DCKA-2026-R-0010_Att1.pdf

SECTION A: SOLICITATION / CONTRACT

FORM

1. Caption

Parking Meter Coin Collection Page of Pages

2. Contract Number 3. Solicitation Number

DCKA-2026-R-0010

4. Type of Solicitation 5. Date Issued

6. Type of Market

X

Open Set Aside x

7. Issued By:

Office of Contracting and Procurement on behalf of the District Department of Transportation 250 M Street, SE – 7th Floor Washington, DC 20003

8. Administered By:

Department of Transportation Safety and Security Division 250 M Street, SE Washington, DC 20003

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

SOLICITATION

9. Sealed offers in original and See § L copies for furnishing the supplies or services in the Schedule will be received at address in 8 above until See § L local time on See § L CAUTION: Late Submissions, Modifications and Withdrawals: See 27 DCMR chapters 15 & 16 as applicable. All offers are subject to all terms & conditions contained in this solicitation.

10. For Information Contact

A. Name Kareem Worthey – Contract Specialist

B. Telephone C. E-mail Address (Area Code) Email Only

(Number) Email Only

(Ext) kareem.worthey@dc.gov

11. Table of Contents

(X) Section Description Page

No.

(X) Section Description Page

No.

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 31-43

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2-4 PART III – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACH.

X C DESCRIPTION/SPECS/WORK STATEMENT 4-17 X J LIST OF ATTACHMENTS 44

X D PACKAGING AND MARKING 18 PART IV – REPRESENTATION AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 19 X K REPRESENTATIONS, CERTIFICATIONS, AND

OTHER STATEMENTS OF OFFERORS

X F DELIVERIES OR PERFORMANCE 20

X G CONTRACT ADMINISTRATION DATA 21-24 X L INSTRUCTIONS, CONDITIONS, AND NOTICES

TO OFFERORS

46-54

X H SPECIAL CONTRACT REQUIREMENTS 25-30 X M EVALUATION FACTORS FOR AWARD 55-58

OFFER

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

13Not Applicable

14. Acknowledgement of Amendments (The offeror acknowledges receipt of amendments to the SOLICITATION):

Amendment Number Date Amendment Number Date

15A. Name and Address of Offeror

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

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

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

AWARD (TO BE COMPLETED BY GOVERNMENT)

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

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

23. Signature of Contracting Officer (District of Columbia)

24. Award Date

Government of the District of Columbia Office of Contracting & Procurement

Open with Sub- Contracting Set Aside

Sealed Bid (IFB) Sealed

Proposals (RFP)

Sole Source

Request for Quotations

Not Including Attachments

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SECTION B: CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST (Revised 10/8/2024)

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 carry out a final parking meter coin collection, install a prevention mechanism to avoid future coin collections, and deposit collected coins into an approved District account.

B.2 TYPE OF CONTRACT

The District contemplates award under this Request for Proposal (RFP or Solicitation) of a firm-fixed price contract based on fixed unit prices with a not-to-exceed amount (ceiling) equal to the contract award amount in accordance 27 DCMR 2402. The term of the contract shall be up to 270 days from date of award. The quantities of supplies and/or services specified in B.3 Price Schedule are estimates only.

B.3 PRICE SCHEDULE

B.3.1 Offerors shall propose a Unit Price for each CLIN and calculate the Total. Please refer to Section C for more details on each CLIN.

Contract Line-Item No.

(CLIN)

Item Description Unit of Measure

Unit Price

Estimated Quantity

Total

0001-01 Program and Security Management

Per Month 5

0001-02 Designated Location

Per Month 5

0002-01 Revenue Collection (SSMs)

Each Per Meter

0002-02 Revenue Collection (MSMs)

Each Per Meter

0002-03 Revenue Counting (SSMs)

% of Revenue

$300,000

0002-04 Revenue Counting (MSMs)

% of Revenue

$350,000

0003-01 Optional Coin Blocker Installation (MSMs)

Each Per Meter

0003-02 Optional Decal Installation (MSMs)

Each Per Decal

0003-03 Optional Coin Blocker Installation (SSMs)

Each Per Meter

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0003-04 Optional Decal Installation (SSMs)

Each Per Decal

Total

B.4 SUBCONTRACTING REQUIREMENTS “AS APPLICABLE”

B.4.1 For contracts more than $250,000 per year, at least 35% of the dollar volume of the contract shall be subcontracted in accordance with section H.9.1. A Subcontracting Plan form is available at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents.”

