Proposed Contract with Digitech Computer, LLC to Contract No. CW124836

MURIEL BOWSER
MAYOR
June 30, 2025
Honorable Phil Mendelson
Chairman
Council of the District of Columbia
John A. Wilson Building
1350 Pennsylvania Avenue, NW, Suite 504
Washington, DC 20004
Dear Chairman Mendelson:
Pursuant to section 451 of the District of Columbia Home Rule Act (D.C. Official Code § 1 -
204.51) and section 202 of the Procurement Practices Reform Act of 2010 (D.C. Official Code §
2-352.02), enclosed for consideration and approval by the Council of the District of Columbia is
proposed definitive Contract No. CW124836 with Digitech Computer, LLC in the not -to-exceed
amount of $7,321,290.77. The period of performance is from March 31, 2025, through March 30,
2026.
Under the proposed contract, Digitech Computer, LLC will provide ambulance billing and
payment collection services.
My administration is available to discuss any questions you may have regarding the proposed
contract. In order to facilitate a response to any questions you may have, please have your staff
contact Marc Scott, Chief Operating Officer, Office of Contracting and Procurement, at (202) 724-
8759.

I look forward to the Council’s favorable consideration of this contract.
Sincerely,
Muriel Bowser
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GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of Contracting and Procurement

Pursuant to section 202(c) of the Procurement Practices Reform Act of 2010, as amended, D.C.
Official Code § 2-352.02(c), the following contract summary is provided:

COUNCIL CONTRACT SUMMARY
(Letter Contract)

(A) Contract Number: CW124836

Proposed Contractor: Digitech Computer, LLC

Proposed Contractor’s Principals: Mark Schiowitz, President and CEO

Contract Amount: Not-to-Exceed (“NTE”) $7,321,290.77

Unit and Method of Compensation: Patient Account and Record Management Services

Term of Contract: March 31, 2025, through March 30, 2026

Type of Contract: Requirements

Source Selection Method: Request for Proposal

(B) For a contract containing option periods, the contract amount for the base period and for
each option period. If the contract amount for one or more of the option periods differs from
the amount for the base period, provide an explanation of the reason for the difference:

Base Period Amount: $7,321,290.77

Option Period 1 Amount: $7,482,014
Explanation of difference from base period (if applicable): Anticipated increase in patient
account billing and Medicaid collections.

Option Period 2 Amount: $7,984,359
Explanation of difference from base period (if applicable): Anticipated increase in patient
account billing and Medicaid collections.

2

Option Period 3 Amount: $8,527,119
Explanation of difference from base period (if applicable): Anticipated increase in patient
account billing and Medicaid collections.

Option Period 4 Amount: $9,114,468
Explanation of difference from base period (if applicable): Anticipated increase in patient
account billing and Medicaid collections.

(C) The date on which the letter contract or emergency contract was executed:

March 31, 2025

(D) The number of times the letter contract or emergency contract has been extended:

None

(E) The value of the goods and services provided to date under the letter contract or emergency
contract, including under each extension of the letter contract or emergency contract:

$1,000,000

(F) A description of any other contracts the proposed contractor is currently seeking or holds
with the District.:

None

(G) The goods or services to be provided, the methods of delivering goods or services, and any
significant program changes reflected in the proposed contract:

The contractor shall provide patient account and record management services, including ambulance
billing and payment collection, Medicaid supplemental payment collection, FRMS software, EPMR
software, HDE software, First Watch software, GIS services, and computer hardware support.

(H) The selection process, including the number of offerors, the evaluation criteria, and the
evaluation results, including price, technical or quality, and past performance components:

OCP, on behalf of the Fire and Emergency Medical Services Department (“FEMS”), issued an RFP
solicitation to solicit proposals to award a contract to provide a comprehensive ambulance billing
and payment collection solution. The solicitation, Doc749457, was issued on January 11, 2025. 13
vendors under Commodity Code 9480703 – Automated Medical Bill and Medical Claims
Management Services were invited to participate in the solicitation.

Two proposals were received in response to the RFP and evaluated against the following evaluation
criteria listed in the solicitation:

3

TECHNICAL EVALUATION FACTORS
− Factor A – Technical Approach (40 points total)
− Factor A-1: M.3.1.1.3.1 Account Management Services (18 points)
− Factor A-2: M.3.1.1.3.2 Software Product Administration (12 points)
− Factor A-3: M.3.1.1.3.3 First Watch Software Administration (4 points)
− Factor A-4: M.3.1.1.3.4 GIS Services (4 points)
− Factor A-5: M.3.1.1.3.5 Hardware Support Services (2 points)
− Factor B – Past Performance and Experience (20 Points)
− Factor C – Project Team (10 Points)

The contracting officer recommends award to Digitech Computer, LLC as their technical proposal
and price proposal are most advantageous to the District.

(I) A description of any bid protest related to the award of the contract, including whether the
protest was resolved through litigation, withdrawal of the protest by the protestor, or
voluntary corrective action by the District. Include the identity of the protestor, the grounds
alleged in the protest, and any deficiencies identified by the District as a result of the protest:

None

(J) The background and qualifications of the proposed contractor, including its organization,
financial stability, personnel, and performance on past or current government or private
sector contracts with requirements similar to those of the proposed contract:
Digitech Computer, LLC, is the largest independent provider of medical billing and coding services
and technology to emergency medical services agencies in the United States. Per the Dun and
Bradstreet (D&B) report dated March 6, 2025, Digitech Computer, LLC, has been in business since
1984 and has 100 total employees across all of its locations.
Digitech Computer, LLC, has proven that it has the necessary organization, experience, accounting,
operational control and technical skills to provide the services, and over the past year has a
satisfactory performance record based upon the contract administrator’s past performance
evaluation report.
(K) A summary of the subcontracting plan required under section 2346 of the Small, Local, and
Disadvantaged Business Enterprise Development and Assistance Act of 2005, as amended,
D.C. Official Code § 2-218.01 et seq. (“Act”), including a certification that the subcontracting
plan meets the minimum requirements of the Act and the dollar volume of the portion of the
contract to be subcontracted, expressed both in total dollars and as a percentage of the total
contract amount:

Subcontracting is not required for this contract. A waiver from the Department of Small and Local
Business Development was approved on January 28, 2025.

4

(L) Performance standards and the expected outcome of the proposed contract:

It is the District’s intent and expectation that Digitech Computer, LLC, will continue to provide
FEMS with support and maintenance of their computer-aided dispatch system in accordance with
the terms of the definitized contract. The contractor’s performance will be regularly and routinely
monitored at the oversight of the FEMS contract administrator. The expected outcome of the
contract is to have the contractor provide the required services in accordance with the terms of the
contract.

(M) The amount and date of any expenditure of funds by the District pursuant to the contract
prior to its submission to the Council for approval:

Letter contract, dated March 31, 2025, in the not-to-exceed amount of $1,000,000 with a period of
performance of not more than 120 days from date of award.

(N) A certification that the proposed contract is within the appropriated budget authority for the
agency for the fiscal year and is consistent with the financial plan and budget adopted in
accordance with D.C. Official Code §§ 47-392.01 and 47-392.02:

The Agency Financial Officer has provided a certification of the availability of funding for the
proposed contract.

(O) A certification that the proposed contractor has been determined not to violate section 334a
of the Board of Ethics and Government Accountability Establishment and Comprehensive
Ethics Reform Amendment Act of 2011, D.C. Official Code § 1-1163.34a; and (2) A
certification from the proposed contractor that it currently is not and will not be in violation
of section 334a of the Board of Ethics and Government Accountability Establishment and
Comprehensive Ethics Reform Amendment Act of 2011, D.C. Official Code § 1-1163.34a:

The contractor has certified, via the Bidder/Offeror Certification form, that it is (1) not in violation
of section 334a of the Board of Ethics and Government Accountability Establishment and
Comprehensive Ethics Reform Amendment Act of 2011, D.C. Official Code § 1-1163.34a; and (2)
currently is not and will not be in violation of section 334a of the Board of Ethics and Government
Accountability Establishment and Comprehensive Ethics Reform Amendment Act of 2011, D.C.
Official Code § 1-1163.34a.

(P) A certification that the contract is legally sufficient, including whether the proposed
contractor has any pending legal claims against the District:

The Office of the Attorney General has certified that the contract is legally sufficient. There are no
pending legal claims against the District.

(Q) A certification that the Citywide Clean Hands database indicates that the proposed contractor
is current with its District taxes. If the Citywide Clean Hands Database indicates that the
proposed contractor is not current with its District taxes, either: (1) a certification that the
contractor has worked out and is current with a payment schedule approved by the District;
5

or (2) a certification that the contractor will be current with its District taxes after the District
recovers any outstanding debt as provided under D.C. Official Code § 2-353.01(b):

Digitech Computer, LLC, is compliant with the Citywide Clean Hands database, indicating that the
company has no outstanding liability with the District of Columbia.

(R) A certification from the proposed contractor that it is current with its federal taxes, or has
worked out and is current with a payment schedule approved by the federal government:

Digitech Computer, LLC, has certified that it is current with its federal taxes.

(S) The status of the proposed contractor as a certified local, small, or disadvantaged business
enterprise as defined in the Small, Local, and Disadvantaged Business Enterprise
Development and Assistance Act of 2005, as amended, D.C. Official Code § 2-218.01 et seq.:

Digitech Computer, LLC, is not a certified local, small, or disadvantaged business enterprise.

(T) Other aspects of the proposed contract that the Chief Procurement Officer considers
significant:

Not applicable.

(U) A statement indicating whether the proposed contractor is currently debarred from providing
services or goods to the District or federal government, the dates of the debarment, and the
reasons for debarment:

The contractor does not appear on the Federal or District Excluded Parties Lists. The contractor is
not currently debarred from providing services to any governmental entity.

(V) Any determination and findings issued relating to the contract’s formation, including any
determination and findings made under D.C. Official Code § 2-352.05 (privatization
contracts):

Determination and Findings for Use of Competitive Sealed Proposals
Determination and Findings for Contractor Responsibility
Determination and Findings for Price Reasonableness

(W) Where the contract, and any amendments or modifications, if executed, will be made
available online:

OCP website: ocp.dc.gov

(X) Where the original solicitation, and any amendments or modifications, will be made available
online:

OCP website: ocp.dc.gov
1101 4th Street, SW
Washington, DC 20024
Date of Notice: June 9, 2025 L0014245939Notice Number:
FEIN: **-***3136
Case ID: 18624091

Government of the District of Columbia
Office of the Chief Financial Officer
Office of Tax and Revenue
DIGITECH COMPUTER, LLC
5000 TUTTLE CROSSING BLVD
DUBLIN OH 43016-1534

Branch Chief, Collection and Enforcement Administration
Authorized By Melinda Jenkins
To validate this certificate, please visit MyTax.DC.gov. On the MyTax DC homepage, click the
“Validate a Certificate of Clean Hands” hyperlink under the Clean Hands section.
CERTIFICATE OF CLEAN HANDS
As reported in the Clean Hands system, the above referenced individual/entity has no outstanding
liability with the District of Columbia Office of Tax and Revenue or the Department of Employment
Services. As of the date above, the individual/entity has complied with DC Code § 47-2862, therefore
this Certificate of Clean Hands is issued.
TITLE 47. TAXATION, LICENSING, PERMITS, ASSESSMENTS, AND FEES
CHAPTER 28 GENERAL LICENSE
SUBCHAPTER II. CLEAN HANDS BEFORE RECEIVING A LICENSE OR PERMIT
D.C. CODE § 47-2862 (2006)
§ 47-2862 PROHIBITION AGAINST ISSUANCE OF LICENSE OR PERMIT
1101 4th Street SW, Suite W270, Washington, DC 20024/Phone: (202) 724-5045/MyTax.DC.gov

COPY
1100 4th Street, S.W. • SUITE 730E • WASHINGTON, D.C. 20024
GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF THE ASSOCIATE CHIEF FINANCIAL OFFICER
PUBLIC SAFETY & JUSTICE CLUSTER
MEMORANDUM
TO:
FROM:
DATE:
Nancy Hapeman, Chief Procurement Officer Office
of Contracting and Procurement
David Garner, Associate Chief Financial Officer
Public Safety and Justice Cluster
April 29, 2025
SUBJECT: Certification of Funding Availability for DigiTech Computer, LLC,
Proposed Letter Contract CW124836
The Office of the Chief Financial Officer certifies funding in the Fire and Emergency Medical
Services Department’s operating budget in the amount of $7,321,290.77, to exercise the
Base Year of the Proposed Letter Contract CW124836, spanning March 31st, 2025 through
March 30th 2026. The proposed contract is for ambulance patient account and record
management services. Funding is available in the approved Fiscal Year
2025 budget in
the amount of $3,660,645.38, and $3,660,645.39 is contingent upon the approval of the
Fiscal Year 2026 budget.
Future orders above the funds available are contingent upon the identification of additional
funding.
If
you have any questions concerning this certification, please contact Dan Proudfoot, Agency
Fiscal Officer, at (202) 815-4458.

400 6th Street NW, Suite 9100, Washington, DC 20001 (202) 727-3400

GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of the Attorney General

ATTORNEY GENERAL
BRIAN L. SCHWALB

Commercial Division
Government Contract Section

MEMORANDUM

TO: Tomás Talamante
Director
Office of Policy and Legislative Affairs
Executive Office of the Mayor, Mayor Muriel Bowser

FROM: Robert Schildkraut
Section Chief

DATE: June 4, 2025

SUBJECT: Approval of Ambulance Billing and Collection Services
Contract Number: CW124836
Contractor: Digitech Computer, LLC
Contract Amount: $7,321,290.77

This is to Certify that this Office has reviewed the above- referenced Contract and that we have
found it to be legally sufficient.

If you have any questions in this regard, please do not hesitate to call me at (202) 724-4018.

