DCKA-2026-B-0131_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

Asset Management Key System

IFB Solicitation Number: DCKA-2026-B-0131

Bid Due Date: July 14, 2026, 5:00 PM EST

Contracting Officer: Benita Scott Benita.Scott@dc.gov

Contract Specialist: 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

Asset Management Key System Page of Pages

1 79

2. Contract Number

N/A

3. Solicitation Number

DCKA-2026-B-0131

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

Sole Source Emergency

5. Date Issued

July 9,

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:

5:00 P.M. EST on Wednesday, July 14, 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 49-67 X B Supplies or Services and Price/Cost 1-16 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS X C Specifications/Work Statement 17-26 X J List of Attachments 68 X D Packaging and Marking 27 PART IV – REPRESENTATIONS AND INSTRUCTIONS X E Inspection and Acceptance 28

X

K Representations, certification, and other statements of offerors 69 X F Period of Performance/Deliverables 29

X G Contract Administration Data 30-35 X L Instructions, conditions & notices to offerors 70-76

X H Special Contract Requirements 36-48 X M Evaluation factors for award 77-79

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-0131 (July 2026) Asset Management Key System Page 1 of 79

Innovation and Performance Branch: Fleet Management Division

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 an 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

DDOT IFB DCKA-2026-B-0131 (July 2026) Asset Management Key System Page 2 of 79 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, J.8, and L.17.

B.4.3 A SBE/CBE bidder that intends to self-perform 100% of the work must submit a subcontracting plan form with its bid or proposal in which the bidder 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

Asset Management Key System Page 3 of 79 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

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B.8 PRICE SCHEDULE

The contractor shall provide all labor, equipment, material, and incidentals necessary to furnish, install, and maintain an 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 follow these instructions when filling out the price schedule.

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. For the option years, the quantity of CLINs 001 to 008 is always one in case DDOT needs to expand by one additional key space per location.

b. The bidder shall fill out the price schedule provided in the solicitation and this price schedule may not be altered in any way. The bidder shall fill out the unit price and total price for each of the CLINs in the price schedule as well as the Not-to-Exceed Total for each contract term. The bidder may not revise the quantities or descriptions of the price schedule. The bidder may not create their own price schedule. The bidder must use the price schedule that is provided. If necessary for clarification, descriptions may be provided in a separate document.

c. Each contract term requires ONE software license that covers all EIGHT locations for a full year. Therefore, CLINs 0009, 1009, 2009, 3009, and 4009 all have a quantity of one in the price schedule. There is a total of five contract terms: one-year base period and four one-year option periods.

d. For each CLIN, Maximum Total Cost equals Quantity multiplied by Unit

Price.

e. The Not-To-Exceed Total for each contract term should be the sum of maximum total costs for the eleven CLINs for each contract term. Please double check to make sure your total for each contract term is correct.

f. The bidder shall also fill out and sign below the Section B.8.6 Summary of the

Price Schedule.

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g. The bidder shall fill out the price schedule in its entirety and sign below Section C.8.6 Summary. Any bid package submissions that contain non-compliant, incomplete, or incorrect information may be rejected by the Contracting Officer.

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

i. 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.

j. 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.

k. 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.

l. 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 determination is made by the Contracting Officer and if necessary, a bilateral modification is executed.

Please see price schedule below pages 6 to 16.

Asset Management Key System Page 6 of 79

B.8.1 Base Year

Contract

Line- Item

Number

(CLIN)

Description Unit of

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

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

Per Key Space 135

Hardware and Equipment:

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

Per Key Space 177

Hardware and Equipment:

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

Per Key Space 93

Hardware and Equipment:

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

Per Key Space 27

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 05 - 414 Farragut ST

NE

(C.5.1 and C.5.2)

Per Key Space 93

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 06 - 60 Florida Ave

NW

(C.5.1 and C.5.2)

Per Key Space 27

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 07 - 2860 South Capitol ST SW (C.5.1 and C.5.2)

Space 27

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Hardware and Equipment:

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

Per Key Space 9

Software Licensing (C.5.3)

ONE software license that covers all EIGHT locations for a full year.

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

(Sum of eleven CLINs)

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B.8.2 Option Year 1

Contract

Line- Item

Number

(CLIN)

Description Unit of

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 05 - 414 Farragut ST

NE

(C.5.1 and C.5.2)

Per Key Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 06 - 60 Florida Ave

Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 07 - 2860 South Capitol ST SW (C.5.1 and C.5.2)

Asset Management Key System Page 9 of 79

Hardware and Equipment:

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

Per Key covers all EIGHT locations for a full year.

Per Year 1

Installation Services (C.5.4)

Per Hour 1

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

Asset Management Key System Page 10 of 79

B.8.3 Option Year 2

Contract

Line- Item

Number

(CLIN)

Description Unit of

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 07 - 2860 South Capitol ST SW (C.5.1 and C.5.2)

Per Key Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for

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Location 08 - 350 McMillan Drive NW covers all EIGHT locations for a full year.