B.4.2 An offeror responding to this solicitation that is required to subcontract shall be required to submit with its proposal, any subcontracting plan required by law. Proposals responding to this solicitation shall be rejected and shall not receive further consideration if the offeror fails to submit a subcontracting plan that is required by law.

B.4.3 A CBE/SBE offeror that intends to self-perform 100% of the work must submit a subcontracting plan form with its proposal in which the offeror attests to its intent to self-perform all work. A proposal that does not include a subcontracting plan form shall be rejected and shall not receive further consideration.

B.5 PRICE ADJUSTMENT

B.5.1 The resulting contract is a Firm Fixed Price. The price is set at the beginning and does not change regardless of any cost changes during period of performance. Prices are firm for a period after the execution of the Contract through the end of the contract performance.

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

B.6.1 Nonprofit organizations, as defined in the Act, shall include in their rates the indirect costs incurred in provision of goods or performance of services under this contract pursuant to the nonprofit organization's unexpired Negotiated Indirect Cost Rate Agreement (NICRA). If a nonprofit organization does not have an unexpired NICRA, the nonprofit organization may elect to instead include in its rates its indirect costs:

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

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

(3) As calculated with the same percentage indirect cost rate as the nonprofit organization negotiated with any District agency within the past 2 years; however, a nonprofit organization may request to renegotiate indirect costs rates in accordance with B.8.2; 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.

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B.6.2 If this contract is funded by a federal agency, indirect costs shall be consistent with the requirements for pass-through entities in 2 C.F.R. § 200.331, or any successor regulations.

B.6.3 The Contractor shall pay its subcontractors which are nonprofit organizations the same indirect cost rates as the nonprofit organization subcontractors would have received as a prime contractor.

SECTION C: SPECIFICATIONS/WORK STATEMENT (Revised 10/8/2024)

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 carry out a final parking meter coin collection, install a prevention mechanism to avoid future coin collections, and deposit collected coins into an approved District account.

C.2 BACKGROUND

The District of Columbia Department of Transportation (DDOT) Curbside Management Division is responsible for curbside revenue. DDOT seeks a Contractor to facilitate the final meter coin collection and install physical blockers to discontinue coin acceptance in designated single and multi-space parking meters.

The prior revenue collection history includes an average number of 3,000 to 5,100 meters collected per month with an average monthly revenue of $55,000 to $85,000, including cash and coins. The anticipated coin collection under this contract is projected to be between $250,000 and $350,000 for single space meters and $300,000 to $400,000 for multi-space meters.

This effort shall be external to any current, pending, or executed coin operations with the District and is designed to transition meters to a fully digital payment system, ensuring seamless enforcement and operational efficiency.

C.3 APPLICABLE DOCUMENTS

Item No.

Document Type

Title Date Link

1 Manual DDOT Design and Engineering Manual

(For reference about bicycle racks, Capital Bikeshare stations, and off-street bicycle parking.

This document has no language on bike sheds. DDOT currently does not anticipate adding language about bike sheds

2023 https://ddotwiki.atlassian.net/wik i/download/attachments/2069271

070/DEM-2023-

12_DDOT_DEM%20-

%20Copy.pdf?version=1&modifi cationDate=1707758263839&ca cheVersion=1&api=v2

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C.4

DEFINITIONS

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

Active – Refers to meters that are currently functional, receiving revenue, and available for public use.

Audit & Compliance – Standards for verifying and tracking meter collection activity, securing revenue, and preventing fraud. This includes, but is not limited to, the District performing onsite inspections of the Contractor facilities, collection methods, and armored car services.

Coin Collection – The process of retrieving coins from parking meters to ensure accurate revenue tracking, security, and compliance with municipal regulations.

Coin Collection Plan - Refers to a structured approach for documenting assigned staff, retrieving, securing, and processing coins from District parking meters.

Collection Route – a designated path for retrieving coins from meters across a specific area.

Deposit Procedures – Guidelines for transporting collected funds and depositing with an approved armored service into the designated account.

Designated Account – A specific District of Columbia Government financial account authorized to receive and manage funds collected from the District’s parking meters. This account ensures proper because this is a new project.)

2 Code DCMR Title 11, Chapter 8

(For reference about bike racks, bike lockers, bike garage, bike rooms, and long-term bicycle parking space requirements.

This document has no language about bike sheds. DDOT currently does not anticipate adding language about bike sheds because this is a new project.)