______________________________
Robert Schildkraut
P.P.
GOVERNMENT OF THE DISTRICT OF COLUMBIA
Officeof Contracting and Procurement
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March 21,2025
Mr.WalterC.PickettIIDigitechComputer,LLC480BedfordRoad,SuiteC-202Chappaqua,NY 10514
(914)741-1919
Subject: LetterContractNo: CW124836
Caption: 2025 PatientAccount and Record Management ServicesLetterContract
DearMr.Pickett:
1. ThisisalettercontractbetweentheDistrictofColumbia(“District”)andDigitechComputer,LLC(“Contractor”),whereintheContractoragreestoperformtheservicessetforthinAttachmentA.
Thisisarequirementstypecontractforambulancebillingandpaymentcollectionsservicesassetforthinthepricingschedule,AttachmentB.
‘TheDistrictintendstodefinitizethislettercontractwithin120daysofthedateofawardofthislettercontractatwhichtimethislettercontractshallmergewiththedefinitizedcontract.Beforetheexpirationofthe120days,thecontractingofficermayauthorizean
additionalperiodinaccordancewithsection2425.9oftheProcurementRegulations,27DCMR 2425.9,35DCR 1568(February26,1988).IftheDistrictdoesnotdefinitizethislettercontractwithin120daysofthedateofawardofthisettercontractoranyextensionsthereof,thislettercontractshalllexpire.Intheeventoftheexpirationofthislettercontract,theDistrictshallpaythecontractorfortheservicesperformedunderthislettercontractinanamountnot-to-exceed$1,000,000,fortheperiodofperformance
whichisnottoexceed120daysfromthedateofawardofthelettercontract,Innoeventshalltheamountpaidunderthislettercontract,oranyextensionsthereof,exceed50%ofthetotaldefinitizedcontractamount.
Thedurationofthedefinitizedcontractshallbeoneyearfromthedateoftheawardofthelettercontract.TheDistrictshallpaytheContractorfortheservicesperformed
duringthedurationofthedefinitizedcontractatotalamountnot-to-exceed$7,321,290.77.
‘TheContractorshalllperformunderthislettercontractpursuanttothetermsofthefollowingdocumentsthatareherebyincorporatedbyreferenceandmadeapartofthiscontract,whichintheeventofa conflictshallberesolvedbygivingprecedenceinthe
orderofprioritylistedbelow:
(@) LetterContractCW124836(b) TheScopeofWork—AttachmentA.(c) ThePricingSchedule~AttachmentB.
(@)GovernmentoftheDistrictofColumbiaStandardContractProvisionsforUsewithSuppliesandServicesContracts(July2010),availableatwww.oep.de.gov(clickon“RequiredSolicitationAttachments”)
Thislettercontractshallbesubjecttothefollowing:
(@) Appropriationoffunds.
(6) TheapprovalbytheCounciloftheDistrictofColumbia,inaccordancewithD.C.OfficialCode,§2-301.0Sa,ifthislettercontractisofa valueinexcessofonemilliondollars.However,ifthislettercontractisnotinexcessofonemilliondollars,butthevalueofthesubsequentdefinitizedcontract,(whichincludesthevalueofthislettercontract)isinexcessofonemilliondollars,thedefinitizedcontractmustbeapprovedbytheCouncilinaccordancewithD.C.OfficialCode,§2-301.05a.IftheCouncildisapprovesthesubsequentdefinitizedcontract,allperformanceunderthelettercontractshallterminateandtheliabilityoftheDistrictshallbelimitedtotheamountsetforthinprovisionnumber3,above,ofthe lettercontract.
Signatures:
DigitechComputer,LLC
By;WalterC.PickettI Date;Mar27,2025
Walter C. Pickett II
ChiefOperatingOfficer
Districtof Columbia
By:KaiMoore Date;Mar31,2025
KaiMooreChiefContractingOfficer
PublicSafetyandJusticeCluster
Blank Left Blank Intentionally
ATTACHMENT A- Letter Contract CW124836
Page A 12 of 15
SECTION C: SPECIFICATIONS/WORK STATEMENT C.1 BACKGROUND C.1.1 Description of Department. FEMS operates from 33 fire stations, a marine fire-rescue station, a headquarters facility, a fire prevention facility, a training facility, and numerous other support facilities. For daily operations (365 days per year, 24 hours per day), FEMS uses 33 fire engines, 16 ladder trucks, 4 rescue squads, 10 chief officers, 26 ambulances, 17 medic units, 7 EMS supervisors, several fireboats, and numerous emergency support vehicles, staffed by approximately 2,000 firefighters, emergency medical technicians (EMTs) and paramedics, to provide fire and emergency medical services in the jurisdictional boundary of the District of Columbia. Operational personnel are assigned to four (4) platoons (work shifts), each working 24-hour shifts in rotation (one day on, three days off). FEMS uses AMR/GMR as a third-party provider (TPP) to supplement transport services. Between 5 and 25 TPP ambulances are in- service hourly. During FY-23 (10/1/2022 to 9/30/2023), FEMS responded to 209,701 emergency incidents, including 33,686 fire incidents, 165,982 EMS incidents, and 10,033 other incidents. During FY-23, FEMS ambulances and medic units completed 54,493 transports to local hospitals and other facilities. During FY-23, the TPP responded to 27,805 emergency incidents, including 41 fire incidents, 27,615 EMS incidents, and 149 other incidents. During FY-23, TPP ambulances completed 25,616 transports to local hospitals and other facilities. FY-23 combined FEMS and TPP transports totaled 80,109. C.1.2 Patient Transports. The number of patient transports for a five (5) year period (FY-19 to FY- 23) are shown in the table below: Transporting Unit FY-19 FY-20 FY-21 FY-22 FY-23 Reporting Period 10/01/18 to 09/30/19 10/01/19 to 09/30/20 10/01/20 to 09/30/21 10/01/21 to 09/30/22 10/01/22 to 09/30/23 FEMS Ambulances 31,874 27,008 25,201 27,513 32,858 FEMS Medic Units 23,638 19,645 18,493 20,090 21,635 TPP Ambulances 45,065 38,049 34,148 29,531 25,616 Total Transports 100,577 84,702 77,842 77,134 80,109 C.1.3 Patient Mix. A representative patient mix by billed level of service is shown in the table below (CY-22 closed accounts, aged one (1) year): Level of Service CY-22 % CY-22 Reporting Period 01/01/22 to 12/31/22 01/01/22 to 12/31/22 BLS Transports 47,943 62% ALS Transports 28,252 37% ALS-2 Transports 922 1% Total Transports 77,117 100%
ATTACHMENT A- Letter Contract CW124836
Page A 13 of 15
C.1.4 Payor and Residency Mix. A representative payor and residency mix by primary insurance program and state of residency is shown in the table below (CY-22 closed accounts, aged one(1) year): Insurance Type CY-22 % CY-22 State of Residency CY-22 % CY-22 Reporting Period 01/01/22 to 12/31/22 01/01/22 to 12/31/22 Reporting Period 01/01/22 to 12/31/22 01/01/22 to 12/31/22 Medicare 23,257 30% District of Columbia 66,696 86% Medicaid 32,849 43% Out-of-State 10,406 13% Veterans/Military 491 1% Unidentified 15 < 1% Private 7,230 9% Total Transports 77,117 100% Other 511 1% Patient Pay 12,779 17% Total Transports 77,117 100% C.1.5 Medicaid Supplemental Coverage. A representative payor mix by primary insurance program and Medicaid supplemental insurance coverage, including the percentage of Medicaid supplemental insurance by program, is shown in the table below (CY-22 closed accounts, aged one (1) year). During CY-22, 32,849 patients were Medicaid beneficiaries (above) and 13,766 had Medicaid supplemental coverage (below). In total, 46,615 (or 60%) of the 77,117 patients transported during CY-22 were insured by Medicaid. Insurance Type CY-22 Medicaid % CY-22 Reporting Period 01/01/22 to 12/31/22 01/01/22 to 12/31/22 01/01/22 to 12/31/22 Medicare 23,257 13,253 57% Veterans/Military 491 69 14% Private 7,230 403 6% Other 511 41 8% Total Transports 31,489 13,766 44% C.1.6 Ambulance Fees and Charges. Ambulance fees by level of service (LOS) and starting date (including future dates) are shown in the table below: LOS 10/01/2018 01/01/2021 01/01/2022 01/01/2023 01/01/2024 01/01/2025 01/01/2026 BLS $428 $750 $1,000 $1,250 $1,500 $1,750 $2,000 ALS $508 $750 $1,000 $1,250 $1,500 $1,750 $2,000 ALS-2 $735 $750 $1,000 $1,250 $1,500 $1,750 $2,000 Mileage $6.55 $11.25 $15.00 $18.75 $22.50 $26.25 $30.00 C.1.7 Medicaid Program Ambulance Fees and Charges. Medicaid program ambulance fees (patient accounts with primary or supplemental Medicaid program insurance coverage) by LOS and starting date are shown in the table below: LOS 10/01/2018 03/01/2021 02/01/2024 BLS $419.41 $1,540.91 $2,180.17 ALS $498.05 $1,829.83 $2,588.96 ALS-2 $498.05 $1,829.83 $2,588.96 Mileage $6.55 $24.06 $34.04
ATTACHMENT A- Letter Contract CW124836
Page A 14 of 15
C.1.8 Total Payments. The number of patient transports, ambulance billing payments, Medicaid supplemental payments, and total payments for a five (5) year period (FY-19 to FY-23) areshown in the table below: Payments FY-19 FY-20 FY-21 FY-22 FY-23 Reporting Period 10/01/18 to 09/30/19 10/01/19 to 09/30/20 10/01/20 to 09/30/21 10/01/21 to 09/30/22 10/01/22 to 09/30/23 Total Transports 100,577 84,702 77,842 77,134 80,109 Ambulance Billing Payments $26,912,408 $24,945,459 $28,931,142 $70,469,870 $62,396,056 Medicaid Supplemental Payments $10,474,690 $18,699,600 $4,996,291 $32,790,496 $39,121,791 Total Payments $37,387,098 $43,645,059 $33,927,433 $103,260,366 $101,517,847 C.2 DEFINITIONS These terms when used in this RFP have the following meanings: Term Definition FEMS or Department Unless otherwise specified, the District of Columbia Fire and Emergency Medical Services Department. Offeror or Contractor The Contractor, serving as the Prime Contractor in providing work and services described by this solicitation. Subcontractor Another firm completing work and services described by solicitation on behalf of the Contractor, by separate agreement with, and at direction of the Contractor. Contracting Officer An employee of OCP with contracting authority for the work and services provided by the Contractor. FEMS Contract Administrator An employee of FEMS with contract administration responsibility for the work and services provided by the Contractor. FEMS end-user administrator An employee of FEMS with operational administration responsibility (field deployment and use) for software product(s) provided by the Contractor. PAA Patient account administrator. An employee of the Contractor with administrative management responsibility for work and services provided to FEMS. PMT Project management team. A team of individuals, employed by the Contractor, responsible for management and supervision of work and services performed by the Contractor. SSA Software services administrator. An employee of the Contractor with administrative management responsibility for all software products provided by Subcontractors. SPM Software project manager. An employee of a Subcontractor with project management responsibility for software product(s) provided by the Subcontractor. SPT Software project team. A team of individuals responsible for planning, configuration, installation, testing, and validation of all software product(s) provided by a Subcontractor. CCO Corporate compliance officer. An employee of the Contractor with compliance responsibility for laws, regulations and rules.
ATTACHMENT A- Letter Contract CW124836
Page A 15 of 15
FEMSambulance billing policy A written and published FEMS policy used by the Contractor to determinepatient payment responsibility when performing patient account management work and services. FEMS authorized ambulance fees and charges notice A written and published FEMS policy used by the Contractor to determine patient fees and charges when performing patient account management work and services. FEMS/OCFO payment accounting policy A written and published FEMS/OCFO policy used by the Contractor to receive, process, post (credit), reconcile, account for, refund, and report payment of patient fees and charges when performing patient account management work and services. FEMS/CCU bad- debt transfer agreement A written and published FEMS/OCFO(CCU) agreement used by the Contractor to identify and transfer unpaid patient accounts eligible for bad-debt collection. Patient account statement A patient notice describing EMS services performed, with fees and charges listed for such services, without payment responsibility. Patient billing information form A patient form explaining fees and charges, FEMS patient billing policy, insurance coverage requirements, and other information. Patient insurance information form A patient form requesting verification of patient identity, insurance coverage, and other information Patient notice of privacy practices A patient notice describing FEMS privacy practices and patient rights, as required by HIPAA. Patient invoice A patient notice describing EMS services performed, with fees and charges listed for such services, requiring payment. Adjusted patient invoice A patient notice describing EMS services performed, with adjusted fees and charges listed for such services, requiring payment. Final demand notice for payment A patient notice describing EMS services performed, with fees and charges listed for such services, demanding payment. CMS The Centers for Medicare and Medicaid Services. The Federal Government agency responsible for administration of Medicare and Medicaid (see, https://www.cms.gov). DHCF The Department of Healthcare Finance. The District Government agency responsible for administration of Medicaid (see, https://dhcf.dc.gov). DCMR District of Columbia Municipal Regulations. A set of regulations published by District Government (see, https://www.dcregs.dc.gov/ Common/DCMR/TitleListPage.aspx?AgencyID=1). HIPAA The Health Insurance Portability and Accountability Act, detailing patient information privacy, security and administrative requirements (see, 45 CFR §§160, 162 and 164, all parts). EMS Emergency medical services. ALS Advanced life support. BLS Basic life support. AMR American Medical Response. GMR Global Medical Response (previously, AMR).
ATTACHMENT A- Letter Contract CW124836
Page A 16 of 15
TPP Third-Party Provider (currently, AMR/GMR).NPI National Provider Identifier number. HCPCS Healthcare Common Procedure Coding System. A commonly used insurance claim coding system (see, https://www.cms.gov/Medicare/Coding/MedHCPCSGenInfo) ICD-9/10 International Classification of Diseases Coding System (version 9 or 10). A commonly used insurance claim coding system (see, https://www.cdc.gov/nchs/icd/icd9cm.htm). LOS Level of service. EOB Explanation of Benefits. A commonly used insurance notice (see, https://www.cms.gov/files/document/11819-sample-explanation-benefits- 508.pdf). EDI Electronic Data Interchange. A commonly used system to submit insurance claims (see, https://www.cms.gov/Medicare/Billing/ElectronicBillingEDITrans). Incident An emergency call received, dispatched and/or assigned to FEMS resulting in the response of an emergency vehicle(s) to an address or location. Response Travel by an emergency vehicle to an incident. One or more emergency vehicles respond to each incident. Not all emergency vehicles responding to an incident arrive at an incident. Transport Transport of a patient to a hospital or other facility by ambulance. TPP Third-Party Provider. The private ambulance company providing patient transport services to FEMS (currently, Global Medical Response (GMR), previously American Medical Response (AMR). NFIRS National Fire Incident Reporting System. The record management system (and standard) used by USFA for fire departments to uniformly report on the full range of their activities (see, https://www.usfa.fema.gov/data/nfirs). NERIS National Emergency Response Information System. The record management system (and standard) used by USFA to replace NFIRS (see, https://www.usfa.fema.gov/nfirs/neris/about-neris) USFA United States Fire Administration. The US Government agency responsible for NFIRS and NERIS (see, https://www.usfa.fema.gov) NEMSIS National Emergency Medical Services Information System. The record management system (and standard) used by the National Highway Traffic Safety Administration (Office of EMS) to collect, store and share standardized EMS data (see, https://nemsis.org/what-is-nemsis). NFPA National Fire Protection Association. The non-profit organization devoted to eliminating death, injury, property and economic loss due to fire, electrical and related hazards (see, https://www.nfpa.org/overview). IFC International Fire Code. A set of codes and standards for fire prevention and fire protection systems published by the International Code Council (see, https://codes.iccsafe.org/content/IFC2018/PREFACE). CBRN Chemical, biological, radiological and nuclear. FRMS Fire Records Management System. Fire Report The viewable (and printable) report for each incident resulting in fire extinguishment, detailing incident, property, structure, extinguishment, casualty, investigation, and/or other information, for each extinguished fire.
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Fire Investigation Report The viewable (and printable) report for each incident resulting in fire extinguishment and requiring an investigation, detailing fire investigation information. EPMR EMS Patient Medical Record system. EMS Patient Medical Record The viewable record of evaluation, treatment, transport and/or referral information completed by each responding emergency vehicle contacting a patient at an incident. EMS Patient Care Report The viewable (and printable) report for each incident resulting in patient contact, detailing incident, patient, evaluation, treatment, transport and/or referral information. Master Inspection Record The viewable record of all inspections for each property, structure and/or location, detailing all inspection records. Fire Inspection Report The viewable (and printable) report for each inspection of a property, structure and/or location, detailing all inspection, property, structure, violation, notice, corrective order, and/or other information. Property Management Record The viewable record identifying a property, structure and/or location in the District of Columbia by address, detailed geospatial information, and property attributes including use codes, classification codes, assessed value, and other descriptive features. GIS Geographic Information System. DC GIS District of Columbia Geographic Information System. GIS services provided by OCTO (see, https://octo.dc.gov/service/dc-gis-services). Esri ArcGIS The Geographic Information System product used by DC GIS for location-based analytics (see, https://www.esri.com/en-us/arcgis/about-arcgis/overview). Esri ArcGIS Online interactive maps Esri ArcGIS mapping products used by DC GIS for display of location-based analytics (see, https://www.esri.com/en-us/arcgis/products/arcgis- online/capabilities/make-maps). Esri Geospatial Cloud The system providing cloud storage of Esri geospatial data (see, https://www.esri.com/ about/newsroom/arcnews/esris-leading-geospatial-software-and-the-cloud). GUID Geospatial Unique Identifier. A numbering system concept devised by FEMS to uniquely identify all property lots, structures, land, roadways, railways, special hazards, and non-specific common features in the District of Columbia. MAR Master Address Repository. A DC GIS database of building addresses, blocks, intersections, place names and other location identifiers in the District (see, https://octo.dc.gov/service/master-address-repository). GUID record tables A system of data records identifying GUIDs by category, classification, address/location and descriptive attributes. FEMS data record tables A system of data records identifying FEMS monitoring, evaluation, and analysis data (all produced by CAD and/or First Watch) associated with GUIDs by category, classification, address/location and other descriptive attributes. Property lot District of Columbia identified parcel boundaries (see, https://opendata.dc.gov/ pages/lots-in-dc). Land District of Columbia properties including parkland and other parcels owned by special authorities (see, https://maps2.dcgis.dc.gov/DCGIS/ rest/services/DCGIS_DATA/Property_and_Land/MapServer).
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StructureDistrict of Columbia real property, buildings and other constructed features (see, https://maps2.dcgis.dc.gov/dcgis/rest/ services/DCGIS_DATA/Facility_and_Structure/MapServer) Roadway District of Columbia streets, alleys and highways constructed for vehicle travel (see, https://maps2.dcgis.dc.gov/dcgis/rest/ services/DDOT). Railway District of Columbia rail tracks constructed for train travel (see, http://geospatial.dcgis.dc.gov/DC_kmz/Metadata/New%20folder/RailRdLn.html). Residence A structure that people can permanently or temporarily reside in and occupy. Occupancy A structure that people can occupy. Attached structure Two or more individual structures joined. Special hazard CBRN products, hazardous material products, and certain construction sites. Non-specific common feature District of Columbia rivers, lakes, streams and other unidentified property. OCTO Office of the Chief Technology Officer. The District Government agency responsible for technology infrastructure (see, https://octo.dc.gov/page/about- octo). OUC Office of Unified Communications. The District Government agency responsible for 9-1-1 call taking and dispatching (see, https://ouc.dc.gov). CAD Computer Aided Dispatch. The incident management record system used by the OUC for 9-1-1 call taking and dispatching (see, https://www.hexagonsafetyinfrastructure.com/products/command-control-and- communications/intergraph-computer-aided-dispatch). OCFO Office of the Chief Financial Officer. The District Government agency responsible for financial management (see, https://cfo.dc.gov/page/about-ocfo). DCHR District of Columbia Human Resources. The District Government agency responsible for personnel administration (see, https://dchr.dc.gov) First Watch A data monitoring, evaluation, analysis and alerting software product used by FEMS (see, https://firstwatch.net). PeopleSoft The human capital management system used by DCHR for personnel administration (see, https://docs.oracle.com/cd/E52319_01/infoportal/aboutpsoft.html). TeleStaff The workforce management record system used by FEMS for employee scheduling and absence management (see, https://www.ukg.com/solutions/telestaff-public-safety-scheduling-software). Target Safety The training and credentialing record system used by FEMS for video training courses and certification tracking (see, https://www.targetsolutions.com). Faster The fleet management information system used by FEMS for vehicle management, maintenance and repair (see, https://fasterasset.com/). MPD Metropolitan Police Department. DC Water The regional authority responsible for fire hydrant installation, inspection, maintenance and repair (see, https://www.dcwater.com/about-dc-water). WMATA Washington Metropolitan Area Transit Authority (see, https://wmata.com/about/index.cfm).
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C.2.1 Anacronyms ACH Automated Clearing House ALS Advanced Life Support BLS Basic Life Support CA Contracts Administrator CPU Central Processing Unit DACL Department of Aging and Community Living DBH Department of Behavioral Health DCHA DC Housing Authority DCOZ DC Office of Zoning DCPS District of Columbia Public Schools DCWATER DC Water DDOT District Department of Transportation DHCD Department of Housing and Community Development DHCF Department of Health Care Finance DHS Department of Human Services DOEE Department of Energy and Environment DOH DC Health DPR Department of Parks and Recreation DPW Department of Public Works DSLBD Department of Small and Local Business Development EDI Electronic Data Interchange EFT Electronic Fund Transfer EOB Explanation of Benefits EPMR EMS Patient Medical Record System FEMS Fire Emergency Medical Services FRMS Fire Records Management System FTE full-time equivalency GIS Geospatial Information System GUID Geospatial Unique Identifier HDE Healthcare Data Exchange
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HSEMA Homeland Security and Emergency Management Agency KPI Key Performance Indicators MAR Master Address Repository MPD Metropolitan Police Department NFIRS National Fire Incident Reporting System NPI National Provider Identifier NPPES National Plan and Provider Enumeration System OCFO Office of Chief Financial Officer OCTO Office of the Chief Technology Officer OOG Office of Open Government OP Office of Planning OUC Office of Unified Communications PAA Patient Account Administrator PMT Project Management Team QCP Quality Control Plan SPM Software Program Manager SSA Software Services Administrator TPP Third-Party Provider WMATA Washington Metropolitan Area Transit Authority C.3 APPLICABLE DOCUMENTS The following documents are applicable to this procurement and are hereby incorporated by this reference: Document Type Title Date United States Law. 15USC Section 1692. Most current. Code of Federal Regulations. 16CFR 681, Appendix A (if enacted). Most current. Code of Federal Regulations. 42CFR 410.40. Most current. Code of Federal Regulations. 42CFR 414.605. Most current. Code of Federal Regulations. 42CFR 414.610. Most current. Code of Federal Regulations. 42CFR 1001.1901. Most current. Code of Federal Regulations. 45CFR 162, all parts. Most current. Code of Federal Regulations. 45CFR 164, all parts. Most current. OIG Compliance Program Guidance. Federal Register, Vol. 63, No. 243. 12/18/1998.
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D.C. Official Code. §5416(d)(1)(D) and (2)(D). 08/23/2021District of Columbia Municipal Regulations. 29 DCMR §567 (all parts). Most current. Medicaid State Plan Amendment (SPA). #19-002, SWIFT #091020194006. 12/16/2019 FEMS Policy. Ambulance Billing Policy. See, https://fems.dc.gov/service/ambulance-billing 10/01/2022 or most current. FEMS Policy. Authorized Ambulance Fees and Charges. See, https://fems.dc.gov/service/ambulance-billing 01/01/2024 or most current. FEMS Policy. Authorized Medicaid Program Ambulance Fees and Charges. See, https://fems.dc.gov/service/ambulance-billing 10/01/2023 or most current. FEMS Policy. FEMS/MPD Employee Ambulance Billing Policy. 06/21/2023. C.4 SCOPE: C.4.1 General Description of Solicitation. The Government of the District of Columbia OCP, on behalf of FEMS is seeking a Contractor to provide patient account and record management services, including ambulance billing and payment collection, Medicaid supplemental payment collection, FRMS software, EPMR software, HDE software, First Watch software, GIS services, computer hardware support, and certain other work and services described by this solicitation. The contractor shall serve as the Prime Contractor, coordinating and administering all work and services provided by Subcontractors as described by this solicitation including each of the following: C.4.1.1 Account management services including operating an electronic patient account management system, uploading EMS patient medical records from the FEMS EPMR system, creating patient accounts for each patient transported, reconciling patient accounts with Office of Unified Communications (OUC) Computer Aided Dispatch (CAD) incident/response data, verifying patient information, submitting insurance claims, mailing invoices, communicating with patients, processing payments of ambulance fees and charges, refunding overpayments, identifying and transferring unpaid (bad debt) accounts to the Unit (CCU), creating and producing ambulance billing and collection activity reports, administrating insurance program participation by FEMS, and mailing notification and request forms to patients for obtaining payment of ambulance fees and charges, all as described by this solicitation. C.4.1.2 Cost reporting services including creating and submitting annual Medicaid and Medicare program cost reports (if Medicare program cost reporting is enacted and required), including Medicare Ground Ambulance Data Collection System (GADCS) data entry and reports, detailing activity and all costs incurred by FEMS for the treatment and/or transport of Medicaid and Medicare program patients, including participating in and representing FEMS during any subsequent audits, all as described by this solicitation. C.4.1.3 Reporting software product services including provision of a Fire Records Management System (FRMS) software product, an EMS Patient Medical Record (EPMR) software product, a Healthcare Data Exchange (HDE) software product, modification (customization) services for each software product, and FEMS employee training for each software product, all as described by this solicitation. C.4.1.4 First Watch software product services, including monitoring of dispatched 9-1-1 calls, evaluation and analysis of incidents, emergency vehicle responses, and other data records including FRMS and EPMR, situational alerting for certain 9-1-1 calls, incidents, emergency vehicle responses,
