days of the CA’s request in writing via email.

C.5.5 Maintenance Services (CLIN 011)

The Contractor shall provide all labor, equipment, materials, and incidentals for the provision of maintenance services for the fleet capital asset management key system.

Maintenance services are inclusive of repairing broken, damaged or nonfunctioning parts of the key system after installation. Maintenance services are not limited to warranty-covered services only but also cover repair services for any part of the key system that

Fleet Capital Asset Management Key System Page 21 of 77 is not functioning, is damaged, is broken or becomes missing, so that the system remains fully operational and functions properly.

The Contractor shall respond to the CA’s request for maintenance services within 24 hours to provide a resolution plan and to schedule the appointment in writing. The Contractor shall not commence work without the CA’s approval in writing via email. Maintenance services shall be provided within 72 hours of the CA’s request in writing via email.

C.5.6 Ordering Procedures

DDOT will order the goods and/or services using the ordering procedure described below:

C.5.6.1 A “task order” is a specific, legally binding contract document issued under an existing, broader "Indefinite-Delivery, Indefinite-Quantity" (IDIQ) contract to procure specific goods and/or services. Each task order has a price schedule with a list of contract line-item numbers (CLINs), item descriptions, fixed unit prices, and a not-to-exceed total amount for each contract term. Please see Section B.2 Type of Contract for more details.

C.5.6.2 At contract award, Task Order 001 is also awarded for the Base Year. If an option period is exercised, then one task order will be awarded per option period. For example, if Option Year 1 is exercised, then Task Order 002 will be awarded in Option Year 1. If Option Year 2 is exercised, then Task Order 003 will be awarded in Option Year 2.

C.5.6.3 When a need arises, DDOT will place an “order” against the task order that is awarded in each contract term. The CA will provide a list of CLIN numbers, their item descriptions, and their quantities per order and request a price document in writing via email.

C.5.6.4 The Contractor shall respond in writing via email whether they could meet the order request, submit a price document, and provide the estimated delivery time (EDT) for delivery. The price document shall apply the same unit prices as in the task order that is awarded for each contract term. The Contractor shall also keep track of the total quantities per line-item per contract term as well as ensure the not-to-exceed total value is not exceeded for that contract term.

C.5.6.5 The CA will review the price document to ensure that the unit prices match the unit prices of the task order awarded for each contract term and ensure that the not-to-exceed total value is not exceeded for that contract term. If the price document is acceptable, the CA will approve the price document and delivery date in writing via email to the Contractor and the CO. The Contractor shall not ship or deliver any goods, supplies, or materials without the CA’s approval in writing via email.

C.5.6.6 The quantities specified in the task order’s price schedule are estimates only. The exact required quantities are unknown.

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C.5.6.7 Some CLIN quantities may underrun while others may be exceeded. As long as the total not-to-exceed (NTE) price is not exceeded for each contract term, and the scope of work and deliverables remain unchanged, then a modification is not required.

C.5.6.8 The Contractor, CA, and CS shall keep track of the exact total quantities ordered and ensure that the total not-to-exceed (NTE) price is not exceeded for each contract term.

C.5.6.9 If the total not-to-exceed (NTE) price may be exceeded or if there may be changes to the scope of work and/or deliverables, the Contractor shall inform the Contracting Officer immediately. For these situations, the Contractor shall not commence work until a modification is executed.

C.5.7 Shipping and Delivery

This section refers to orders, not task orders. Please refer to C.5.6 Ordering Procedures regarding the difference between a task order and an order.

C.5.7.1 The Contractor shall ship all orders to this address, unless instructed otherwise by the CA or CA-designee. The CA’s contact information will be provided at award.

DDOT Warehouse 1735 15th Street, NE Washington, DC 20002

C.5.7.2 The Contractor shall deliver all orders within 21 calendar days from the date in which the CA approve the order in writing via email. If the Contractor cannot deliver within this timeframe, the Contractor shall inform the CA immediately in writing via email. The Contractor shall explain the reason for the delay and provide the EDT for delivery. The Contractor shall not ship orders or commence work without the CA’s approval in writing via email.

C.5.7.3 The Contractor shall coordinate with the CA for all shipping and delivery schedules, work schedules, and/or related issues.

C.5.8 Acceptance, Inspection, and Receipt

This section refers to orders, not task orders. Please refer to C.5.6 Ordering Procedures regarding the difference between a task order and an order.

C.5.8.1 When DDOT receives an order’s delivery, the CA and/or CA designee will first confirm acceptance in writing via email. DDOT will verify the quantities and inspect the quality of the goods delivered. DDOT will confirm receipt after all

Fleet Capital Asset Management Key System Page 23 of 77 inspections and verifications are complete in writing via email. Please refer to J.1 Standard Contract Provisions Section 5 Inspection of Supplies.

C.5.8.2 DDOT will only accept the goods arriving in new and good condition. DDOT will not accept any goods that have a manufacturing defect or are damaged during transit.

C.6 DELIVERABLES

The Contractor shall always confirm with the CA and/or CA-designee in writing via email before shipping any orders or commencing any work. The Contractor shall not provide any deliverables without the CA’s approval in writing via email.

CLIN

No.

Deliverable Time Frame /

Deadline Method of Delivery

To Whom/ Location

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 01 - 1735 15th ST NE (C.5.1 and C.5.2)

Within 21 calendar days of CA’s order request (Refer to C.5.6)

Delivery or bring with technician

Refer to C.5.7 and

C.5.8.

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 02 - 250 M ST SE (C.5.1 and C.5.2)

Within 21 calendar days of CA’s order request (Refer to C.5.6)

Delivery or bring with technician

Refer to C.5.7 and

C.5.8.