2020 https://dcoz.dc.gov/sites/default/f iles/dc/sites/dcoz/publication/atta chments/Subtitle%20C_11.pdf

3 Manual DC Temporary Traffic Control Manual

2006 https://ddotwiki.atlassian.net/wik i/download/attachments/2069271 070/ddot_work_zone_temporary _traffic_control_manual_2006% 20(1)%20(2).pdf?version=1&mo dificationDate=1697126139930 &cacheVersion=1&api=v2

4 Plan moveDC: DC’s Multimodal Long-Range Transportation Plan (2021 Update)

2021 https://www.arcgis.com/sharing/r est/content/items/a783c2bbeb034 ef681094584d086e428/data

6 | P a g e tracking, auditing, and compliance with municipal revenue regulations.

Designated Location - A predetermined and agreed upon site between the Contractor and the Contract Administrator, where collected coins from parking meters are securely transported, secured, and retrieved by an armored car service for counting and depositing. This location may be a municipal facility, a financial institution, or a contracted processing center.

District Assets - Refer to all physical and financial resources owned, managed, or maintained by the District that are directly or indirectly involved in the parking meter coin collection process.

Fidelity Bond – A legally binding agreement issued by an insurance company or other reputable organization that guarantees the company will perform its duties and protect the District funds with at least a $1 million policy limit.

Inactive – Refers to meters that are not currently active for some reason and may have been bagged.

M5 - A single-space smart meter developed by IPS Group.

Meter Contractors - Entities or individuals working on behalf of a contracted entity responsible for the installation, maintenance, servicing, and management of parking meters or utility meters. Although the District currently contracts with Flowbird and IPS, there may come a time during this contract when another entity may be involved.

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

Multi-Space Meters –A centralized payment station managing multiple on-street parking spaces, requiring bulk coin collection.

Multi-Space Meter Coin Vault - A secure compartment within the multi-space meter where collected coins are stored. Once removed from the meter, this component is approximately 6” × 7” × 12” (L×W×H) for Strada meters and 10” × 8” × 10” (L×W×H) for Stelio meters.

Revenue Reconciliation – The process of verifying collected funds against meter transaction records.

S5 – A multi-space parking meter model from Flowbird. It offers pay-and-display and pay-by-license-plate modes, providing flexibility for different parking management needs.

Service Completion Verification – Documentation confirming that all meters were serviced, logged as required with date and time stamps photos.

Single Space Meter Coin Collection Cannister – A lockbox into which Single Space Coin Vaults can be emptied during collections. This box is approximately 11.5” 8.5” 23” (L×W×H).

Single Space Meter Coin Vault – An independent, secure compartment within the single space meter where collected coins are stored within the meter. Once removed from the meter, this component is approximately 3.5” 3.5” 7” (L×W×H).

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Single Space Meters – A standalone meter from IPS Group serving one parking space, requiring individual coin retrieval.

Strada - A multi-space parking meter model from Flowbird. Strada meters are designed for on-street parking management, offering features like solar power, contactless payment options, and user-friendly interfaces to improve efficiency and accessibility.

Stelio - A multi-space parking meter model produced by Flowbird (formerly Parkeon). It is a pay-and-display meter designed for durability and ease of use, often found in cities managing on-street parking systems.

Tamper-Resistant Collection – Security measures ensuring coins are retrieved, secured, and transported without unauthorized access.

C.5 REQUIREMENTS

The Contractor shall provide all labor, materials, equipment, and incidentals to provide parking meter coin collection for the residents in the District of Columbia. The scope of work includes, but is not limited to the following items:

C.5.1 Requirements for Parking Meter Coin Collection

a. The Contractor shall provide parking meter coin collection that meet the requirements as described in this contract.

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

c. The contractor shall be responsible for providing a secure designated location to execute task of coin counting and storing up to 200 Multi-Space Meter Coin Vaults, 20 Single Space Coin Collection Cannisters, and 500 Single-Space Meter Coin Vaults at any given time. The designated location shall possess adequate control to safeguard cash collected.

d. The Contractor shall be able to complete this work in no more than 5 months from the contract’s award date through documented final collection of the meter coin vaults and final deposit of all coins.

e. The contractor shall provide a Coin Collection Plan to include total number of collectors assigned for Revenue Collection of SSMs and MSMs (CLIN 0002).

C.5.2 DETAILED SCOPE

C.5.2.1 Program and Security Management (CLIN 0001-01)

The Contractor shall develop and deliver, within two (2) weeks after the contract’s award date, a Coin Collection Plan detailing the process from initial collection to revenue audit protocol through to final armored car deposit reconciliation, detailing all steps and protocols to be followed, documentation and tracking completion progress, and methodology for securing District assets. The Contractor shall include in

8 | P a g e the Coin Collection Plan the number of armored car service pick-ups that will be scheduled to ensure limited exposure of District assets and maximize the deposit effort.