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and other data records including FRMS and EPMR, secure export of incident, emergency vehicle response, FRMS and EPMR data to DC Geographic Information System (DC GIS) production record tables, and modification (customization) services for First Watch products, all as described by this solicitation. C.4.1.5 GIS services including creation and implementation of a Geospatial Unique Identifier (GUID) schema, creation and operation of GUID record tables using DC GIS production record tables, creation and operation of FEMS record tables using CAD, FRMS, and EPMR data, creation and operation of Esri ARC GIS displays to monitor, evaluate and analyze GUID data, creation and operation of Esri ARC GIS displays to monitor, evaluate and analyze FEMS data, and creation and operation of Esri ARC GIS map elements and layers used for FEMS geospatial boundaries and elements, all as described by this solicitation. C.4.1.6 Computer hardware support services including diagnosing, troubleshooting, and completing minor repairs of FEMS Panasonic Toughbook CF-33 computers, performing and verifying computer imaging updates of computers, coordinating and managing computer inventory, providing mobile device management and content filtering software for computers, providing replacement computers and support equipment on a contingency basis, all as described by this solicitation. C.5 REQUIREMENTS C.5.1 Minimum Requirements. The contractor shall serve as the Prime Contractor, coordinating and administering all work and services completed by Subcontractors. The contractor shall provide ambulance billing and payment collection services directly, without subcontracting such work and services other than as described by this solicitation. The contractor , and/or Subcontractors completing work and/or services on behalf of the Contractor, shall provide Medicaid supplemental payment collection, FRMS software, EPMR software, HDE software, First Watch software, GIS services, computer hardware support, and certain other work and services described by this solicitation. C.5.2 Contractual Work and Services Requirements. The contractor shall provide work and services described by this solicitation (and each specification) including the following: C.5.2.1 Account Management Services. The contractor shall obtain payment of ambulance fees and charges, including supplemental payments, as described by the following specified requirements (Appendix #1): C.5.2.1.1 Administrative requirements, including administrating, managing, and supervising the work and services performed (Appendix #1, Section A1.1). C.5.2.1.2 Support requirements, including one (1) on-site Subcontractor FTE for completing work to obtain payment of ambulance fees and charges (Appendix #1, Section A1.2). C.5.2.1.3 Account management services requirements, including operating an electronic patient account management system, notifying and communicating with patients, submitting insurance claims, mailing invoices, processing payments and refunds, transferring unpaid accounts to collection, submitting reports, administrating insurance program participation, and mailing notification and request forms, all for obtaining payment of ambulance fees and charges (Appendix #1, Section A1.3).
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C.5.2.1.4 Cost reporting requirements, including completing and submitting Medicaid and Medicare program cost reports and/or other required data, to obtain supplemental payments (Appendix #1, Section A1.4). C.5.2.1.5 Security requirements, including responsibility for data record breaches (Appendix #1, Section A1.5). C.5.2.1.6 Implementation planning requirements, including submitting a written implementation plan describing anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #1, Section A1.6). C.5.2.1.7 Transition planning requirements, including identifying and completing work objectives for transitioning to a replacement patient account management system, with work and services provided by a new Contractor (Appendix #1, Section A1.7). C.5.2.2 Software Products. The contractor shall provide software products as described by the following specified requirements (Appendix #2): C.5.2.2.1 Administrative requirements, including administrating, managing, and directing the work and services performed (Appendix #2, Section A2.1). C.5.2.2.2 Support requirements, including two (2) remote Subcontractor FTEs for completing work to configure, test, validate, support, and update software products (Appendix #2, Section A2.2). C.5.2.2.3 General requirements, for providing securely accessible software products to record, transmit, store, use, and share data records (Appendix #2, Section A2.3). C.5.2.2.4 FRMS software product requirements, for providing fire incident reporting, EMS incident reporting, fire inspection reporting, fire investigation reporting, property record management, hydrant record management, fire department activity management, fire station activity management, personnel record management, apparatus record management, and analytics/reports (Appendix #2, Section A2.4). C.5.2.2.5 EPMR software product requirements, for providing patient medical records including EMS patient care reports, configuration specific to FEMS, operating features specific to FEMS, customized features specific to FEMS, and analytics/reports (Appendix #2, Section A2.5). C.5.2.2.6 HDE software product requirements, for healthcare data exchange of patient medical records with hospitals, including receiving hospital patient outcome data, sharing access to EMS patient care reports with hospitals, using hospital patient outcome data for EMS continuous quality improvement purposes, and analytics/reports (Appendix #2, Section A2.6). C.5.2.2.7 Software product modification requirements, for customizing FRMS, EPMR, and HDE software products when software product configuration settings and/or operating features cannot conform to future FEMS operating requirements (Appendix #2, Section A2.7).
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C.5.2.2.8 Security requirements, including responsibility for data record breaches (Appendix #2, Section A2.8). C.5.2.2.9 Training requirements, including submitting a written training plan describing recommended product training, timelines, deliverables, and deliverable dates (Appendix #2, Section A2.9). C.5.2.2.10 Implementation planning requirements, including submitting a written software product implementation plan describing anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #2, Section A1.10). C.5.2.2.11 Transition/Replacement planning requirements, including identifying and completing work objectives for transitioning to replacement and/or new software products, with work and services provided by a new Contractor and/or Subcontractors (Appendix #2, Section A2.11). C.5.2.3 First Watch. The contractor shall provide First Watch software, as described by the following specified requirements (Appendix #3): C.5.2.3.1 Administrative requirements, including administrating, managing, and directing the work and services performed (Appendix #3, Section A3.1). C.5.2.3.2 General requirements, for providing securely accessible First Watch products to record, transmit, store, use, and share data records (Appendix #3, Section A3.2). C.5.2.3.3 First Watch software product requirements, for providing monitoring, evaluation/analysis, and situational alerting using CAD, FRMS, EPMR, and DC GIS data records (Appendix #3, Section A3.3). C.5.2.3.4 Data export requirements, for providing export of CAD, FRMS, and EPMR data records to DC GIS record tables in the live operating environment (Appendix #3, Section A3.4). C.5.2.3.5 First Watch modification requirements, for customizing monitoring, evaluation/analysis, and situational alerting functions when First Watch configuration settings and/or operating features cannot conform to future FEMS operating requirements (Appendix #3, Section A3.5). C.5.2.3.6 Security requirements, including responsibility for data record breaches (Appendix #3, Section A3.6). C.5.2.3.7 Implementation planning requirements, including submitting a written First Watch implementation plan describing anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #3, Section A3.7). C.5.2.4 GIS Services. The contractor shall configure, test, validate, and program DC GIS software products for location-based analysis of DC GIS and FEMS data, as described by the following specified requirements (Appendix #4): C.5.2.4.1 Administrative requirements, including administrating, managing, and directing the work and services performed (Appendix #4, Section A4.1).
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C.5.2.4.2 Support requirements, including two (2) on-site Subcontractor FTEs for completing technical work to configure, test, validate, and program DC GIS software products (Appendix #4, Section A4.2). C.5.2.4.3 GIS software product requirements, for providing location-based analysis of DC GIS and FEMS data including creation of a GUID schema and GUID record tables, creation of FEMS record tables, creation of Esri ArcGIS location-based analytics visual displays to monitor, evaluate and analyze GUID and FEMS data, and creation of Esri ArcGIS map elements and layers displaying commonly used FEMS geospatial boundaries (Appendix #4, Section A4.3). C.5.2.4.4 Implementation planning requirements, including submitting a written GIS services implementation plan describing anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #4, Section A4.4). C.5.2.5 Hardware Support Services. The contractor shall provide hardware support services for diagnosing, troubleshooting, repairing, and tracking inventory of FEMS Panasonic Toughbook CF-33 computers, as described by the following specified requirements (Appendix #5): C.5.2.5.1 Administrative requirements, including administrating, managing, and directing the work and services performed (Appendix #5, Section A5.1). C.5.2.5.2 On-Site Support requirements, including one (1) on-site Subcontractor FTE for completing work to diagnose, troubleshoot, repair, and track inventory of FEMS Panasonic Toughbook CF-33 computers (Appendix #5, Section A5.2). C.5.2.5.3 Device Management Requirements, including mobile device management and content filtering software products for FEMS Panasonic Toughbook CF-33 computers (Appendix #5, Section A5.3). C.5.2.5.4 Hardware Replacement Requirements, including replacement Panasonic Toughbook CF-33 computers and computer support equipment if existing computers cannot be repaired or replaced under Panasonic warrantee coverage, or if support equipment is unusable and cannot be repaired (Appendix #5, Section A5.4). C.5.2.5.5 Implementation planning requirements, including submitting a written computer hardware support implementation plan describing anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #5, Section A5.5). C.5.3 Contractor Responsibility and Controls C.5.3.1 Minimum Requirements. The contractor , and/or Subcontractors completing work and/or services on behalf of the Contractor, shall abide by all laws, regulations, and rules of the Federal and District of Columbia Governments, agencies representing Federal and District of Columbia Governments, governments of other states, and agencies representing governments of other states, when performing the work and services described by this contract (and all specifications), and in full compliance with FEMS Ambulance Billing Policy, FEMS Authorized Ambulance Fees and Charges (most current published versions describing patient payment responsibility
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requirements), and/or other policies and procedures required by District of Columbia Government departments, agencies, offices, and officials. C.5.3.2 Contractor Responsibility Requirements. The contractor, shall conduct pre-employment background checks for employees providing work and services on behalf of FEMS as described by this solicitation (and each specification) and shall not knowingly employ any individual and/or entity providing work and services on behalf of FEMS with any of the following (Appendix #6): C.5.3.3 Felony convictions for crimes against persons, and/or felony convictions for crimes against property involving moral turpitude (Appendix #7, Section A6.1.4). C.5.3.4 Felony convictions for sexual and family crimes involving moral turpitude (Appendix #6, Section A6.1.6). C.5.3.5 Individuals and/or entities appearing on the U.S. Department of Health and Human Services OIG List of Excluded Individuals and Entities (Appendix #6, Section A6.1.8). C.5.4 Contractor Control Requirements. The contractor shall make available for inspection and review by District of Columbia Government departments, agencies, offices, and officials (and/or provide submitted copies), each of the following documents (Appendix #6): C.5.4.1 The including a Statement of Financial Position, a Statement of Comprehensive Income, a Statement of Changes in Equity, and a Statement of Cash Flows (Appendix #6, Section A6.2.1). C.5.4.2 The most recently completed Independent Service Service Organization Control 2 (SOC 2) Report (Appendix #6, Section A6.2.2). C.5.4.3 The most recently completed HIPAA compliance audit (Appendix #6, Section A6.2.3). C.5.4.4 The most recently published Standard Operating Procedures (SOPs) (Appendix #6, Section A6.2.4 and A6.2.5). C.5.5.5 The most recently published Disaster and Recovery Plan (Appendix #6, Section A6.2.6). C.5.6.6 Other documents pertaining to corporate insurance policies, liability, and management of risk (Appendix #6, Section A6.2.7).
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ATTACMENT B PRICE SCHEDULE Base Year Base Year Payments (by Type) 10/1/24 to 9/30/25 Estimated Payments (Amount) FY- 2025 Patient Account Billing (FY-25): (use for CLIN 0001) $ 76,800,000 Medicaid Cost Settlement (FY - 24): (use for CLIN 0002) $ 42,800,000 Total Estimated Payments (combined): $ 119,600,000 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Contingency Fee (%) Based on Total Payments Not to Exceed Estimated Total Price (Base Year) CLIN 0001 Account Management Services (Appendix #1, Sections A1.1, A1.2, A1.3, A1.5, A1.6, and A1.7), all work and services specified 3.95% $ 3,033,600 CLIN 0002 Cost Reporting (Appendix #1, Section A1.4), all work and services specified. 2.50% $ 1,070,000 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0003 Fire Records Management System software (Appendix #2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $ 134,503 $ 538,014 CLIN 0004 EMS Patient Medical Records System software (appendix #2, A2.5, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A1.11(, all work and services specified. $ 200,282 $ 801,128 CLIN 0005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $ 824 $ 3,295 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined). $4,688 $ 56,250 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0007 First Watch Software (Appendix #3, A3.3, including A3.1, A3.2, A3.4, A3.6, and a3.7), all work and services specified. $136,001 $ 544,005.48 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0008 First watch Software Modification (Customization) Services (Appendix #3, A3.5), all work and services specified, 100 total billable work hours. $3,050 $36,600.00 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0009 GIS Services (Appendix #4), all work and services specified. $154,275 $ 617,100.00 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0010 Hardware Support Services (Appendix #5, A5.2, including A5.1), all work and services specified. $ 95,501 $ 382,004 CLIN 0011 Mobile Device Management Software (Appendix #5, A5.3, A5.3.1.1), all work and services specified. $9,290 $37,158.00
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CLIN 0012 Content Filtering Software (Appendix #5, A5.3, A5.3.1.2), all work and services specified. $25,534 $102,137.20 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost to be Determined) Not to Exceed Total Price (Base Year) CLIN 0013 Replacement Panasonic Toughbook CF-33 Computers (Appendix #5, A5.4, A5.4.1), all work and services specified. TBD $60,000 CLIN 0014 Replacement Computer Support Equipment (Appendix #5, A5.4, A5.4.2), all work and services specified. TBD $40,000 Total Estimated Price (Base Year): $7,321,290.77 Option Year One Option Year 1 Payments (by Type) 10/1/25 to 9/30/26 Estimated Payments (Amount) FY- 2026 Patient Account Billing (FY-26): (use for CLIN 0001) $ 84,500,000 Medicaid Cost Settlement (FY - 25): (use for CLIN 0002) $ 45,400,000 Total Estimated Payments (combined): $ 129,900,000 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Contingency Fee (%) Based on Total Payments Not to Exceed Estimated Total Price (Base Year) CLIN 0001 Account Management Services (Appendix #1, Sections A1.1, A1.2, A1.3, A1.5, A1.6, and A1.7), all work and services specified 3.95% $ 3,337,750 CLIN 0002 Cost Reporting (Appendix #1, Section A1.4), all work and services specified. 2.50% $ 1,135,000 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0003 Fire Records Management System software (Appendix #2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $139,211 $ 556,844 CLIN 0004 EMS Patient Medical Records System software (appendix #2, A2.5, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A1.11(, all work and services specified. $206,290 $ 825,161 CLIN 0005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $848 $ 3,393 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined). $4,688 $ 56,250 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0007 First Watch Software (Appendix #3, A3.3, including A3.1, A3.2, A3.4, A3.6, and a3.7), all work and services specified. $64,616 $ 258,463.36 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0008 First watch Software Modification (Customization) Services (Appendix #3, A3.5), all work and services specified, 100 total billable work hours. $3,050 $36,600.00
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Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0009 GIS Services (Appendix #4), all work and services specified. $158,903 $ 635,613.00 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0010 Hardware Support Services (Appendix #5, A5.2, including A5.1), all work and services specified. $98,366 $ 393,465 CLIN 0011 Mobile Device Management Software (Appendix #5, A5.3, A5.3.1.1), all work and services specified. $9,568 $38,273 CLIN 0012 Content Filtering Software (Appendix #5, A5.3, A5.3.1.2), all work and services specified. $26,300 $105,201 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost to be Determined) Not to Exceed Total Price (Base Year) CLIN 0013 Replacement Panasonic Toughbook CF-33 Computers (Appendix #5, A5.4, A5.4.1), all work and services specified. TBD $60,000 CLIN 0014 Replacement Computer Support Equipment (Appendix #5, A5.4, A5.4.2), all work and services specified. TBD $40,000 Total Estimated Price (Option Year 1): $7,482,014 Option Year Two Option Year 2 Payments (by Type) 10/1/26 to 9/30/27 Estimated Payments (Amount) FY- 2027 Patient Account Billing (FY-27): (use for CLIN 0001) $ 93,000,000 Medicaid Cost Settlement (FY - 26): (use for CLIN 0002) $ 48,100,000 Total Estimated Payments (combined): $ 141,100,000 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Contingency Fee (%) Based on Total Payments Not to Exceed Estimated Total Price (Base Year) CLIN 0001 Account Management Services (Appendix #1, Sections A1.1, A1.2, A1.3, A1.5, A1.6, and A1.7), all work and services specified 3.95% $ 3,673,500 CLIN 0002 Cost Reporting (Appendix #1, Section A1.4), all work and services specified. 2.50% $ 1,202,500 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0003 Fire Records Management System software (Appendix #2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $144,083 $ 576,334 CLIN 0004 EMS Patient Medical Records System software (appendix #2, A2.5, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A1.11(, all work and services specified. $212,479 $ 849,916 CLIN 0005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $874 $ 3,495 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined). $4,688 $56,250
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Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0007 First Watch Software (Appendix #3, A3.3, including A3.1, A3.2, A3.4, A3.6, and a3.7), all work and services specified. $69,509 $278,036 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0008 First watch Software Modification (Customization) Services (Appendix #3, A3.5), all work and services specified, 100 total billable work hours. $3,050 $36,600 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0009 GIS Services (Appendix #4), all work and services specified. $163,670 $654,681 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0010 Hardware Support Services (Appendix #5, A5.2, including A5.1), all work and services specified. $101,317 $ 405,268 CLIN 0011 Mobile Device Management Software (Appendix #5, A5.3, A5.3.1.1), all work and services specified. $9,855 $39,421 CLIN 0012 Content Filtering Software (Appendix #5, A5.3, A5.3.1.2), all work and services specified. $27,089 $108,357 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost to be Determined) Not to Exceed Total Price (Base Year) CLIN 0013 Replacement Panasonic Toughbook CF-33 Computers (Appendix #5, A5.4, A5.4.1), all work and services specified. TBD $60,000 CLIN 0014 Replacement Computer Support Equipment (Appendix #5, A5.4, A5.4.2), all work and services specified. TBD $40,000 Total Estimated Price (Option Year 2): $7,984,359 Option Year Three Option Year 3 Payments (by Type) 10/1/27 to 9/30/28 Estimated Payments (Amount) FY- 2028 Patient Account Billing (FY-28): (use for CLIN 0001) $ 102,300,000 Medicaid Cost Settlement (FY - 27): (use for CLIN 0002) $ 51,000,000 Total Estimated Payments (combined): $ 153,300,000 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Contingency Fee (%) Based on Total Payments Not to Exceed Estimated Total Price (Base Year) CLIN 0001 Account Management Services (Appendix #1, Sections A1.1, A1.2, A1.3, A1.5, A1.6, and A1.7), all work and services specified 3.95% $ 4,040,850.00 CLIN 0002 Cost Reporting (Appendix #1, Section A1.4), all work and services specified. 2.50% $ 1,275,000.00 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0003 Fire Records Management System software (Appendix #2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $149,126 $596,505
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CLIN 0004 EMS Patient Medical Records System software (appendix #2, A2.5, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A1.11(, all work and services specified. $218,853 $875,414 CLIN 0005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $900 $3,600 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined). $4,688 $56,250 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0007 First Watch Software (Appendix #3, A3.3, including A3.1, A3.2, A3.4, A3.6, and a3.7), all work and services specified. $74,735 $298,940 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0008 First watch Software Modification (Customization) Services (Appendix #3, A3.5), all work and services specified, 100 total billable work hours. $3,050 $36,600 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0009 GIS Services (Appendix #4), all work and services specified. $168,580 $674,322 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0010 Hardware Support Services (Appendix #5, A5.2, including A5.1), all work and services specified. $104,357 $417,426 CLIN 0011 Mobile Device Management Software (Appendix #5, A5.3, A5.3.1.1), all work and services specified. $10,151 $40,604 CLIN 0012 Content Filtering Software (Appendix #5, A5.3, A5.3.1.2), all work and services specified. $27,902 $111,608 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost to be Determined) Not to Exceed Total Price (Base Year) CLIN 0013 Replacement Panasonic Toughbook CF-33 Computers (Appendix #5, A5.4, A5.4.1), all work and services specified. TBD $60,000 CLIN 0014 Replacement Computer Support Equipment (Appendix #5, A5.4, A5.4.2), all work and services specified. TBD $40,000 Total Estimated Price (Option Year 3): $8,527,119 Option Year 4 Payments (by Type) 10/1/28 to 9/30/29 Estimated Payments (Amount) FY- 2028 Patient Account Billing (FY-29): (use for CLIN 0001) $112,500,000 Medicaid Cost Settlement (FY - 28): (use for CLIN 0002) $54,100,000 Total Estimated Payments (combined): $166,600,000 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Contingency Fee (%) Based on Total Payments Not to Exceed Estimated Total Price (Base Year)
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CLIN 0001 Account Management Services (Appendis #1, Sections A1.1, A1.2, A1.3, A1.5, A1.6, and A1.7), all work and services specified 3.95% $ 4,443,750.00 CLIN 0002 Cost Reporting (Appendix #1, Section A1.4), all work and services specified. 2.50% $ 1,352,500.00 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0003 Fire Records Management System software (Appendix #2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $154,346 $617,383 CLIN 0004 EMS Patient Medical Records System software (appendix #2, A2.5, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A1.11(, all work and services specified. $225,419 $901,676 CLIN 0005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $927 $3,708 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined). $4,688 $56,250 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0007 First Watch Software (Appendix #3, A3.3, including A3.1, A3.2, A3.4, A3.6, and a3.7), all work and services specified. $80,331 $321,322 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 0008 First watch Software Modification (Customization) Services (Appendix #3, A3.5), all work and services specified, 100 total billable work hours. $3,050 $36,600 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0009 GIS Services (Appendix #4), all work and services specified. $173,638 $694,551 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0010 Hardware Support Services (Appendix #5, A5.2, including A5.1), all work and services specified. $107,487 $429,949 CLIN 0011 Mobile Device Management Software (Appendix #5, A5.3, A5.3.1.1), all work and services specified. $10,455 $41,822 CLIN 0012 Content Filtering Software (Appendix #5, A5.3, A5.3.1.2), all work and services specified. $28,739 $114,956 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost to be Determined) Not to Exceed Total Price (Base Year) CLIN 0013 Replacement Panasonic Toughbook CF-33 Computers (Appendix #5, A5.4, A5.4.1), all work and services specified. TBD $60,000 CLIN 0014 Replacement Computer Support Equipment (Appendix #5, A5.4, A5.4.2), all work and services specified. TBD $40,000
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Total Estimated Price (Option Year4):$9,114,468B.3.6GrandTotalPricingBase Year Total Estimated Price (Section B.3.1,above):$7,321,291Option Year One (OY-1) Total Estimated Price (Section B.3.2,above):$7,482,014Option Year Two (OY-2) Total Estimated Price (Section B.3.3,above):$7,984,359Option Year Three (OY-3) Total Estimated Price (Section B.3.4,above):$8,527,119Option Year Four (OY-4) Total Estimated Price (Section B.3.5,above):$9,114,468Grand Total Estimated Price (Base Year + OY-1 to OY-4)$40,429,251