Per Year 1

Installation Services (C.5.4)

Per Hour 1

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

Asset Management Key System Page 12 of 79

B.8.4 Option Year 3

Contract

Line- Item

Number

(CLIN)

Description Unit of

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 05 - 414 Farragut ST

NE

(C.5.1 and C.5.2)

Per Key Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 06 - 60 Florida Ave

NW

(C.5.1 and C.5.2)

Per Key Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 07 - 2860 South Capitol ST SW (C.5.1 and C.5.2)

Asset Management Key System Page 13 of 79

Hardware and Equipment:

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

Per Key covers all EIGHT locations for a full year.

Per Year 1

Installation Services (C.5.4)

Per Hour 1

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

Asset Management Key System Page 14 of 79

B.8.5 Option Year 4

Contract

Line- Item

Number

(CLIN)

Description Unit of

Measure

(UOM)

Quantity Unit Price

Maximum Total Cost

(Unit price x Quantity)

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

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

Per Key Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 05 - 414 Farragut ST

NE

(C.5.1 and C.5.2)

Per Key Space 1

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 06 - 60 Florida Ave

Hardware and Equipment:

Key box(es) for the quantity of key spaces for Location 07 - 2860 South Capitol ST SW (C.5.1 and C.5.2)

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Hardware and Equipment:

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

Per Key covers all EIGHT locations for a full year.

Per Year 1

Installation Services (C.5.4)

Per Hour 1

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

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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

(Sum of Five Years)

The bidder shall fill out and sign below to acknowledge your price schedule/

Company Name Date

Name of Company Representative Signature of Company Representative

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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 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.

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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.

9. Doorless cabinets - Key storage boxes or cabinets that do not have a fully enclosed door but have direct access to individual keys stored in their own containers. This means no exterior glass, metal, wood, or other material that covers the entire access to all keys in that storage box. The system shall also not use any drawers that could pull out to retrieve a key.

10. Fob-less cabinets - Key storage boxes or cabinets do not require the keys to be attached to a fob/tag/holder that have to be inserted/pushed/attached to a slot/rack/hole. The key cannot have an attachment that is used to hold that key to the key box.

11. CLIN - Contract Line-Item Number in the price schedule.

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 Asset Management Key System

(CLINs 001 through 008)

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The Contractor shall provide all labor, equipment, materials, and incidentals to furnish, install, and maintain an 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. Doorless cabinets refer to key storage boxes or cabinets that do not have a fully enclosed door but have direct access to individual keys stored in their own containers. This means no exterior glass, metal, wood, or other material that covers the entire access to all keys in that storage box. The system shall also not use any drawers that could pull out to retrieve a key.

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. To be considered “fob-less,” the key storage boxes or cabinets do not require the keys to be attached to a fob/tag/holder that have to be inserted/pushed/attached to a slot/rack/hole.

The key cannot have an attachment that is used to hold that key to the key box.

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. This includes the ability to read and accept DDOT’s government badges as the swipe access into the system as well as the unique identifier for each user.

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.

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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.

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.5.1.21 Please refer to J.11 Additional Information for more details.

C.5.2 Brand Name

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

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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 may 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 submission deadline. This form serves as a guide to help bidders provide all the required information requested (1) to (9). Filling out this form is optional. However, the bidder must provide the required information (1) to (9) along with its bid by the submission deadline.

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.25 Purchases of IT Hardware and Equipment for more details.

C.5.3 Software Licensing (CLIN 009)

The Contractor shall provide software licensing for the 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.

Each contract term requires ONE software license that covers all EIGHT locations for a full year. Therefore, CLINs 0009, 1009, 2009, 3009, and 4009 all have a quantity of one in the price schedule. There is a total of five contract terms: one-year base

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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 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.

Please refer to J.11 Additional Information for more details.

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 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 is not functioning, is damaged, is broken, or becomes missing, so that the system remains fully operational and functions properly.

Please refer to J.11 Additional Information for more details.

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

Asset Management Key System Page 23 of 79 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 time of delivery (ETD). 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.

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

Asset Management Key System Page 24 of 79 commence work until a determination is made by the Contracting Officer and if necessary, a bilateral 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

Please note that the above address may change as the DDOT Warehouse may be moving to a different location in the upcoming weeks. Please confirm the address with the CA prior to shipping any orders.

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 estimated time of delivery (ETD). 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 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

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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(es) for the quantity of key spaces 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(es) for the quantity of key spaces 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(es) for the quantity of key spaces 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(es) for the quantity of key spaces 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(es) for the quantity of key spaces 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(es) for the quantity of key spaces 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.

Hardware and Equipment:

Key box(es) for the quantity of key spaces 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(es) for the quantity of key spaces for

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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Location 08 - 350 McMillan Drive

NW

(C.5.1 and C.5.2)

Software Licensing (Refer to C.5.3)

ONE software license that covers all EIGHT locations for a full year for each contract term.

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,…