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

b. If the optional coin blocker and decal installation tasks are exercised, the contractor shall coordinate the

Coin Collection with the Contract Administrator and existing Meter Contractors to include a strategy that will add coin blockers directly after collecting coins to prevent the redepositing of funds after collection.

c. The Contractor is to provide the following reports to the District:

1) Personnel information prior to scheduling of any new collectors

2) Daily log in the Contractor’s format of Defective/Broken/Out of Order/Inoperable Meters encountered during revenue collection. These reports shall include the meter number and location, as well as the following information:

3) Any meter that has a failed lock that prevents the collector from opening the meter.

4) Any missing meters

5) Any damaged meters or meters with defective or missing coin vault

6) The meter number and facility location whenever a meter cannot be audited by audit equipment

7) Before and after photographs of modified meters

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

9) Daily parking meter key control log in the Contractor’s format.

10) Bank deposit proof of revenue deposits to the District

11) Monthly summary listing total meters collected

12) Monthly invoices prepared in an approved manner

13) Other reports relative to the meter collection procedure as requested by the District

14) The Contractor shall present a final reconciliation report detailing collection efforts to include revenue counting efforts, armored car pick-ups, coin vault identification numbers

9 | P a g e transferred to armored car service with dates and times, and completion metrics.

15) The Contractor shall provide the following personnel as part of its management of the final coin collection program:

16) Project Manager (PM) responsible for overseeing all work performed under this contract including but not limited to hiring and training personnel and scheduling of work; overseeing maintenance of meter collection records; preparing invoices and statements; serving as liaison with the District and Field Supervision during collections and maintenance, ensuring compliance with all requirements of the contract as set forth herein.

17) The Contractor shall provide a minimum of three crews with two members per crew. One collector, who may alternate between crews, shall be designated as the on-site supervisor responsible for the performance of all collection crews. The requirements stated are minimums. They do not preclude proposals offering schedules or crew compositions above the minimum.

18) The Contractor shall be able to provide backup personnel, meeting all hiring requirements, to cover crew shortages of more than one day resulting from extended illness, vacations, or other approved leave.

19) All personnel engaged in work under this contract shall maintain a valid driver’s license issued within the United States, and be physically able to work out of doors in extreme weather conditions, walk long distances, and lift 100 lbs.

20) The Contractor shall not employ or keep in its employment any person for work under this Contract who has been convicted of theft or illegal misappropriation of funds.

21) The Contractor assumes full responsibility and liability for all revenues from the time of collection until delivery and acceptance by District personnel. Responsibility for revenues include any emergency situation where revenues are kept overnight in the Contractor's secured storage. The Contractor assumes full responsibility for all equipment issued by the District until returned and accepted by District personnel.

22) The Contractor shall notify the Contract Administer in writing and shall remove from service under this contract any employee whose conduct the Contractor or the District deems detrimental to the performance under the terms of this contract and to the District.

23) Contractor shall provide training to subsequent new employees following the initial training of Contractor's employees in collection procedures, methods, routes, meter and facility locations by the District.

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C.5.2.2 Designated Location & Local Office (CLIN 0001-02)

a. Contractor shall work with the Contract Administrator to agree upon a predetermined site where collected coins from parking meters are securely transported, secured, and retrieved by an armored car service for counting and depositing. This location may be a municipal facility, a financial institution, or a contracted processing center.

b. The Designated Location may be changed during the life of the contract subject to approval by the District. The Contractor shall notify the Contract Administrator in writing with the proposed location(s).

The District reserves the right to reject any proposed location(s). Additionally, if the Desired Location fails to meet the District’s standards at anytime during the life of the contract, the District reserve the right to instruct the Contractor to find an alternative Designated Location at no cost to the District. Upon written instruction from the District the Contractor shall propose a new Designated Location within 48 hours of receiving notice.

c. In addition to the Designated Location, the Contractor shall provide and maintain during the contract term a local office not more than 20 miles from the boundaries of the District. This may be co-located with the Designated Location or a separate location that meets the contract’s specifications. The office is to be staffed by the Project Manager and any personnel deemed necessary by the Contractor to perform the work required under the contract. The office shall have an outside telephone line, base communication with collectors, and a PC with printer.

C.5.2.3 Meter Revenue Collection & Counting (CLIN 0002)

a. The Contractor shall conduct a final sweep of all designated parking meters to retrieve all remaining coins, and ensure all facilities, documents, and schedules are available to the District for Audit and Compliance purposes.

b. Revenue collection for parking meters shall occur at the individual single space and multi-space meter locations. All routes shall be collected by a crew. No routes shall be collected by a single individual.