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AWARD/CONTRACT1. Reserved for later usePage of Pages1572. Contract NumberCW1248363. Effective DateSee Block 20C4. Requisition/Purchase Request/Project No.5.IssuedBy:Code6. Administered by (If other than line 5)Fire and Emergency Medical Services899 North Capitol Street NE, Suite 3100 Washington, DC 20002 andrew.beaton@dc.govOffice of the Contracting and Procurement441 4thStreet, NW, Suite 330 South Washington, DC 20001 tiffany.starks@dc.gov7. Name and Address of Contractor (No. street, city, county, state and ZipCode)Digitech Computer, LLC 480 Bedford Road, Suite C-202 Chappaqua, NY 10514 (914) 741-19198. DeliveryFOB Origin Other9. Discount for prompt payment:10. Submit invoices to the Address shown in Section G.2(2 copies unless otherwise specified)https://vendorportal.dc.gov DunsNo.TIN11.Shipto/MarkForCode12.PaymentwillbemadebyCodeFire and Emergency Medical Services899 North Capitol Street NE, Suite 3100Washington, DC 20002Fire and Emergency Medical Services899 North Capitol Street NE, Suite 3100Washington, DC 2000213. Remit Address:DC Vendor Portal www.vendorportal.dc.gov14. Accounting and Appropriation DataENCUMBRANCE CODE:15A.Item15B.Supplies/Services15C.Qty.15D.Unit15E.UnitPrice15F.AmountSEE SCHEDULE B on PAGE 2Total Amount of Contract Shall Not Exceed$7,321,290.7716.TableofContents(X)SectionDescriptionPage(X)SectionDescriptionPagePARTI–THESCHEDULEPARTII–CONTRACTCLAUSESX A Award/Contract Form 1 X I Contract Clauses 42XB Price Schedule 2PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTSX C Services-Specifications/Work Statement 12 X J List of Attachments57X D Packing and Marking27X E Inspection and Acceptance27Representations, Certifications and Other Statements of OfferorsX F Contract Term27X G Contract Administration data 32 Instructions, conditions & notices to OfferorsX H Special Contract Requirements36Evaluation factors for awardContractingOfficerwillcompleteItem17or18asapplicable17. CONTRACTOR’S NEGOTIATED AGREEMENT(Contractor is required to sign this document and return (2) copies to issuingoffice.) Contractor agrees to furnish and deliver all items, perform all the servicesset forth or otherwise identified above and on any continuation sheets, for theconsideration stated herein. The rights and obligations of the parties to thisAgreement shall be subject to and governed by the following documents: (a) thisaward/contract, (b) the solicitation, as amended, and (c) such provisions,representations, certifications, and specifications, as are attached or incorporatedby reference herein. (Attachments are listed herein.)18. AWARD (Contractor is not required to sign this document.) Your offer on Solicitation Number including the additions or changes made by which additions or changes are set forth in full above, is hereby accepted as to the items listed in B.3 and on any continuation sheets. This award consummates the contract which consists of the following documents: (a) this award/contract, and (b) your offer. No further contractual document is necessary.19A. Name and Title of Signer (Type or print) 20A. Name of Contracting OfficerKai Moore, Chief Contracting Officer19B.(Signature of person authorized to sign)19C. Date Signed 20B. District of Columbia(Signature of Contracting Officer)20C. Date SignedDC OCP 201 (7-99)