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 03 - 1403 W ST NE (C.5.1 and C.5.2)

Within 21 calendar days of CA’s order request (Refer to C.5.6)

Delivery or bring with technician

Refer to C.5.7 and

C.5.8.

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 04 - 1338 G ST SE (C.5.1 and C.5.2)

Within 21 calendar days of CA’s order request (Refer to C.5.6)

Delivery or bring with technician

Refer to C.5.7 and

C.5.8.

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 05 - 414 Farragut ST

NE

(C.5.1 and C.5.2)

Within 21 calendar days of CA’s order request (Refer to C.5.6)

Delivery or bring with technician

Refer to C.5.7 and

C.5.8.

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 06 - 60 Florida Ave NW (C.5.1 and C.5.2)

Within 21 calendar days of CA’s order request (Refer to C.5.6)

Delivery or bring with technician

Refer to C.5.7 and

C.5.8.

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Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 07 - 2860 South Capitol

ST SW

(C.5.1 and C.5.2)

Within 21 calendar days of CA’s order request (Refer to C.5.6)

Delivery or bring with technician

Refer to C.5.7 and

C.5.8.

Hardware and Equipment:

Key box(s) for the quantity of key slots for Location 08 - 350 McMillan Drive NW (C.5.1 and C.5.2)

Within 21 calendar days of CA’s order request (Refer to C.5.6)

Delivery or bring with technician

Refer to C.5.7 and

C.5.8.

009 Software Licensing (Refer to C.5.3)

Within 21 calendar days of CA’s request (Refer to C.5.6)

Virtual and Fieldwork

Refer to C.5.3.

010 Installation Services (Refer to C.5.4)

Within 21 calendar days of CA’s request (Refer to C.5.6)

Fieldwork Refer to C.5.4.

011 Maintenance Services (Refer to C.5.5)

Within 72 hours from CA’s request

(Refer to C.5.6) Fieldwork Refer to

C.5.5.

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SECTION D: PACKAGING AND MARKING “AS APPLICABLE”

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)

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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 [five (5) Inspection of Supplies] AND/OR [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)

E.2 Please refer to Section C.5.8 Acceptance, Inspection, and Receipt for more details.

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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 one year from the date of award specified on the cover page of the Contract.

F.2 Option to Extend the Term of the Contract

a) After completion of the base period, the District may extend the terms of this contract for four (4) one-year option periods, or successive fractions thereof, by written notice to the Contractor before the expiration of the contract period; 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 an option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) days preliminary notice by providing a written waiver to the Contracting Officer prior to expiration of the contract.

b) If the District exercises an option, the extended contract shall be considered to include this option provision.

c) The price for the option period(s) shall be specified in B.8 Price Schedule of the

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

F.3 DELIVERABLES

F.3.1 The Contractor shall perform the activities required to successfully complete the District’s requirements and submit each deliverable specified in Sections C.6 and G.4 to the Contract Administrator (CA). The CA contact information will be provided in Section G.2 at award.

F.3.2 For contracts subject to the 51% District Residents New Hires Requirements and First

Source Employment Agreement requirements, the Contractor shall submit to the CA, as a deliverable, the compliance report, or a waiver of compliance with its final request for payment. Please refer to Sections G.5, H.6, H.7, and I.1 for more details, if applicable.

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SECTION G: CONTRACT ADMINISTRATION

G.1 CONTRACTING OFFICER (CO)

G.1.1 Contracts will be entered into and signed on behalf of the District only by contracting officers. The contact information for the Contracting Officer is:

Benita Scott Deputy Chief Contracting Officer Office of Contracting and Procurement (OCP) District Department of Transportation (DDOT) 250 M Street, SE Washington, DC 20003 Benita.Scott@dc.gov

G.1.2 The CO is the only person authorized to approve changes in any of the requirements of the

G.1.3 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.1.4 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.2 CONTRACT ADMINSTRATOR (CA)

G.2.1 The contact information for the CA and/or CA-designee shall be provided at award.

G.2.2 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:

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;

2. Coordinating site entry for Contractor personnel, if applicable;

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;

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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

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

G.2.3 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.2.4 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.3 INVOICE PAYMENT

G.3.1 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

G.3.2 The District will pay the Contractor on or before the 30th day after receiving a proper invoice from the Contractor.

G.4 INVOICE SUBMITTAL

G.4.1 The Contractor shall create and submit payment requests in an electronic format through the DC Vendor Portal, https://vendorportal.dc.gov

G.4.2 The Contractor shall submit proper invoices on a monthly basis or as otherwise specified in the contract.

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G.4.3 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.5 FIRST SOURCE AGREEMENT REQUEST FOR FINAL PAYMENT

“AS APPLICABLE”

G.5.1 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 sections F.3.2, H.6, H.7, and I.1.

G.5.2 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.6 PAYMENT

G.6.1 PAYMENTS ON PARTIAL DELIVERIES OF GOODS

Unless otherwise specified in this contract, payment will be made on partial deliveries of goods 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 at least $75.00 or 50 percent of the total contract price.

G.6.2 PAYMENTS ON PARTIAL DELIVERIES OF SERVICES

services accepted by the District if:

a) The CO determines that the amount due on the deliveries warrants it; or

b) The Contractor requests it and the amount due on the deliveries is at least $75.00 or 50 percent of the total contract price.

G.6.3 PARTIAL PAYMENTS

goods and services accepted by the District if:

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

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

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

c) Presentation of a properly executed invoice.

G.7 ASSIGNMENT OF CONTRACT PAYMENTS “AS APPLICABLE”

G.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.

G.7.2 Any assignment shall cover all unpaid amounts payable under this contract and shall not be made to more than one party.

G.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.8 THE QUICK PAYMENT ACT

G.8.1 Interest Penalties to Contractors

G.8.1.1 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.8.1.1.1 The date…