When collecting, crews shall stay within sight of the collection vehicle or another team member.

c. All collection vehicle doors shall remain closed and locked while meters are being collected. No collection shall be made in any other than the approved vehicle.

d. If the optional coin blocker task is exercised, coin revenue is collected from meters within the same daily operation or at a minimum within the same business day as coin blockers are inserted into the coin slot to permanently prevent coins entering into the meter’s coin slot and decals detailing alternate payment methods are placed over the coin blocker.

e. The contractor shall communicate and coordinate with DDOT and its meter vendors in the organizing and advance scheduling of coin revenue collection so that coin revenue is collected from meters that have been identified for removal within the same daily operation or at a minimum within the same business day as the meter vendor’s removal of the empty meter.

f. For single space meters, collector is to unlock the meter door, remove the coin can, empty it into the cart mounted sealed collection canister. Any loose change found outside the coin can is to be inserted into the coin can before it is emptied in the cart mounted sealed collection canister, replace coin can, and

11 | P a g e then lock meter.

g. For multi-space meters, collector is to unlock the meter door and remove the coin canister. Any loose change found outside the coin can is to be inserted into the full, removed coin can. The collector is to then replace the full canister with an empty canister in the meter, and lock the meter.

h. When the cart mounted sealed collection canister becomes full, the route is complete, or a full coin canister is retrieved from an MSM, the collector and all relevant equipment shall be returned to the vehicle.

i. No key is ever to be retained by any collector after completion of the collection route. Keys may not be duplicated for any reason. Lost keys are to be reported immediately to the District.

j. No audit equipment or other collection equipment is to be retained by any collector. Lost audit equipment is to be reported immediately to the District.

k. The Contractor shall accurately record the meter location and collection information for reconciliation and reporting.

l. The Contractor shall securely transport all collected funds to the Designated Location.

m. The Contractor shall count and report the amount of the revenue collected at the Designated Location on a daily basis for Audit and Compliance purposes.

n. The Contractor shall provide armored car service to retrieve the counted revenue from the Designated Location, transport, and deposit it into the Designated Account.

o. The Contractor shall ensure all revenue is deposited into a District Government account based on the direction of the District’s Office of the Chief Financial Officer (OCFO).

p. The Contractor shall be responsible for reconciling transactions confirmed to cash received and counted.

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

r. The Contractor shall provide the following as it relates to vehicles:

1) A minimum of one late model standard size, safeguarded, caged, and secured vehicles for the exclusive use of each contracted collection crew and one van of similar configuration for backup.

The backup vehicle may be used for other Contractor activity but shall be available as needed for collection.

2) All vehicles shall have a secured interior panel or cage, bulkhead, and cargo door, with provision for anchoring of canisters.

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3) All vehicle doors shall lock automatically when closed and be equipped with a working alarm system.

4) Vehicles are to be clean and properly maintained.

5) Each vehicle shall contain cameras in the interior of the vehicle. Cameras shall be present in the front driver and passenger area and in the cargo area. Additionally, the Contractor shall make all recording available to the District upon request. The Contractor shall comply with the request within two business days of receiving notice.

6) In addition, a GPS tracking system shall be available on all vehicles in case the vehicle is stolen while containing District revenues. The Contract Administrator reserves the right to inspect and approve vehicles. The Contractor shall replace, at no-cost to the District, any vehicle failing to meet the requirement stated above.

s. The Contractor shall provide each collector with a method of two-way communication to allow communication with other collectors on the route, the collection supervisor, and local office (Project Manager). One spare backup unit shall be always available. Two-way communication can be a mobile phone.

t. The Contractor shall provide each collector with uniforms appropriate for the season and foul weather.

Safety shoes are required wear. Uniforms should display the logo and name of the Contractor in a way that is easily visible and recognizable.

u. Uniforms are to be maintained by the Contractor and collectors shall always present a neat and clean appearance.

v. A nametag and a laminated photo ID on a chain shall be supplied by the Contractor and worn at all times collectors are on duty.

w. The Contractor shall correct deficiencies observed by District inspection of any Contractor equipment within ten days of notification.

x. The Contractor shall, at a minimum, procure the following parking meter accessories as needed to meet the requirements of this contract, after identifying and assessing whatever relevant spare materials the District offers:

1) Collection carts and canisters that are easy to use, durable, and secure, and facilitate the process of collection;

2) Coin box collection receptacles that provide for a secure transfer of coins from the coin box to the receptacle

3) Computer equipment capable of operating manufacturers' parking meter software, application and

13 | P a g e database revenue audit software and capable of communicating with handheld data terminals; and

4) Computer equipment capable of operating in a Windows-based environment or being converted to a

Windows-based environment with network capability.