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SECTION B: CONTRACT TYPE, SERVICES AND PRICE/COST B.1The Office of Contracting and Procurement, on behalf of Fire and Emergency Medical Services (FEMS), is seeking a contractor to provide ambulance billing and payment collection services. B.2 The District contemplates award of a requirements contract in accordance with 27 DCMR §2416. B.3 PRICE SCHEDULE – REQUIREMENTS B.3.1 Base Year BaseYear Payments(byType) 10/1/24to9/30/25EstimatedPayments(Amount) FY- 2025 Patient Account Billing (FY-25): (useforCLIN001)$76,800,000Medicaid Cost Settlement (FY - 24):(useforCLIN0002) $42,800,000TotalEstimated Payments(combined):$119,600,000Contract Line Item Number (CLIN) Description of Work and Services to be Performed Contingency Fee (%) Based on Total PaymentsNot to ExceedEstimated Total Price (Base Year) CLIN 0001 Account Management Services (Appendix #1, Sections A1.1, A1.2, A1.3, A1.5, A1.6, and A1.7), allworkandservicesspecified3.95% $3,033,600 CLIN 0002 CostReporting (Appendix #1, Section A1.4), all work and services specified.2.50% $1,070,000 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 0003 Fire Records Management System software (Appendix #2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $134,503 $538,014 CLIN 0004 EMS Patient Medical RecordsSystem software (appendix #2, A2.5, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A1.11(, all work and services specified.$200,282 $801,128 CLIN 0005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $824 $3,295 Contract Line Item Number (CLIN) Description of Work and Services to be Performed MonthlyInvoicedFee (Cost per Billable Hour) Not to Exceed Total Price (Base Year)
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CLIN 0006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined).$4,688 $56,250 Contract Line Item Number (CLIN) Description of Work and Services to be Performed QuarterlyInvoiced Fee (Every 3 Months)Not to Exceed TotalPrice (Base Year) CLIN 0007 First Watch Software (Appendix #3, A3.3, including A3.1, A3.2, A3.4,A3.6, and a3.7), all work and services specified. $136,001 $ 544,005.48 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost perBillable Hour)Not to Exceed Total Price (Base Year) CLIN 0008 First watch Software Modification(Customization) Services (Appendix #3, A3.5), all work and services specified, 100 total billable work hours.$3,050 $36,600.00 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0009 GISServices (Appendix #4),allwork and services specified. $154,275 $ 617,100.00 Contract Line Item Number (CLIN)Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 0010 HardwareSupportServices (Appendix #5, A5.2, including A5.1), all work and services specified.$95,501 $382,004 CLIN 0011 MobileDeviceManagementSoftware (Appendix #5, A5.3, A5.3.1.1), all work and services specified.$9,290 $37,158.00 CLIN 0012 ContentFilteringSoftware(Appendix #5, A5.3,A5.3.1.2), all work and services specified.$25,534 $102,137.20 Contract Line Item Number (CLIN) Description of Work and Services to be Performed MonthlyInvoiced Fee (Cost to be Determined)Not to Exceed Total Price (Base Year) CLIN 0013 Replacement Panasonic Toughbook CF-33 Computers (Appendix #5, A5.4, A5.4.1), all work and services specified. TBD $60,000 CLIN 0014 ReplacementComputer SupportEquipment (Appendix #5, A5.4, A5.4.2), all work and services specified. TBD $40,000 Total Estimated Price (Base Year):$7,321,290.77 B.3.2 Option Year One OptionYear 1Payments (by Type)10/1/25to 9/30/26 EstimatedPayments(Amount) FY- 2026 Patient Account Billing(FY-26):(usefor CLIN 0001) $ 84,500,000 Medicaid CostSettlement (FY-25):(usefor CLIN $ 45,400,000
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0002)TotalEstimated Payments(combined): $ 129,900,000 Contract Line Item Number (CLIN) Description of Work and Services to be PerformedContingency Fee(%)Based on Total Payments Not to Exceed Estimated Total Price (Base Year) CLIN 1001 Account Management Services (Appendix #1, Sections A1.1, A1.2, A1.3, A1.5, A1.6, and A1.7), allworkandservicesspecified 3.95% $3,337,750 CLIN 1002CostReporting (Appendix #1, Section A1.4), all work and services specified. 2.50% $1,135,000Contract Line Item Number (CLIN) Description of Work and Services to be Performed QuarterlyInvoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 1003 Fire Records Management System software (Appendix #2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $139,211 $556,844 CLIN 1004 EMS Patient Medical RecordsSystem software (appendix #2, A2.5, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A1.11(, all work and services specified. $206,290 $825,161 CLIN 1005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $848 $3,393 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour)Not to Exceed Total Price (Base Year) CLIN 1006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined). $4,688 $56,250 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 1007 First Watch Software (Appendix #3, A3.3, including A3.1, A3.2, A3.4, A3.6, and a3.7), all work and services specified. $64,616 $258,463.36 Contract Line Item Number (CLIN) Description of Work and Services to be PerformedMonthlyInvoicedFee (Cost per Billable Hour) Not to Exceed Total Price (Base Year) CLIN 1008 First watch Software Modification(Customization) Services (Appendix #3, A3.5), all work and services specified, 100 total billable work hours. $3,050 $36,600.00 Contract Line Item Number (CLIN) Description of Work and Services to be PerformedQuarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year)
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CLIN 1009GIS Services(Appendix #4),allwork and services specified. $158,903 $ 635,613.00Contract Line Item Number (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 1010 Hardware SupportServices(Appendix #5, A5.2, including A5.1), all work and servicesspecified. $98,366 $ 393,465 CLIN 1011 Mobile Device ManagementSoftware (Appendix #5, A5.3, A5.3.1.1), all work and services specified. $9,568 $38,273 CLIN 1012ContentFiltering Software (Appendix #5, A5.3, A5.3.1.2), all work and services specified. $26,300 $105,201Contract Line Item Number (CLIN)Description of Work andServices to be PerformedMonthly Invoiced Fee (Cost to be Determined) Not to Exceed Total Price (Base Year) CLIN 1013 Replacement Panasonic Toughbook CF-33 Computers (Appendix #5, A5.4, A5.4.1), all work andservicesspecified. TBD $60,000 CLIN 1014 Replacement Computer SupportEquipment (Appendix #5, A5.4, A5.4.2), all work and servicesspecified. TBD $40,000 TotalEstimatedPrice (OptionYear 1):$7,482,014 B.3.3 Option Year TwoOptionYear 2Payments (by Type)10/1/26to 9/30/27 EstimatedPayments(Amount) FY- 2027 Patient Account Billing(FY-27):(usefor CLIN 0001) $93,000,000 Medicaid CostSettlement (FY-26):(usefor CLIN 0002) $48,100,000 TotalEstimated Payments(combined): $141,100,000 Contract Line Item Number (CLIN) Description of Work andServices to be PerformedContingency Fee(%) Based on Total Payments Not to ExceedEstimated Total Price (Base Year) CLIN 2001 Account Management Services (Appendix #1, Sections A1.1, A1.2, A1.3, A1.5, A1.6, and A1.7), allworkandservicesspecified 3.95% $3,673,500 CLIN 2002 CostReporting (Appendix #1, Section A1.4), all work and services specified. 2.50% $1,202,500 Contract Line Item Number (CLIN) Description of Work and Services to be PerformedQuarterly Invoiced Fee (Every 3 Months) Not to Exceed TotalPrice (Base Year) CLIN 2003 Fire Records Management System software (Appendix #2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $144,083 $576,334
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CLIN 2004 EMS Patient Medical RecordsSystem software (appendix #2, A2.5, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A1.11(, all work and services specified. $212,479 $849,916 CLIN 2005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $874 $3,495 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly InvoicedFee (Cost perBillable Hour)Not to Exceed Total Price (Base Year) CLIN 2006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined). $4,688 $56,250 Contract Line Item Number (CLIN)Description of Work and Services to be PerformedQuarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 2007 FirstWatchSoftware (Appendix#3,A3.3, including A3.1, A3.2, A3.4, A3.6, and a3.7), all work and services specified. $69,509 $278,036 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour)Not to Exceed Total Price (Base Year) CLIN 2008 First watch Software Modification(Customization) Services (Appendix #3, A3.5), all work and services specified, 100 total billable work hours. $3,050 $36,600 Contract Line Item Number (CLIN) Description of Work and Services to be Performed QuarterlyInvoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 2009GISServices (Appendix #4),all work and services specified. $163,670 $654,681 Contract Line Item Number (CLIN) Description of Work and Services to be Performed QuarterlyInvoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 2010 Hardware SupportServices(Appendix #5, A5.2, including A5.1), allwork and services specified. $101,317 $ 405,268 CLIN 2011 Mobile Device ManagementSoftware (Appendix #5, A5.3, A5.3.1.1), all work and services specified. $9,855 $39,421 CLIN 2012 ContentFiltering Software (Appendix #5, A5.3, A5.3.1.2), all work andservicesspecified. $27,089 $108,357 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost to be Determined)Not to Exceed Total Price (Base Year) CLIN 2013 Replacement PanasonicToughbookCF-33Computers (Appendix #5, A5.4, A5.4.1), all work and services specified. TBD $60,000
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CLIN 2014 Replacement ComputerSupportEquipment (Appendix #5, A5.4, A5.4.2), all work and services specified. TBD $40,000 Total Estimated Price(OptionYear2): $7,984,359 B.3.4 Option Year Three OptionYear3Payments(byType)10/1/27to9/30/28 EstimatedPayments(Amount) FY- 2028Patient Account Billing(FY-28):(usefor CLIN0001)$102,300,000 Medicaid CostSettlement (FY-27):(usefor CLIN 0002)$51,000,000 TotalEstimatedPayments(combined): $153,300,000 Contract Line Item Number (CLIN) Description of Work andServices to be PerformedContingency Fee(%) Based on Total Payments Not to ExceedEstimated Total Price (Base Year) CLIN 3001 Account Management Services (Appendix #1, Sections A1.1, A1.2,A1.3, A1.5, A1.6, and A1.7), allworkandservicesspecified 3.95% $4,040,850.00 CLIN 3002 CostReporting (Appendix #1, Section A1.4), all work and services specified. 2.50% $1,275,000.00 Contract Line Item Number (CLIN) Description of Work and Services to be Performed QuarterlyInvoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 3003 Fire Records Management System software (Appendix #2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $149,126 $596,505 CLIN 3004 EMS Patient Medical RecordsSystem software (appendix #2, A2.5, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A1.11(, all work and services specified. $218,853 $875,414 CLIN 3005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $900 $3,600 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour)Not to Exceed Total Price (Base Year) CLIN 3006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined). $4,688 $56,250 Contract Line Item Number (CLIN) Description of Work and Services to be PerformedQuarterly Invoiced Fee (Every 3 Months) Not to Exceed Total Price (Base Year) CLIN 3007 First Watch Software (Appendix #3, A3.3, including A3.1, A3.2, A3.4, A3.6, and a3.7), all work and services specified. $74,735 $298,940
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Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly InvoicedFee (Cost per Billable Hour)Not to Exceed TotalPrice (Base Year) CLIN 3008 First watch Software Modification(Customization) Services (Appendix#3, A3.5), all work and services specified, 100 total billable workhours. $3,050 $36,600 Contract Line Item Number (CLIN) Description of Work and Services to be Performed QuarterlyInvoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN3009GISServices(Appendix#4),allwork and services specified.$168,580 $674,322 Contract Line Item Number (CLIN) Description of Work and Services to be Performed QuarterlyInvoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 3010 Hardware SupportServices(Appendix #5, A5.2, including A5.1), allwork and services specified. $104,357 $417,426 CLIN 3011 Mobile Device ManagementSoftware (Appendix #5, A5.3, A5.3.1.1), all work and services specified. $10,151 $40,604 CLIN 3012 ContentFiltering Software (Appendix #5, A5.3, A5.3.1.2), all work andservicesspecified. $27,902 $111,608 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost to be Determined)Not to Exceed Total Price (Base Year) CLIN 3013 Replacement Panasonic Toughbook CF-33 Computers (Appendix #5, A5.4, A5.4.1), all work andservicesspecified. TBD $60,000 CLIN 3014 Replacement Computer SupportEquipment (Appendix #5, A5.4, A5.4.2), all work and servicesspecified. TBD $40,000 TotalEstimatedPrice(OptionYear3): $8,527,119B.3.5 Option Year FourOption Year 4Payments (byType)10/1/28to 9/30/29 Estimated Payments (Amount) FY- 2028 PatientAccount Billing (FY-29): (useforCLIN0001)$112,500,000MedicaidCost Settlement (FY- 28): (use forCLIN0002)$54,100,000 TotalEstimated Payments (combined): $166,600,000 Contract Line Item Number (CLIN) Description of Work and Services to be Performed ContingencyFee (%) Based on Total PaymentsNot to Exceed Estimated Total Price (Base Year) CLIN 4001 Account Management Services (Appendis #1, Sections A1.1, A1.2, A1.3, A1.5, A1.6, and A1.7), allworkand services specified 3.95% $4,443,750.00
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CLIN 4002 Cost Reporting (Appendix#1,Section A1.4), all work and services specified. 2.50% $1,352,500.00 Contract Line ItemNumber (CLIN) Description of Work and Services to be Performed Quarterly Invoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 4003 Fire Records Management System software (Appendix#2, A2.4, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work and services specified. $154,346 $617,383 CLIN 4004 EMS Patient Medical Records System software (appendix #2, A2.5, including A2.1, A2.2, A2.3,A2.8, A2.9, A2.10, and A1.11(, all work and services specified. $225,419 $901,676 CLIN 4005 Health Data Exchange system software (Appendix #2, A2.6, including A2.1, A2.2, A2.3, A2.8, A2.9, A2.10, and A2.11), all work andservices specified. $927 $3,708 Contract Line Item Number (CLIN) Description of Work and Services to be Performed Monthly Invoiced Fee (Cost per Billable Hour)Not to Exceed Total Price (Base Year) CLIN 4006 FRMS, EPMR, and HDE Software Modification (Customization) Services (Appendix #2, A2.7), all work and services specified, 250 total billable work hours (all software products, combined). $4,688 $56,250 Contract Line ItemNumber (CLIN) Description of Work andServices to bePerformedQuarterlyInvoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 4007 FirstWatchSoftware(Appendix #3, A3.3, includingA3.1, A3.2, A3.4, A3.6, and a3.7), all work and services specified. $80,331 $321,322 Contract Line Item Number (CLIN) Description of Work andServices to be Performed MonthlyInvoiced Fee (Cost perBillable Hour) Not to Exceed Total Price (Base Year) CLIN 4008 First watch Software Modification (Customization)Services (Appendix #3, A3.5),all work and services specified, 100 total billable work hours. $3,050 $36,600 Contract Line Item Number (CLIN)Description of Work andServices to be PerformedQuarterlyInvoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year)
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CLIN 4009 GIS Services(Appendix #4),all work and services specified. $173,638 $694,551 Contract Line ItemNumber (CLIN) Description of Work andServices to be PerformedQuarterlyInvoiced Fee (Every 3 Months)Not to Exceed Total Price (Base Year) CLIN 4010 HardwareSupportServices(Appendix #5, A5.2, includingA5.1), all work and services specified. $107,487 $429,949 CLIN 4011 Mobile Device ManagementSoftware (Appendix #5, A5.3, A5.3.1.1), all work and services specified. $10,455 $41,822 CLIN 4012 ContentFiltering Software(Appendix #5, A5.3, A5.3.1.2), all work and servicesspecified. $28,739 $114,956 Contract Line ItemNumber (CLIN) Description of Work andServices to be Performed Monthly Invoiced Fee (Cost to beDetermined) Not to Exceed Total Price (Base Year) CLIN 4013 ReplacementPanasonic Toughbook CF-33 Computers (Appendix #5, A5.4, A5.4.1), all work and services specified. TBD $60,000 CLIN 4014 Replacement ComputerSupport Equipment (Appendix #5, A5.4, A5.4.2), all work and servicesspecified. TBD $40,000 Total Estimated Price (Option Year 4): $9,114,468 B.3.6 Grand Total Pricing B.4ReservedB.5ReservedB.6 NONPROFIT FAIR COMPENSATION ACT OF 2020, D.C. Code § 2-222.01 et seq.Base Year Total Estimated Price (Section B.3.1, above): $7,321,291Option Year One (OY-1) Total Estimated Price (Section B.3.2, above): $7,482,014Option Year Two (OY-2) Total Estimated Price (Section B.3.3, above): $7,984,359Option Year Three (OY-3) Total Estimated Price (Section B.3.4, above): $8,527,119Option Year Four (OY-4) Total Estimated Price (Section B.3.5, above): $9,114,468Grand Total Estimated Price (Base Year + OY-1 to OY-4) $40,429,251
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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.4.2; or (4) As calculated with a percentage rate and base amount, determined by a certified public accountant, as defined in the Act, using the nonprofit organization's audited financial statements from the immediately preceding fiscal year, pursuant to the OMB Uniform Guidance, and certified in writing by the certified public accountant. B.6.2 If this contract is funded by a federal agency, indirect costs shall be consistent with the requirements for pass-through entities in 2 C.F.R. § 200.331, or any successor regulations. B.6.3 The Contractor shall pay its subcontractors which are nonprofit organizations the same indirect cost rates as the nonprofit organization subcontractors would have received as a prime contractor.
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SECTION C: SPECIFICATIONS/WORK STATEMENT C.1 BACKGROUNDC.1.1 Description of Department.FEMS operates from 33 fire stations, a marine fire-rescue station, a headquarters facility, a fire prevention facility, a training facility, and numerousother support facilities. For daily operations (365 days per year, 24 hours per day), FEMS uses 33 fire engines, 16 ladder trucks, 4 rescue squads, 10 chief officers, 26 ambulances, 17 medic units, 7 EMS supervisors, several fireboats, and numerous emergency support vehicles, staffed by approximately 2,000 firefighters, emergency medical technicians (EMTs) and paramedics, to provide fire and emergency medical services in the jurisdictional boundary of the District of Columbia. Operational personnel are assigned to four (4) platoons (work shifts), each working 24-hour shifts in rotation (one day on, three days off). FEMS uses AMR/GMR as a third-party provider (TPP) to supplement transport services. Between 5 and 25 TPP ambulances are in- service hourly. During FY-23 (10/1/2022 to 9/30/2023), FEMS responded to 209,701 emergency incidents, including 33,686 fire incidents, 165,982 EMS incidents, and 10,033 other incidents. During FY-23, FEMS ambulances and medic units completed 54,493 transports to local hospitals and other facilities. During FY-23, the TPP responded to 27,805 emergency incidents, including 41 fire incidents, 27,615 EMS incidents, and 149 other incidents. During FY-23, TPP ambulances completed 25,616 transports to local hospitals and other facilities. FY-23 combined FEMS and TPP transports totaled 80,109. C.1.2 Patient Transports. The number of patient transports for a five (5) year period (FY-19 to FY- 23) are shown in the table below: Transporting UnitFY-19FY-20FY-21 FY-22 FY-23Reporting Period 10/01/18 to 09/30/1910/01/19 to09/30/2010/01/20 to09/30/2110/01/21 to 09/30/2210/01/22 to09/30/23FEMSAmbulances31,87427,00825,20127,51332,858FEMSMedicUnits23,63819,64518,49320,09021,635 TPP Ambulances45,06538,04934,14829,53125,616 Total Transports 100,57784,70277,84277,13480,109 C.1.3 Patient Mix. A representative patient mix by billed level of service is shown in the table below (CY-22 closed accounts, aged one (1) year): Levelof ServiceCY-22%CY-22Reporting Period 01/01/22 to12/31/2201/01/22 to12/31/22 BLS Transports47,943 62% ALSTransports 28,252 37% ALS-2 Transports922 1% Total77,117 100%
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TransportsC.1.4 Payor and Residency Mix.A representative payor and residency mix by primary insurance program and state of residency is shown in the table below (CY-22 closedaccounts, aged one (1) year):InsuranceTypeCY-22%CY-22StateofResidencyCY-22%CY-22ReportingPeriod01/01/22 to12/31/22 01/01/22 to12/31/22Reporting Period 01/01/22 to12/31/2201/01/22 to12/31/22 Medicare 23,257 30%DistrictofColumbia66,696 86%Medicaid32,84943%Out-of-State10,40613%Veterans/Military4911% Unidentified15 < 1%Private7,230 9% TotalTransports 77,117 100%Other5111% PatientPay 12,779 17%TotalTransports 77,117 100% C.1.5 Medicaid Supplemental Coverage.A representative payor mix by primary insurance program and Medicaid supplemental insurance coverage, including the percentage ofMedicaid supplemental insurance by program, is shown in the table below (CY-22 closed accounts, aged one (1) year). During CY-22, 32,849 patients were Medicaid beneficiaries (above) and 13,766 had Medicaid supplemental coverage (below). In total, 46,615 (or 60%) of the 77,117 patients transported during CY-22 were insured by Medicaid. Insurance Type CY-22Medicaid% CY-22Reporting Period01/01/22 to12/31/22 01/01/22 to12/31/22 01/01/22 to12/31/22Medicare23,25713,25357%Veterans/Military4916914%Private7,2304036%Other 511418%Total Transports31,48913,76644% C.1.6 Ambulance Fees and Charges. Ambulance fees by level of service (LOS) and starting date (including future dates) are shown in the table below: LOS10/01/201801/01/2021 01/01/202201/01/202301/01/202401/01/2025 01/01/2026BLS$428$750 $1,000$1,250 $1,500$1,750$2,000ALS$508$750 $1,000$1,250 $1,500$1,750$2,000ALS-2 $735$750 $1,000$1,250 $1,500$1,750$2,000Milea$6.55$11.25 $15.00$18.75 $22.50$26.25$30.00