5) The Contractor shall accept and manage keys for all meter locks received from the District and maintain an inventory of them. If a key is lost or damaged, the Contractor shall alert the Contract Administrator in writing, to determine whether to purchase a spare and update the District as to the status of the purchase and receipt. The Contractor shall provide all keys, including keys purchased during the period of this contract, back to the District at the end of the contract.

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

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

8) Employ adequate accounting, cash and security controls;

9) The Contractor shall assist and cooperate in any investigations undertaken by the District, the

Metropolitan Police Department (MPD) or any authorized law enforcement agency.

10) The Contractor shall be responsible for all coin box keys, coin cannister, and coin boxes provided by

DDOT during the term of the contract. The Contractor shall inform DDOT immediately both verbally and in writing and within 30 days of the Contract Award Date of any missing keys not received from DDOT. Within 30 days of Contract Award, the Contractor shall replace any missing keys and the costs shall be reimbursed by DDOT subject to prior CA approval. Within 30 days of the Contract Award Date, the Contractor shall update standard operating procedures that address chain-of-custody controls consistent with best industry practices. By 6:00 P.M. and any day during which coin collection has been conducted, the Contractor shall notify the CA in writing in the event keys or locks fail while a coin door is open. The Contractor shall include a description of the nature of the equipment failure, the time and date the failure was observed, and the location and number of the meter.

11) The contractor shall maintain a daily meter key control log via electronic spreadsheet, denoting chain of custody of meter keys. The Contractor shall immediately notify the CA both verbally and in writing of any breaches or custodial issues. The Contractor shall be responsible in replacing missing, lost and damaged keys after the 30 days of the Contract Award Date.

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C.5.2.4 Optional Task: Coin Blocker & Decal Installation (CLIN 0003)

DDOT may choose to assign the Contractor to install coin blockers and decals, which the agency will provide, for single space meters and multi-space meters.

a. The contractor shall not install coin blockers by opening up the single space or multi-space meters, but instead propose an external means to block coins from entering the coin slot and, upon DDOT approval, incorporate single space and or multi-space meter coin blocker installation into its Coin Collection Plan.

b. The Contractor shall conduct a final sweep of all designated parking meters to add coin blockers where needed.

c. The Contractor shall conduct a final sweep of all designated parking meters to place or replace decals over coin slots.

d. The Contractor shall install physical blockers in each meter to prevent the insertion of coins while maintaining all other available payment functionalities (credit card, mobile app, etc.)

e. The Contractor shall ensure blockers are tamper-resistant and compatible with existing meter hardware.

f. The Contractor shall submit meter modification records, including locations, installation status, and any encountered issues.

g. The Contractor shall provide before-and-after images documenting the changes made to each meter as part of its daily reporting.

h. The Contractor shall test each modified meter to confirm successful disablement of coin acceptance and confirm with documentation that they are tamper resistant. The test should attempt to deposit a dime to ensure the blocker adequately blocks the coin slot.

i. With its daily reporting, the Contractor shall include blocker installation confirmations with meter identification information.

C.5.3 DISTRICT RESPONSIBILITIES

The District will provide:

a. Based on its most recent inventory, all existing collection containers, canisters, keys, meter revenue locks, spare cans and cannisters for IPS and Flowbird meters. These will be inventoried and supplemented by the Contractor as specified in this contract.

b. Existing coin collection maps, routes, and scheduled locations or similar.

c. Audit/Collection Cards for IPS meters.

d. Decals and coin blockers for multi-space meters and single space meters, as needed.

e. Initial training of collection personnel in proper collection procedures and minor maintenance services;

15 | P a g e subsequent training to new employees shall be provided by the Contractor.

f. The District will monitor revenue collection and deposit through meter vendor data systems and the District’s and/or its bank’s deposit records. When the two or more sources of data contradict each other, the District’s or its bank’s deposit records shall prevail.

C.5.4 DISTRICT RIGHTS

The District retains the right to:

a. Set all collection schedules and revise as necessary; adjust the frequency of any of all collection cycles and change the designated collected facilities on any route.

b. Reduce the number of crews.

c. Change collection crews by request of the District, the collection crew assigned to perform meter collections be replaced by another team of individuals. This may be done on any interval of time.

d. Inspect at any time, Contractor vehicles for compliance to security, maintenance, or operational standards.

e. Monitor in-field collection procedures or performance, which may include video surveillance; this monitoring may occur without notice to the Contractor.

f. Review any camera recordings of coin collection operations upon request.

g. Utilize District personnel to collect and/or service any meter or group of meters at any time. Such actions shall not affect the regular work, scheduling, or collection by the Contractor except where such collections are required by Contractor non-performance.

h. Approve or disapprove any invoice or adjust invoices to reflect properly applied corrections or charge backs.

i. Charge-back items discovered after an invoice has been approved for payment from subsequent invoices.

C.5.5 CHARGE BACKS

Charge-backs may be assessed for:

a. Meters billed but not collected: The meter collection cost

b. Uncollected meters verified by inspection: $10 per meter

c. Unapproved late return of collection crew: $25 per event

d. Single space meters left unlocked - coin vault not lost: $60 per meter per day since last collection

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e. Single space meters left unlocked - coin vault lost: $60 per meter plus vault cost

f. Lost single space meter coin vault: Cost of vault, cost of re-keying replacement item plus lost revenue as determined by audit.

g. Lost multi-space meter coin vault: Cost of vault, cost of re-keying replacement item plus lost revenue as determined by audit.

h. Lost sealed collection canister: $200 each event

i. Return unlocked or unsealed collection canister: $50 plus any lost revenue as determined by audit

j. Damage to collection canister: Repair or replacement

k. Lost Flowbird Key: $500 plus cost of re-keying each meter with lost key combination

l. Lost IPS key: $350 per key

m. Lost IPS Audit/Collection Card: $10 per card

C.6 DELIVERABLES

Please note:

a. The Contractor shall copy CA-designees in all email correspondence with the CA for this project.

b. Electronic files shall be in Word or PDF format.

Name CLIN Frequency Delivery Method

Meter Key Control Log

Daily

Electronic delivery/access (upon request)

Coin Collection Plan 14 days after NTP Electronic, PDF Meter Modification Record Daily Electronic, Excel Before & After Images of Modified Meters Daily Electronic, Excel Defective/Broken/Out of Order/Inoperable Meter Report

Daily Electronic, Excel

Revenue Audit and Variance Report Daily Electronic, Excel Meter Collection Summary Report Monthly Electronic, Excel Meter Revenue Report Daily Electronic, Excel

Revenue Audit Protocol 14 days after NTP Electronic, PDF

Revenue Deposit Reports Daily Electronic, Excel Final Reconciliation Report Once Electronic, Excel

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The contractor shall make these reports or data available at all times to District users. The District reserves the right to request any additional information or reports as it deems necessary. In addition to these reports, the Contractor shall create up to 15 custom reports specified by the District. The Contractor shall produce these reports at a frequency as specified by the CA.

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SECTION D: PACKAGING AND MARKING

NOT APPLICABLE

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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 six (6), Inspection of Services of the Government of the District of Columbia's Standard Contract Provisions for use with Supplies and Services Contracts, the most current version.

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SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES

F.1 TERM OF CONTRACT

The term of the contract shall be for 270 days from date of award specified on the cover page of this contract.

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SECTION G: CONTRACT ADMINISTRATION

G.1 INVOICE PAYMENT

G.1.1 The District will make payments to the Contractor, upon the submission of proper invoices, at the prices stipulated in this contract, for supplies delivered and accepted or services performed and accepted, less any discounts, allowances or adjustments provided for in this contract.

G.1.2 The District will pay the Contractor on or before the 30th day after receiving a proper invoice from the

Contractor.

G.2 INVOICE SUBMITTAL

G.2.1 The Contractor shall create and submit payment requests in an electronic format through the DC Vendor

Portal: https://vendorportal.dc.gov

G.2.2 Unless otherwise specified in the contract, the Contractor shall submit proper invoices on a monthly basis.

G.2.3 To constitute a proper invoice, the Contractor shall enter all required information into the Portal after selecting the applicable purchase order number, which is listed on the Contractor’s profile.

G.2.4 At the time of each invoice, the Contractor shall submit to the CA all deliverables required under the

Contract.

G.3 FIRST SOURCE AGREEMENT REQUEST FOR FINAL PAYMENT

G.3.1 For contracts subject to the 51% District Residents New Hires Requirements and First Source

Employment Agreement requirements, final request for payment must be accompanied by the report or a waiver of compliance discussed in section H.5.5.

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

G.4 RESERVED

G.5 ASSIGNMENT OF CONTRACT PAYMENTS

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

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

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

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

G.6 THE QUICK PAYMENT CLAUSE

G.6.1.1 Interest Penalties to Contractors

G.6.1.2 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., 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 1% per month. No interest penalty shall be paid if payment for the completed delivery of the item of property or service is made on or before:

a) the 3rd day after the required payment date for meat or a meat product;

b) the 5th day after the required payment date for an agricultural commodity; or

c) the 15th day after the required payment date for any other item.