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ge C.1.7 Medicaid Program Ambulance Fees and Charges. Medicaid program ambulance fees (patient accounts with primary or supplemental Medicaid program insurance coverage) by LOS and starting date are shown in the table below: LOS 10/01/201803/01/202102/01/2024BLS$419.41$1,540.91$2,180.17ALS$498.05$1,829.83$2,588.96 ALS-2$498.05$1,829.83$2,588.96 Mileage$6.55$24.06$34.04C.1.8Total Payments.The number of patient transports, ambulance billing payments, Medicaid supplemental payments, and total payments for a five (5) year period (FY-19 to FY-23) are shown in the table below: Payments FY-19 FY-20FY-21FY-22 FY-23Reporting Period 10/01/18 to09/30/1910/01/19 to09/30/20 10/01/20 to09/30/2110/01/21 to 09/30/2210/01/22 to09/30/23Total Transports 100,577 84,70277,84277,13480,109Ambulance Billing Payments $26,912,408 $24,945,459 $28,931,142 $70,469,870 $62,396,056Medicaid Supplemental Payments $10,474,690 $18,699,600 $4,996,291 $32,790,496 $39,121,791Total Payments $37,387,098$43,645,059$33,927,433 $103,260,366 $101,517,847C.2 DEFINITIONS These terms when used in this contract have the following meanings: Term DefinitionFEMS or DepartmentUnless otherwise specified, the District of Columbia Fire and EmergencyMedical Services Department.Offeror or Contractor The Contractor, serving as the Prime Contractor in providing work and services described by this solicitation. Subcontractor Another firm completing work and services described by solicitation on behalfof the Contractor, by separate agreement with, and at direction of the Contractor. Contracting OfficerAn employee of OCP with contracting authority for the work and services provided by the Contractor.FEMSContract Administrator An employee of FEMS with contract administration responsibility for the work and services provided by the Contractor. FEMS end-user administrator An employee of FEMS with operational administration responsibility (field deployment and use) for software product(s) provided by the Contractor.PAA Patient account administrator. An employee of the Contractor with administrative management responsibility for work and services provided to FEMS.
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PMTProject management team. A team of individuals, employed by the Contractor, responsible for management and supervision of work and services performed by the Contractor. SSASoftware services administrator. An employee of the Contractor with administrative management responsibility for all software products provided by Subcontractors.SPM Software project manager. An employee of a Subcontractor with project management responsibility for software product(s) provided by the Subcontractor.SPTSoftware project team. A team of individuals responsible for planning, configuration, installation, testing, and validation of all software product(s) provided by a Subcontractor. CCOCorporate compliance officer. An employee of the Contractor with compliance responsibility for laws, regulations and rules.FEMS ambulance billing policy A written and published FEMS policy used by the Contractor to determinepatient payment responsibility when performing patient account management work and services. FEMS authorized ambulance fees and charges noticeA written and published FEMS policy used by the Contractor to determine patient fees and charges when performing patient account management work and services. FEMS/OCFOpayment accounting policyA written and published FEMS/OCFO policy used by the Contractor to receive, process, post (credit), reconcile, account for, refund, and report payment of patient fees and charges when performing patient account management work and services.FEMS/CCUbad- debt transfer agreementA written and published FEMS/OCFO(CCU) agreement used by the Contractor to identify and transfer unpaid patient accounts eligible for bad-debt collection.Patientaccount statementA patient notice describing EMS services performed, with fees and charges listed for such services, without payment responsibility.Patient billing information form A patient form explaining fees and charges, FEMS patient billing policy, insurance coverage requirements, and other information. Patientinsurance information formA patient form requesting verification of patient identity, insurance coverage, and other information Patient notice of privacy practicesA patient notice describing FEMS privacy practices and patient rights, asrequired by HIPAA.Patient invoiceA patient notice describing EMS services performed, with fees and charges listed for such services, requiring payment.Adjustedpatient invoice A patient notice describing EMS services performed, with adjusted fees and charges listed for such services, requiring payment. Final demand notice for paymentA patient notice describing EMS services performed, with fees and charges listed for such services, demanding payment.
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CMS The Centers for Medicare and Medicaid Services. The Federal Government agency responsible for administration of Medicare and Medicaid (see, https://www.cms.gov).DHCFThe Department of Healthcare Finance. The District Government agency responsible for administration of Medicaid (see, https://dhcf.dc.gov).DCMRDistrict of Columbia Municipal Regulations. A set of regulations published by District Government (see, https://www.dcregs.dc.gov/Common/DCMR/TitleListPage.aspx?AgencyID=1). HIPAA The Health Insurance Portability and Accountability Act, detailing patient information privacy, security and administrative requirements (see, 45 CFR §§160, 162 and 164, all parts). EMS Emergency medical services.ALS Advanced life support. BLS Basic life support. AMR American Medical Response.GMR Global Medical Response (previously, AMR). TPP Third-Party Provider (currently, AMR/GMR). NPI National Provider Identifier number.HCPCS Healthcare Common Procedure Coding System. A commonly used insurance claim coding system (see, https://www.cms.gov/Medicare/Coding/MedHCPCSGenInfo) ICD-9/10International Classification of Diseases Coding System (version 9 or 10). A commonly used insurance claim coding system (see, https://www.cdc.gov/nchs/icd/icd9cm.htm).LOS Level of service.EOB Explanation of Benefits. A commonly used insurance notice (see, https://www.cms.gov/files/document/11819-sample-explanation-benefits- 508.pdf). EDIElectronic Data Interchange. A commonly used system to submit insurance claims (see, https://www.cms.gov/Medicare/Billing/ElectronicBillingEDITrans). Incident An emergency call received, dispatched and/or assigned to FEMS resulting inthe response of an emergency vehicle(s) to an address or location. ResponseTravel by an emergency vehicle to an incident. One or more emergency vehicles respond to each incident. Not all emergency vehicles responding to an incident arrive at an incident.Transport Transport of a patient to a hospital or other facility by ambulance. TPP Third-Party Provider. The private ambulance company providing patient transport services to FEMS (currently, Global Medical Response (GMR), previously American Medical Response (AMR). NFIRSNational Fire Incident Reporting System. The record management system (and standard) used by USFA for fire departments to uniformly report on the fullrange of their activities (see, https://www.usfa.fema.gov/data/nfirs). NERIS National Emergency Response Information System. The record management system (and standard) used by USFA to replace NFIRS (see, https://www.usfa.fema.gov/nfirs/neris/about-neris)USFAUnited States Fire Administration. The US Government agency responsible for NFIRS and NERIS (see, https://www.usfa.fema.gov)
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NEMSISNational Emergency Medical Services Information System. The record management system (and standard) used by the National Highway Traffic Safety Administration (Office of EMS) to collect, store and share standardized EMS data (see, https://nemsis.org/what-is-nemsis).NFPANational Fire Protection Association. The non-profit organization devoted to eliminating death, injury, property and economic loss due to fire, electrical and related hazards (see, https://www.nfpa.org/overview).IFCInternational Fire Code. A set of codes and standards for fire prevention andfire protection systems published by the International Code Council (see, https://codes.iccsafe.org/content/IFC2018/PREFACE).CBRN Chemical, biological, radiological and nuclear.FRMS Fire Records Management System.Fire ReportThe viewable (and printable) report for each incident resulting in fire extinguishment, detailing incident, property, structure, extinguishment,casualty, investigation, and/or other information, for each extinguished fire. Fire Investigation ReportThe viewable (and printable) report for each incident resulting in fire extinguishment and requiring an investigation, detailing fire investigation information. EPMR EMS Patient Medical Record system.EMS Patient Medical RecordThe viewable record of evaluation, treatment, transport and/or referral information completed by each responding emergency vehicle contacting a patient at an incident.EMS Patient Care Report The viewable (and printable) report for each incident resulting in patientcontact, detailing incident, patient, evaluation, treatment, transport and/or referral information. Master Inspection RecordThe viewable record of all inspections for each property, structure and/or location, detailing all inspection records.Fire Inspection ReportThe viewable (and printable) report for each inspection of a property, structure and/or location, detailing all inspection, property, structure, violation, notice, corrective order, and/or other information.Property Management RecordThe viewable record identifying a property, structure and/or location in the District of Columbia by address, detailed geospatial information, and property attributes including use codes, classification codes, assessed value, and other descriptive features.GIS Geographic Information System.DC GISDistrict of Columbia Geographic Information System. GIS services provided by OCTO (see, https://octo.dc.gov/service/dc-gis-services).Esri ArcGIS The Geographic Information System product used by DC GIS for location-based analytics (see, https://www.esri.com/en-us/arcgis/about-arcgis/overview). Esri ArcGIS Online interactivemaps Esri ArcGIS mapping products used by DC GIS for display of location-based analytics (see, https://www.esri.com/en-us/arcgis/products/arcgis- online/capabilities/make-maps). Esri Geospatial CloudThe system providing cloud storage of Esri geospatial data (see, https://www.esri.com/ about/newsroom/arcnews/esris-leading-geospatial-software-and-the-cloud).
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GUIDGeospatial Unique Identifier. A numbering system concept devised by FEMSto uniquely identify all property lots, structures, land, roadways, railways, special hazards, and non-specific common features in the District of Columbia.MAR Master Address Repository. A DC GIS database of building addresses, blocks, intersections, place names and other location identifiers in the District (see, https://octo.dc.gov/service/master-address-repository). GUID record tablesA system of data records identifying GUIDs by category, classification, address/location and descriptive attributes. FEMS data record tables A system of data records identifying FEMS monitoring, evaluation, andanalysis data (all produced by CAD and/or First Watch) associated with GUIDs by category, classification, address/location and other descriptive attributes.Property lotDistrict of Columbia identified parcel boundaries (see, https://opendata.dc.gov/ pages/lots-in-dc).LandDistrict of Columbia properties including parkland and other parcels owned by special authorities (see, https://maps2.dcgis.dc.gov/DCGIS/ rest/services/DCGIS_DATA/Property_and_Land/MapServer).StructureDistrict of Columbia real property, buildings and other constructed features(see, https://maps2.dcgis.dc.gov/dcgis/rest/ services/DCGIS_DATA/Facility_and_Structure/MapServer)Roadway District of Columbia streets, alleys and highways constructed for vehicle travel (see, https://maps2.dcgis.dc.gov/dcgis/rest/services/DDOT).Railway District of Columbia rail tracks constructed for train travel (see, http://geospatial.dcgis.dc.gov/DC_kmz/Metadata/New%20folder/RailRdLn.html).Residence A structure that people can permanently or temporarily reside in and occupy. Occupancy A structure that people can occupy.Attached structureTwo or more individual structures joined.Special hazard CBRN products, hazardous material products, and certain construction sites. Non-specific commonfeatureDistrict of Columbia rivers, lakes, streams and other unidentified property. OCTO Office of the Chief Technology Officer. The District Government agency responsible for technology infrastructure (see, https://octo.dc.gov/page/about-octo). OUC Office of Unified Communications. The District Government agencyresponsible for 9-1-1 call taking and dispatching (see, https://ouc.dc.gov).CAD Computer Aided Dispatch. The incident management record system used by the OUC for 9-1-1 call taking and dispatching (see, https://www.hexagonsafetyinfrastructure.com/products/command-control-and-communications/intergraph-computer-aided-dispatch).OCFO Office of the Chief Financial Officer. The District Government agency responsible for financial management (see, https://cfo.dc.gov/page/about-ocfo).DCHR District of Columbia Human Resources. The District Government agency responsible for personnel administration (see, https://dchr.dc.gov) First WatchA data monitoring, evaluation, analysis and alerting software product used by FEMS (see, https://firstwatch.net).
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PeopleSoftThe human capital management system used by DCHR for personnel administration (see, https://docs.oracle.com/cd/E52319_01/infoportal/aboutpsoft.html). TeleStaffThe workforce management record system used by FEMS for employee scheduling and absence management (see, https://www.ukg.com/solutions/telestaff-public-safety-scheduling-software).Target SafetyThe training and credentialing record system used by FEMS for video training courses and certification tracking (see, https://www.targetsolutions.com). FasterThe fleet management information system used by FEMS for vehicle management, maintenance and repair (see, https://fasterasset.com/).MPD Metropolitan Police Department.DC WaterThe regional authority responsible for fire hydrant installation, inspection, maintenance and repair (see, https://www.dcwater.com/about-dc-water).WMATA Washington Metropolitan Area Transit Authority (see, https://wmata.com/about/index.cfm). C.2.1 Anacronyms ACH Automated Clearing HouseALS Advanced Life Support BLS Basic Life Support CA Contracts Administrator CPU Central Processing UnitDACL Department of Aging and Community Living DBH Department of Behavioral Health DCHA DC Housing Authority DCOZ DC Office of Zoning DCPS District of Columbia Public Schools DCWATER DC WaterDDOT District Department of Transportation DHCD Department of Housing and Community Development DHCF Department of Health Care FinanceDHS Department of Human ServicesDOEE Department of Energy and EnvironmentDOH DC HealthDPR Department of Parks and Recreation DPW Department of Public WorksDSLBD Department of Small and Local Business DevelopmentEDI Electronic Data Interchange
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EFT Electronic Fund TransferEOB Explanation of BenefitsEPMR EMS Patient Medical Record SystemFEMS Fire Emergency Medical ServicesFRMS Fire Records Management SystemFTE full-time equivalency GIS Geospatial Information SystemGUID Geospatial Unique IdentifierHDE Healthcare Data Exchange HSEMA Homeland Security and Emergency Management AgencyKPI Key Performance Indicators MAR Master Address Repository MPD Metropolitan Police Department NFIRS National Fire Incident Reporting SystemNPI National Provider IdentifierNPPES National Plan and Provider Enumeration System OCFO Office of Chief Financial OfficerOCTO Office of the Chief Technology OfficerOOG Office of Open GovernmentOP Office of PlanningOUC Office of Unified CommunicationsPAA Patient Account Administrator PMT Project Management Team QCP Quality Control Plan SPM Software Program ManagerSSA Software Services AdministratorTPP Third-Party ProviderWMATA Washington Metropolitan Area Transit Authority C.3 APPLICABLE DOCUMENTS The following documents are applicable to this procurement and are hereby incorporated by this reference:Document Type Title DateUnited States Law. 15USC Section 1692. Most current.Code of Federal Regulations. 16CFR 681, Appendix A (if enacted). Most current.
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Code of Federal Regulations. 42CFR 410.40. Most current.Code of Federal Regulations. 42CFR 414.605. Most current.Code of Federal Regulations. 42CFR 414.610. Most current.Code of Federal Regulations. 42CFR 1001.1901. Most current.Code of Federal Regulations. 45CFR 162, all parts. Most current.Code of Federal Regulations. 45CFR 164, all parts. Most current.OIG Compliance Program Guidance.Federal Register, Vol. 63, No. 243. 12/18/1998. D.C. Official Code. §5–416(d)(1)(D) and (2)(D). 08/23/2021District of Columbia Municipal Regulations.29 DCMR §567 (all parts). Most current.Medicaid State Plan Amendment (SPA).#19-002, SWIFT #091020194006. 12/16/2019FEMS Policy.Ambulance Billing Policy. See, https://fems.dc.gov/service/ambulance-billing10/01/2022 or most current.FEMS Policy. Authorized Ambulance Fees and Charges. See, https://fems.dc.gov/service/ambulance-billing 01/01/2024 or most current. FEMS Policy. Authorized Medicaid Program AmbulanceFees and Charges. See, https://fems.dc.gov/service/ambulance-billing 10/01/2023 or most current. FEMS Policy. FEMS/MPD Employee Ambulance Billing Policy.06/21/2023. C.4 SCOPE: C.4.1 General Description of Solicitation. The Government of the District of Columbia OCP, on behalf of FEMS is seeking a Contractor to provide patient account and record management services, including ambulance billing and payment collection, Medicaid supplemental payment collection, FRMS software, EPMR software, HDE software, First Watch software, GIS services, computer hardware support, and certain other work and services described by this solicitation. The contractor shall serve as the Prime Contractor, coordinating and administering all work and services provided by Subcontractors as described by this solicitation including each of the following: C.4.1.1 Account management services including operating an electronic patient account management system, uploading EMS patient medical records from the FEMS EPMR system, creating patient accounts for each patient transported, reconciling patient accounts with Office of Unified Communications (OUC) Computer Aided Dispatch (CAD) incident/response data, verifying patient information, submitting insurance claims, mailing invoices, communicating with patients, processing payments of ambulance fees and charges, refunding overpayments, identifying and transferring unpaid (bad debt) accounts to the District’s Central Collection Unit (CCU), creating and producing ambulance billing and collection activity reports, administrating insurance program participation by FEMS, and mailing notification and request forms to patients for obtaining payment of ambulance fees and charges, all as described by this solicitation.C.4.1.2 Cost reporting services including creating and submitting annual Medicaid and Medicare program cost reports (if Medicare program cost reporting is enacted and required), including Medicare Ground Ambulance Data Collection System (GADCS) data entry and reports, detailing activity and all costs incurred by FEMS for the treatment and/or transport of Medicaid and Medicare program patients, including participating in andrepresenting FEMS during any subsequent audits, all as described by this solicitation.C.4.1.3 Reporting software product services including provision of a Fire Records Management System (FRMS) software product, an EMS Patient Medical Record (EPMR) software product, a Healthcare Data Exchange (HDE) software product, modification (customization) services for each software product, and FEMS employee training for each software product, all as described by this solicitation.
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C.4.1.4 First Watch software product services, including monitoring of dispatched 9-1-1 calls, evaluation and analysis of incidents, emergency vehicle responses, and other data records including FRMS and EPMR, situational alerting for certain 9-1-1 calls, incidents, emergency vehicle responses,and other data records including FRMS and EPMR, secure export of incident, emergency vehicle response, FRMS and EPMR data to DC Geographic Information System (DC GIS) production record tables, and modification (customization) services for First Watch products, all as described by this solicitation. C.4.1.5GIS services including creation and implementation of a Geospatial Unique Identifier (GUID) schema, creation and operation of GUID record tables using DC GIS production record tables, creation and operation of FEMS record tables using CAD, FRMS, and EPMR data, creation and operation of Esri ARC GIS displays to monitor, evaluate and analyze GUID data, creation and operation of Esri ARC GIS displays to monitor, evaluate and analyze FEMS data, and creation and operation of Esri ARC GIS map elements and layers used for FEMS geospatial boundaries and elements, all as described by this solicitation.C.4.1.6 Computer hardware support services including diagnosing, troubleshooting, and completing minor repairs of FEMS Panasonic Toughbook CF-33 computers, performing and verifying computer imaging updates of computers, coordinating and managing computer inventory, providing mobile device management and content filtering software for computers, providing replacement computers and support equipment on a contingency basis, all as described by this solicitation.C.5 REQUIREMENTS C.5.1 Minimum Requirements.The contractor shall serve as the Prime Contractor, coordinating and administering all work and services completed by Subcontractors. The contractor shall provide ambulance billing and payment collection services directly, without subcontracting such work and services other than as described by this solicitation. The contractor , and/or Subcontractors completing work and/or services on behalf of the Contractor, shall provide Medicaid supplemental payment collection, FRMS software, EPMR software, HDE software, First Watch software, GIS services, computer hardware support, and certain other work and services described by this solicitation. C.5.2 Contractual Work and Services Requirements. The contractor shall provide work and services described by this solicitation (and each specification) including the following: C.5.2.1 Account Management Services. The contractor shall obtain payment of ambulance fees and charges, including supplemental payments, as described by the following specified requirements (Appendix #1): C.5.2.1.1Administrative requirements, including administrating, managing, and supervising the work and services performed (Appendix #1, Section A1.1). C.5.2.1.2Support requirements, including one (1) on-site Subcontractor FTE for completing work to obtain payment of ambulance fees and charges (Appendix #1, Section A1.2). C.5.2.1.3Account management services requirements, including operating an electronic patient account management system, notifying and communicating with patients, submitting insurance claims, mailing invoices, processing payments and refunds, transferring unpaid accounts to collection, submittingreports, administrating insurance program participation, and mailing notification and request forms, all for obtaining payment of ambulance fees and charges (Appendix #1, Section A1.3). C.5.2.1.4Cost reporting requirements, including completing and submitting Medicaid and Medicare program cost reports and/or other required data, to obtain supplemental payments (Appendix #1, Section A1.4). C.5.2.1.5Security requirements, including “consequence management” responsibility for data record breaches (Appendix #1, Section A1.5). C.5.2.1.6Implementation planning requirements, including submitting a written implementation plan describing
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anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #1, Section A1.6). C.5.2.1.7Transition planning requirements, including identifying and completing work objectives for transitioning to a replacement patient account management system, with work and services provided by a new Contractor (Appendix #1, Section A1.7). C.5.2.2 Software Products. The contractor shall provide software products as described by the following specified requirements (Appendix #2): C.5.2.2.1Administrative requirements, including administrating, managing, and directing the work and services performed (Appendix #2, Section A2.1). C.5.2.2.2Support requirements, including two (2) remote Subcontractor FTEs for completing work to configure, test, validate, support, and update software products (Appendix #2, Section A2.2). C.5.2.2.3General requirements, for providing securely accessible software products to record, transmit, store, use, and share data records (Appendix #2, Section A2.3). C.5.2.2.4FRMS software product requirements, for providing fire incident reporting, EMS incident reporting, fire inspection reporting, fire investigation reporting, property record management, hydrant record management, fire department activity management, fire station activity management, personnel record management, apparatus record management, and analytics/reports (Appendix #2, Section A2.4). C.5.2.2.5EPMR software product requirements, for providing patient medical records including EMS patient care reports, configuration specific to FEMS, operating features specific to FEMS, customized featuresspecific to FEMS, and analytics/reports (Appendix #2, Section A2.5). C.5.2.2.6HDE software product requirements, for healthcare data exchange of patient medical records withhospitals, including receiving hospital patient outcome data, sharing access to EMS patient care reports with hospitals, using hospital patient outcome data for EMS continuous quality improvement purposes, and analytics/reports (Appendix #2, Section A2.6). C.5.2.2.7Software product modification requirements, for customizing FRMS, EPMR, and HDE softwareproducts when software product configuration settings and/or operating features cannot conform to future FEMS operating requirements (Appendix #2, Section A2.7). C.5.2.2.8Security requirements, including “consequence management” responsibility for data record breaches (Appendix #2, Section A2.8). C.5.2.2.9Training requirements, including submitting a written training plan describing recommended product training, timelines, deliverables, and deliverable dates (Appendix #2, Section A2.9). C.5.2.2.10Implementation planning requirements, including submitting a written software product implementation plan describing anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #2, Section A1.10). C.5.2.2.11Transition/Replacement planning requirements, including identifying and completing work objectives for transitioning to replacement and/or new software products, with work and services provided by a new Contractor and/or Subcontractors (Appendix #2, Section A2.11). C.5.2.3 First Watch. The contractor shall provide First Watch software, as described by the following specified requirements (Appendix #3):
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C.5.2.3.1Administrative requirements, including administrating, managing, and directing the work and services performed (Appendix #3, Section A3.1). C.5.2.3.2General requirements, for providing securely accessible First Watch products to record, transmit, store, use, and share data records (Appendix #3, Section A3.2). C.5.2.3.3First Watch software product requirements, for providing monitoring, evaluation/analysis, and situational alerting using CAD, FRMS, EPMR, and DC GIS data records (Appendix #3, Section A3.3). C.5.2.3.4Data export requirements, for providing export of CAD, FRMS, and EPMR data records to DC GIS record tables in the live operating environment (Appendix #3, Section A3.4). C.5.2.3.5First Watch modification requirements, for customizing monitoring, evaluation/analysis, and situational alerting functions when First Watch configuration settings and/or operating features cannot conform to future FEMS operating requirements (Appendix #3, Section A3.5). C.5.2.3.6Security requirements, including “consequence management” responsibility for data record breaches (Appendix #3, Section A3.6). C.5.2.3.7Implementation planning requirements, including submitting a written First Watch implementation plan describing anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #3, Section A3.7). C.5.2.4 GIS Services. The contractor shall configure, test, validate, and program DC GIS software products for location-based analysis of DC GIS and FEMS data, as described by the following specified requirements (Appendix #4): C.5.2.4.1Administrative requirements, including administrating, managing, and directing the work and services performed (Appendix #4, Section A4.1). C.5.2.4.2Support requirements, including two (2) on-site Subcontractor FTEs for completing technical work to configure, test, validate, and program DC GIS software products (Appendix #4, Section A4.2). C.5.2.4.3GIS software product requirements, for providing location-based analysis of DC GIS and FEMS data including creation of a GUID schema and GUID record tables, creation of FEMS record tables, creation of Esri ArcGIS location-based analytics visual displays to monitor, evaluate and analyze GUID and FEMS data, and creation of Esri ArcGIS map elements and layers displaying commonly used FEMSgeospatial boundaries (Appendix #4, Section A4.3). C.5.2.4.4Implementation planning requirements, including submitting a written GIS services implementation plan describing anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #4, Section A4.4). C.5.2.5 Hardware Support Services. The contractor shall provide hardware support services for diagnosing, troubleshooting, repairing, and tracking inventory of FEMS Panasonic Toughbook CF-33 computers, as described by the following specified requirements (Appendix #5): C.5.2.5.1Administrative requirements, including administrating, managing, and directing the work and services performed (Appendix #5, Section A5.1). C.5.2.5.2On-Site Support requirements, including one (1) on-site Subcontractor FTE for completing work todiagnose, troubleshoot, repair, and track inventory of FEMS Panasonic Toughbook CF-33 computers (Appendix #5, Section A5.2).
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C.5.2.5.3Device Management Requirements, including mobile device management and content filteringsoftware products for FEMS Panasonic Toughbook CF-33 computers (Appendix #5, Section A5.3). C.5.2.5.4Hardware Replacement Requirements, including replacement Panasonic Toughbook CF-33 computers and computer support equipment if existing computers cannot be repaired or replaced under Panasonic warrantee coverage, or if support equipment is unusable and cannot be repaired (Appendix #5, Section A5.4). C.5.2.5.5Implementation planning requirements, including submitting a written computer hardware support implementation plan describing anticipated tasks, timelines, milestones, deliverables, and deliverable dates (Appendix #5, Section A5.5). C.5.3 Contractor Responsibility and Controls C.5.3.1 Minimum Requirements. The contractor , and/or Subcontractors completing work and/or services on behalf of the Contractor, shall abide by all laws, regulations, and rules of the Federal and District of Columbia Governments, agencies representing Federal and District of Columbia Governments, governments of other states, and agencies representing governments of other states, when performing the work and services described by this contract (and all specifications), and in full compliance with FEMS Ambulance Billing Policy, FEMS Authorized Ambulance Fees and Charges (most current published versions describing patient payment responsibility requirements), and/or other policies and procedures required by District of Columbia Government departments, agencies, offices, and officials. C.5.3.2 Contractor Responsibility Requirements. The contractor, shall conduct pre-employment background checks for employees providing work and services on behalf of FEMS as described by this solicitation (and each specification) and shall not knowingly employ any individual and/or entity providing work and services on behalf of FEMS with any of the following (Appendix #6): C.5.3.3 Felony convictions for crimes against persons, and/or felony convictions for crimes against property involving moral turpitude (Appendix #7, Section A6.1.4). C.5.3.4 Felony convictions for sexual and family crimes involving moral turpitude (Appendix #6, Section A6.1.6). C.5.3.5 Individuals and/or entities appearing on the U.S. Department of Health and Human Services OIG List of Excluded Individuals and Entities (Appendix #6, Section A6.1.8). C.5.4 Contractor Control Requirements. The contractor shall make available for inspection and review by District of Columbia Government departments, agencies, offices, and officials (and/or provide submitted copies), each of the following documents (Appendix #6): C.5.4.1 The contractor’s most recently completed and independently audited Financial Statements, including a Statement of Financial Position, a Statement of Comprehensive Income, a Statement of Changes in Equity, and a Statement of Cash Flows (Appendix #6, Section A6.2.1). C.5.4.2 The contractor’s most recently completed Independent Service Auditor’s Service Organization Control 2 (SOC 2) Report (Appendix #6, Section A6.2.2). C.5.4.3 The contractor’s most recently completed HIPAA compliance audit (Appendix #6, Section A6.2.3).C.5.4.4 The contractor’s most recently published Standard Operating Procedures (SOPs) (Appendix #6, Section A6.2.4 and A6.2.5).
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C.5.5.5 The contractor’s most recently published Disaster and Recovery Plan (Appendix #6, Section A6.2.6).C.5.6.6 Other documents pertaining to corporate insurance policies, liability, and management of risk (Appendix #6, Section A6.2.7).
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SECTION D: PACKAGING AND MARKINGD.1 The packaging and marking requirements for this contract shall be governed by clause number (2), Shipping Instructions-Consignment, of the Government of the District of Columbia's Standard Contract Provisions for use with Supplies and Services Contracts, dated July 2010. (Attachment J.1) SECTION E: INSPECTION AND ACCEPTANCEE.1 The inspection and acceptance requirements for this contract shall be governed by clause number five (5) Inspection of Suppliesand clause numbersix (6), Inspection of Services of the Government of the District of Columbia's Standard Contract Provisions for use with Supplies and Services Contracts, dated July 2010. (Attachment J.1) SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES F.1 TERM OF CONTRACT This term includes the term of the letter contract executed on March 31, 2025, which will merge into this definitive contract upon the signing of the definitive contract by the contracting officer. F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT F.2.1 The District may extend the term of this contract for a period of four (4) one-year option periods, or successive fractions thereof, by written notice to the Contractor before the expiration of the contract; provided that the District will give the Contractor preliminary written notice of its intent to extend at least thirty (30) days before the contract expires. The preliminary notice does not commit the District to an extension. The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract. F.2.2 If the District exercises this option, the extended contract shall be considered to include this option provision. F.2.3 The price for the option period shall be as specified in Section B of the contract. F.2.4 The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years. F.3 DELIVERABLES The Contractor shall perform the activities required to successfully complete the district’s requirements and submit each deliverable to the Contract Administrator identified in section G.9 in accordance with the following:
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F.3.1 Account Management Services (Appendix #1) Section Deliverable Quantity Format/Method of Delivery Due Date A1.6.2 Preliminary implementation plan.1 Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates to commence work and services for obtaining payment of ambulance fees and charges.No later than fifteen (15) calendar days after first day of contractual term.A1.6.3 Virtual meetings. As required. Virtual meetings with FEMS officials to review implementation plan objectives. No later than thirty (30) calendar days after first day of contractual term.A1.6.2 Final implementation plan. 1 Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates to commence work and services for obtaining payment of ambulance fees and charges approved by the FEMS contract administrator. No later than sixty (60) calendar days after first day of contractual term.A1.3.1 Commencement of work.As described. Work and services to obtain payment for ambulance fees and charges as described by the specification. No later than ninety (90) calendar days after first day of contractual term.A1.4.1.1 Medicaid cost report. 1 Cost report detailing all costs incurred by FEMS for the treatment and/or transport of Medicaid program patients. No later than seven (7) calendar days prior to cost report submission deadline.A1.4.1.1 Medicare cost report and Medicare GADCS data.1Cost report and data submission detailing all costs incurred by FEMS for the treatment and/or transport of Medicare program patients. No later than seven (7) calendar days prior to cost report and data submission deadlines. F.3.2 Software Products (Appendix #2) Section Deliverable Quantity Format/Method of Delivery Due Date A2.4.1 ESO FRMS software product. 1 Access to software product for use by FEMS, including access by mobile computer application, web browser, and/or other means described by the specification. First day of contractual term. A2.5.1 EPMR software product. 1 Access to software product for use by FEMS, including access by mobile First day of contractual
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computer application, web browser, and/or other means described by the specification. term. A2.6.1 ESO HDE software product. 1 Access to software product for use by FEMS, including access by mobile computer application, web browser, and/or other means described by the specification.First day of contractual term.A2.9.2 Preliminary implementation plan.1Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for provision of FRMS, EPMR, and HDE system software products including project phases, critical paths, gaps, and potential risks associated with implementation.No later than ninety (90) calendar days after first day of contractual term.A2.10.2 Preliminary training plan. 1Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for software product training including, FRMS, EPMR, and HDE system software products. No later than ninety (90) calendar days after first day of contractual term. A2.9.6 Final implementation plan. 1 Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for provision of FRMS, EPMR, and HDE system software products including project phases, critical paths, gaps, and potential risks associated with implementation, approved by the FEMS contract administrator. No later than thirty (30) calendar days after approval by FEMS contract administrator. A2.10.6 Final training plan. 1 Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for software product training including, FRMS, EPMR, and HDE system software products, approved by the FEMS contract administrator. No later than thirty (30) calendar days after approval by FEMS contract administrator.F.3.3 First Watch (Appendix #3)Section Deliverable Quantity Format/Method of Delivery Due Date A2.4.1 First Watch software product. 1 Access to software product for use by FEMS, including access by mobile phone application, web browser, and/or other means described by the specification. First day of contractual term. A2.9.2 Preliminary implementation plan.1 Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for provision of First Watch software products including project phases, critical paths, gaps, and potential risks associated with implementation. No later than ninety (90) calendar days after first day of contractual term. A2.9.6 Final implementation plan. 1 Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for provision of First No later than thirty (30) calendar days
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Watch software products including project phases, critical paths, gaps, and potential risks associated with implementation, approved by the FEMS contract administrator. after approval by FEMS contract administrator. F.3.4 GIS Services (Appendix #4)Section Deliverable Quantity Format/Method of Delivery Due Date A4.4.2 Preliminary implementation plan. 1Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for provision of GIS services including administration, management, and on-site support. No later than sixty (60) calendar days after first day of contractual term.A4.4.6 Final implementation plan.1Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for provision of GIS services including administration, management, and on-site support, approved by the FEMS contract administrator. No later than thirty (30) calendar days after approval by FEMS contract administrator. A4.3.1 Commencement of work.As described. GIS work and services as described by the specification. No later than ninety (90) calendar days after first day of contractual term. F.3.5 Hardware Support Services (Appendix #5) Section Deliverable Quantity Format/Method of Delivery Due Date A5.3.1.1 SOTI software product. 1 Access to the software product by FEMS for mobile device management, configured as instructed by the FEMS end-user administrator and described by the specification. First day of contractual term. A5.3.1.2 Zscaler software product.1 Access to the software product by FEMS for content filtering, configured as instructed by the FEMS end-user administrator and described by the specification. First day of contractual term. A5.4.1 Replacement Panasonic Toughbook CF-33 computers. As needed. Purchase of replacement computers individually or in bulk for use by FEMS, as described by the specification. Beginning first day of contractual term. A5.4.2Replacement computer support equipment. As needed. Purchase of replacement computer support equipment individually or in bulk for use by FEMS, as described by the specification. Beginning first day of contractual term. A5.5.2 Preliminary implementation plan.1 Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for provision of hardware support services including administration, management, and on-site support. No later than fifteen (15) calendar days after first day of contractual term.
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A5.5.6 Final implementation plan.1 Written plan describing tasks, timelines, milestones, deliverables, and deliverable dates for provision of hardware support services including administration, management, and on-site support, approved by the FEMS contract administrator.No later than thirty (30) calendar days after approval by FEMS contract administrator. A5.2.1 Commencement of work.As described. Hardware support work and services as described by the specification. No later than forty-five (45) calendar days after first day of contractual term. F.3.6For contracts subject to the 51% District Residents New Hires Requirements and First Source Employment Agreement requirements, the Contractor shall submit to the Contract Administrator, as a deliverable, the compliance report or a waiver of compliance with its final request for payment. F.3.7 The Contractor shall prepare deliverables including, but not limited to, monthly reports and written findings, as required or requested by the CA. The CA reserves the right to reject any deliverables, which, in the sole judgment of the CA, do not adequately represent the intended level of completion or standard of performance, do not include all relevant information or data, or do not include all documents specified or reasonably necessary for the purpose for which FEMS requires the deliverables. Partial or incomplete deliverables may be accepted for review only when required for a specific and well-defined purpose and when consented to in advance by the CA. The CA may not consider such deliverables considered as satisfying the specific submittal requirements as set forth herein. Partial or incomplete deliverables shall in no way relieve the Contractor of its contractual commitments.