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

G.6.1.4 Payments to Subcontractors

G.6.1.4.1 The Contractor must take one of the following actions within seven (7) days of receipt of any amount paid to the Contractor by the District for work performed by any subcontractor under this contract:

a) Pay the subcontractor for the proportionate share of the total payment received from the District that is attributable to the subcontractor for work performed under the contract; or

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

G.6.1.4.2 The Contractor must pay any subcontractor or supplier interest penalties on amounts due to the subcontractor or supplier beginning on the day after the payment is due and ending on the date on which the payment is made. Interest shall be calculated at the rate of 1% per month. No interest penalty shall be paid on the following if payment for the completed delivery of the item of property or service is made on or before:

G.6.1.4.3 3rd day after the required payment date for meat or a meat product;

G.6.1.4.4 5th day after the required payment date for an agricultural commodity; or G.6.1.4.5 15th day after the required payment date for any other item.

G.6.1.4.6 Any amount of an interest penalty which remains unpaid by the Contractor at the end of any

30-day period shall be added to the principal amount of the debt to the subcontractor and thereafter interest penalties shall accrue on the added amount.

G.6.1.4.7 A dispute between the Contractor and subcontractor relating to the amounts or entitlement of a subcontractor to a payment or a late payment interest penalty under the Quick Payment Act does not constitute a dispute to which the District of Columbia is a party. The District

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G.6.1.5 Subcontract Requirements

G.6.1.6 The Contractor shall include in each subcontract under this contract a provision requiring the subcontractor to include in its contract with any lower-tier subcontractor or supplier the payment and interest clauses required under paragraphs (1) and (2) of D.C. Official Code §2-221.02(d).

G.7 CONTRACTING OFFICER (CO)

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

Louis Brown Deputy Contracting Officer District Department of Transportation 250 M Street, SE 7th Floor Washington, DC 20002

G.8 AUTHORIZED CHANGES BY THE CONTRACTING OFFICER

G.8.1.1 The CO is the only person authorized to approve changes in any of the requirements of this contract.

G.8.1.2 The Contractor shall not comply with any order, directive or request that changes or modifies the requirements of this contract, unless issued in writing and signed by the CO.

G.8.1.3 In the event the Contractor effects any change at the instruction or request of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any cost increase incurred as a result thereof.

G.9 CONTRACT ADMINISTRATOR (CA)

G.9.1.1 The CA is responsible for general administration of the contract and advising the CO as to the Contractor’s compliance or noncompliance with the contract. The CA has the responsibility of ensuring the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in the contract. These include:

G.9.1.2 Keeping the CO fully informed of any technical or contractual difficulties encountered during the performance period and advising the CO of any potential problem areas under the contract;

G.9.1.3 Coordinating site entry for Contractor personnel, if applicable;

G.9.1.4 Reviewing invoices for completed work and recommending approval by the CO if the Contractor’s prices and costs are consistent with the contractual amounts and progress is satisfactory and commensurate with the rate of expenditure;

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G.9.1.5 Reviewing and approving invoices for deliverables to ensure receipt of goods and services. This includes the timely processing of invoices and vouchers in accordance with the District’s payment provisions; and

G.9.1.6 Maintaining a file that includes all contract correspondence, modifications, records of inspections

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

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

Joseph Kerwin Supervisory Management and Pro- Transportation Planning 250 M Street, SE 6th Floor Washington, DC 20003 joseph.kerwin@dc.gov

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

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

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

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

4. Authorize the expenditure of funds by the Contractor;

5. Change the period of performance; or

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

G.9.4 The Contractor will be fully responsible for any changes not authorized in advance, in writing, by the

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

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SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1 HIRING OF DISTRICT RESIDENTS AS APPRENTICES AND TRAINEES

H.1.1 For all new employment resulting from this contract or subcontracts hereto, as defined in Mayor’s

Order 83-265 and implementing instructions, the Contractor shall use its best efforts to comply with the following basic goal and objectives for utilization of bona fide residents of the District of Columbia in each project’s labor force:

H.1.1.1 At least fifty-one (51) percent of apprentices and trainees employed shall be residents of the

District of Columbia registered in programs approved by the District of Columbia Apprenticeship Council.

H.1.2 The Contractor shall negotiate an Employment Agreement with the Department of Employment

Services (“DOES”) for jobs created as a result of this contract. The DOES shall be the Contractor’s first source of referral for qualified apprentices and…