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SECTION G: CONTRACT ADMINISTRATION G.1 INVOICE PAYMENTG.1.1 The District shall 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 shall pay the Contractor on or before the 30thday 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 The Contractor shall submit proper invoices on a monthly basis or as otherwise specified or accepted.G.2.3 To constitute a proper invoice, the Contractor shall enter all required information into the Portal after selecting the applicable purchase order number which is listed on the Contractor’s profile. G.3 FIRST SOURCE AGREEMENT REQUEST FOR FINAL PAYMENT G.3.1 For contracts subject to the 51% District Residents New Hires Requirements and First Source Employment Agreement requirements, final request for payment must be accompanied by the report or a waiver of compliance discussed in section H.5.5. G.3.2 The District shall not make final payment to the Contractor until the agency CFO has received the CO’s final determination or approval of waiver of the Contractor’s compliance with 51% District Residents New Hires Requirements and First Source Employment Agreement requirements. G.4 PAYMENT Payment will be made within thirty (30) days after receipt of an approved invoice. G.5 ASSIGNMENT OF CONTRACT PAYMENTS G.5.1 In accordance with 27 DCMR 3250, the Contractor may assign to a bank, trust company, or other financing institution funds due or to become due as a result of the performance of this contract. G.5.2 Any assignment shall cover all unpaid amounts payable under this contract, and shall not be made to more than one party.
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G.5.3 Notwithstanding an assignment of contract payments, the Contractor, not the assignee, is required to prepare invoices. Where such an assignment has been made, the original copy of the invoice must refer to the assignment and must show that payment of the invoice is to be made directly to the assignee as follows: “Pursuant to the instrument of assignment dated , make payment of this invoice to (name and address of assignee).” G.6 THE QUICK PAYMENT ACT G.6.1 Interest Penalties to Contractors G.6.1.1 The District will pay interest penalties on amounts due to the Contractor under the Quick Payment Act, D.C. Official Code § 2-221.01 et seq., as amended, for the period beginning on the day after the required payment date and ending on the date on which payment of the amount is made. Interest shall be calculated at the rate of at least 1.5% per month. No interest penalty shall be paid if payment for the completed delivery of the item of property or service is made on or before the required payment date. The required payment date shall be: G.6.1.1.1 The date on which payment is due under the terms of the contract; G.6.1.1.2 Not later than 7 calendar days, excluding legal holidays, after the date of delivery of meat or meat food products; G.6.1.1.3 Not later than 10 calendar days, excluding legal holidays, after the date of delivery of a perishable agricultural commodity; or G.6.1.1.4 30 calendar days, excluding legal holidays, after receipt of a proper invoice for the amount of the payment due. G.6.1.2 No interest penalty shall be due to the Contractor if payment for the completed delivery of goods or services is made on or after: G.6.1.2.1 3rdday after the required payment date for meat or a meat food product; G.6.1.2.2 5th day after the required payment date for an agricultural commodity; or G.6.1.2.3 15th day after any other required payment date. G.6.1.3 Any amount of an interest penalty which remains unpaid at the end of any 30-day period shall be added to the principal amount of the debt and thereafter interest penalties shall accrue on the added amount.G.6.2 Payments to Subcontractors G.6.2.1 The Contractor 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 the contract:
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G.6.2.1.1Pay the subcontractor(s) for the proportionate share of the total payment received from the District that is attributable to the subcontractor(s) for work performed under the contract; or G.6.2.1.2 Notify the CO and the subcontractor(s), in writing, of the Contractor’s intention to withhold all or part of the subcontractor’s payment and state the reason for the nonpayment. G.6.2.2 The Contractor must pay any subcontractor or supplier interest penalties on amounts due to the subcontractor or supplier beginning on the day after the payment is due and ending on the date on which the payment is made. Interest shall be calculated at the rate of at least 1.5% per month. No interest penalty shall be paid on the following if payment for the completed delivery of the item of property or service is made on or before the: G.6.2.2.1 3rdday after the required payment date for meat or a meat product; G.6.2.2.2 5thday after the required payment date for an agricultural commodity; or G.6.2.2.3 15thday after any other required payment date.G.6.2.3Any amount of an interest penalty which remains unpaid by the Contractor at the end of any 30-day period shall be added to the principal amount of the debt to the subcontractor and thereafter interest penalties shall accrue on the added amount. G.6.2.4 A dispute between the Contractor and subcontractor relating to the amounts or entitlement of a subcontractor to a payment or a late payment interest penalty under the Quick Payment Act does not constitute a dispute to which the District is a party. The District may not be interpleaded in any judicial or administrative proceeding involving such a dispute. G.6.3 Subcontract requirements. 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 shall be entered into and signed on behalf of the District only by contracting officers. The contact information for the Contracting Officer is: Kai MooreOffice of Contracting and Procurement 441 4th Street NW, Suite 330 South Washington, DC 20001 E-mail address:kai.moore@dc.govG.8 AUTHORIZED CHANGES BY THE CONTRACTING OFFICERG.8.1 The CO is the only person authorized to approve changes in any
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of the requirements of this contract. Notwithstanding the foregoing, no change, modification, or alteration to this Contract, except for the District exercising Options provided in Section B, shall be effective or binding unless the CO and the Contractor’s authorized representative execute a contract modification hereto. The District is permitted to exercise on Option period for a lesser period of performance without obtaining mutual consent understanding it agrees to pay a pro rata amount corresponding to the application Option Year. The District may only exercise an option for a lesser period of performance only once per year without the mutual execution of a contract modification. G.8.2 The Contractor shall not comply with any order, directive or request that changes or modifies the requirements of this contract, unless issued in writing and signed by the CO. G.8.3 In the event the Contractor effects any change at the instruction or request of any person other than the CO, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any cost increase incurred as a result thereof. G.9 CONTRACT ADMINSTRATOR (CA) G.9.1 The CA is responsible for general administration of the contract and advising the CO as to the Contractor’s compliance or noncompliance with the contract. The CA has the responsibility of ensuring the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in the contract. These include: G.9.1.1 Keeping the CO fully informed of any technical or contractual difficulties encountered during the performance period and advising the CO of any potential problem areas under the contract; G.9.1.2 Coordinating site entry for Contractor personnel, if applicable; G.9.1.3 Reviewing invoices for completed work and recommending approval by the CO if the Contractor’s costs are consistent with the negotiated amounts and progress is satisfactory and commensurate with the rate of expenditure;G.9.1.4 Reviewing and approving invoices for deliverables to ensure receipt of goods and services. This includes the timely processing of invoices and vouchers in accordance with the District’s payment provisions; and G.9.1.5 Maintaining a file that includes all contract correspondence, modifications, records of inspections (site, data, equipment) and invoice or vouchers. The address and telephone number of the CA is: Andrew Beaton 899 North Capitol Street NW, Suite 3100 Washington, DC 20002
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Telephone: 202-727-5225Email: andrew.beaton@dc.govG.9.1.6 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.9.1.7 The Contractor shall 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. 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 definedin 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 fideresidents of the District of Columbia in each project’s labor force: H.1.1.1 At least fifty-one (51) percent of apprentices and trainees employed shall be residents of the District of Columbia registered in programs approved by the District of Columbia Apprenticeship Council. H.1.2 The Contractor shall negotiate an Employment Agreement with the Department of Employment Services (“DOES”) for jobs created as a result of this contract. The DOES shall be the Contractor’s first source of referral for qualified apprentices and trainees in the implementation of employment goals contained in this clause.
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H.2 DEPARTMENT OF LABOR WAGE DETERMINATIONS The Contractor shall be bound by the Wage Determination No. 2005-4281 Revision 29, dated 04/11/2024, issued by the U.S. Department of Labor in accordance with the Service Contract Act, 41 U.S.C. §351 et seq., and incorporated herein as Section J.2. The Contractor shall be bound by the wage rates for the term of the contract subject to revision as stated herein and in accordance with Section 24 of the SCP. If an option is exercised, the Contractor shall be bound by the applicable wage rates at the time of the option. If the option is exercised and the CO obtains a revised wage determination, the revised wage determination is applicable for the option periods and the Contractor may be entitled to an equitable adjustment. H.3 PREGNANT WORKERS FAIRNESS H.3.1 The Contractor shall comply with the Protecting Pregnant Workers Fairness Act of 2016, D.C. Official Code § 32-1231.01 et seq. (PPWF Act). H.3.2 The Contractor shall not: (a) Refuse to make reasonable accommodations to the known limitations related to pregnancy, childbirth, related medical conditions, or breastfeeding for an employee, unless the Contractor can demonstrate that the accommodation would impose an undue hardship; (b) Take an adverse action against an employee who requests or uses a reasonable accommodation in regard to the employee's conditions or privileges of employment, including failing to reinstate the employee when the need for reasonable accommodations ceases to the employee's original job or to an equivalent position with equivalent: 1) Pay; 2) Accumulated seniority and retirement; 3) Benefits; and 4) Other applicable service credits; (c) Deny employment opportunities to an employee, or a job applicant, if the denial is based on the need of the employer to make reasonable accommodations to the known limitations related to pregnancy, childbirth, related medical conditions, or breastfeeding; (d) Require an employee affected by pregnancy, childbirth, related medical conditions, or breastfeeding to accept an accommodation that the employee chooses not to accept if the employee does not have a known limitation related to pregnancy, childbirth, related medical conditions, or breastfeeding or the accommodation is not necessary for the employee to perform her duties; (e) Require an employee to take leave if a reasonable accommodation can
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be provided; or (f) Take adverse action against an employee who has been absent fromwork as a result of a pregnancy-related condition, including a pre-birth complication. H.3.3The Contractor shall post and maintain in a conspicuous place a notice of rights in both English and Spanish and provide written notice of an employee's right to a needed reasonable accommodation related to pregnancy, childbirth, related medical conditions, or breastfeeding pursuant to this chapter to: (a) New employees at the commencement of employment; (b) Existing employees; and (c) An employee who notifies the employer of her pregnancy, or other condition covered by this chapter, within 10 days of the notification. H.3.4 The Contractor shall provide an accurate written translation of the notice of rights to any non- English or non-Spanish speaking employee. H.3.5 Violations of the PPWF Act shall be subject to civil penalties as described in the Act. H.4 UNEMPLOYED ANTI-DISCRIMINATION H.4.1 The Contractor shall comply with the Unemployed Anti- Discrimination Act of 2012, D.C. Official Code § 32-1361 et seq. H.4.2 The Contractor shall not: (a) Fail or refuse to consider for employment, or fail or refuse to hire, an individual as an employee because of the individual's status as unemployed; or (b) Publish, in print, on the Internet, or in any other medium, an advertisement or announcement for any vacancy in a job for employment that includes: 1) Any provision stating or indicating that an individual's status as unemployed disqualifies the individual for the job; or2) Any provision stating or indicating that an employment agency shall not consider or hire an individual for employment based on that individual's status as unemployed.
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H.4.3Violations of the Unemployed Anti-Discrimination Act shall be subject to civil penalties as described in the Act. H.5 51% DISTRICT RESIDENTS NEW HIRES REQUIREMENTS AND FIRST SOURCE EMPLOYMENT AGREEMENT H.5.1 For contracts for services in the amount of $300,000 or more, the Contractor shall comply with the First Source Employment Agreement Act of 1984, as amended, D.C. Official Code § 2-219.01 et seq. (First Source Act). H.5.2 The Contractor shall enter into and maintain during the term of the contract, a First Source Employment Agreement (Employment Agreement) with the District of Columbia Department of Employment Services (DOES), in which the Contractor shall agree that: (a)The first source for finding employees to fill all jobs created in order to perform the contract shall be the First Source Register; and(b)The first source for finding employees to fill any vacancy occurring in all jobs covered by the Employment Agreement shall be the First Source Register.H.5.3 The Contractor shall not begin performance of the contract until its Employment Agreement has been accepted by DOES. Once approved, the Employment Agreement shall not be amended except with the approval of DOES. H.5.4 The Contractor agrees that at least 51% of the new employees hired to perform the contract shall be District residents. H.5.5 The Contractor’s hiring and reporting requirements under the First Source Act and any rules promulgated thereunder shall continue for the term of the contract. H.5.6 The CO may impose penalties, including monetary fines of 5% of the total amount of the direct and indirect labor costs of the contract, for a willful breach of the Employment Agreement, failure to submit the required hiring compliance reports, or deliberate submission of falsified data. H.5.7 If the Contractor does not receive a good faith waiver, the CO may also impose an additional penalty equal to 1/8 of 1% of the total amount of the direct and indirect labor costs of the contract for each percentage by which the Contractor fails to meet its hiring requirements. H.5.8 Any contractor which violates, more than once within a 10-year timeframe, the hiring or reporting requirements of the First Source Act shall be referred for debarment for notmore than five (5) years. H.5.9 The contractor may appeal any decision of the CO pursuant to this clause to the D.C. Contract Appeals Board as provided in clause 14 of the SCP, Disputes. H.5.10 The provisions of the First Source Act do not apply to nonprofit organizations which employ 50 employees or less.
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H.6 RESERVED H.7 RESERVED H.8 RESERVED H.9 SUBCONTRACTING REQUIREMENTS H.9.1 Mandatory Subcontracting Requirements H.9.1.1 The Director of the Department of Small and Local Business Development (DSLBD)has approved a waiver of the mandatory subcontracting requirements for this contract.H.9.1.2A prime contractor that is a CBE and has been granted a bid preference pursuant toD.C. Official Code § 2-218.43, or is selected through a set-aside program, shall perform at least 35% of the contracting effort with its own organization and resourcesand, if it subcontracts, 35% of the subcontracting effort shall be with CBEs. A CBE prime contractor that performs less than 35% of the contracting effort shall be subject to enforcement actions under D.C. Official Code § 2-218.63. H.9.1.3 A prime contractor that is a certified joint venture and has been granted a bid preference pursuant to D.C. Official Code § 2-218.43, or is selected through a set-aside program, shall perform at least 50% of the contracting effort with its own organization and resources and, if it subcontracts, 35% of the subcontracting effort shall be with CBEs. A certified joint venture prime contractor that performs less than 50% of the contracting effort shall be subject to enforcement actions under D.C. Official Code § 2-218.63. H.9.1.4 Each CBE utilized to meet these subcontracting requirements shall perform at least 35% of its contracting effort with its own organization and resources. H.9.1.5 A prime contractor that is a CBE and has been granted a bid preference pursuant to D.C. Official Code § 2-218.43, or is selected through a set-aside program, shall perform at least 50% of the on-site work with its own organization and resources if the contract is $1 million or less. H.10 FAIR CRIMINAL RECORD SCREENING H.10.1 The Contractor shall comply with the provisions of the Fair Criminal Record Screening Amendment Act of 2014, effective December 17, 2014 (D.C. Law 20- 152) (the “Act” as used in this section). This section applies to any employment, including employment on a temporary or contractual basis, where the physical location of the employment is in whole or substantial part within the District of Columbia. H.10.2 Prior to making a conditional offer of employment, the Contractor shall not require an applicant for employment, or a person who has requested consideration for employment by the Contractor, to reveal or disclose an arrest or criminal accusation that is not then pending or did not result in a criminal conviction. H.10.3 After making a conditional offer of employment, the Contractor may require an applicant to disclose or reveal a criminal conviction. H.10.4 The Contractor may only withdraw a conditional offer of employment, or take adverse action against an applicant, for a legitimate business reason as described in the Act.
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H.10.5This section and the provisions of the Act shall not apply: (a) Where a federal or District law or regulation requires the consideration of an applicant’s criminal history for the purposes of employment; (b) To a position designated by the employer as part of a federal or District government program or obligation that is designed to encourage the employment of those with criminal histories; (c) To any facility or employer that provides programs, services, or direct care to, children, youth, or vulnerable adults; or (d) To employers that employ less than 11 employees. H.10.6 A person claiming to be aggrieved by a violation of the Act may file an administrative complaint with the District of Columbia Office of Human Rights, and the Commission on Human Rights may impose monetary penalties against the Contractor. H.11 DISTRICT RESPONSIBILITIES N/A H.12 CONTRACTOR’S RESPONSIBILITIES Refer to Section C.
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SECTION I: CONTRACT CLAUSES I.1 APPLICABILITY OF STANDARD CONTRACT PROVISIONS The Standard Contract Provisions for use with District of Columbia Government Supplies and Services Contracts dated July 2010 (“SCP”) are incorporated as part of the contract. To obtain a copy of the SCP go to http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents”. I.2 CONTRACTS THAT CROSS FISCAL YEARS Continuation of this contract beyond the current fiscal year is contingent upon future fiscal appropriations. I.3 CONFIDENTIALITY OF INFORMATION The Contractor shall keep all information relating to any employee or customer of the District in absolute confidence and shall not use the information in connection with any other matters; nor shall it disclose any such information to any other person, firm or corporation, in accordance with the District and federal laws governing the confidentiality of records. I.4 TIME Time, if stated in a number of days, will include Saturdays, Sundays, and holidays, unless otherwise stated herein. I.5 RIGHTS IN DATA Delete Article 42, Rights in Data, of the Standard Contract Provisions dated July 2010 for use with District of Columbia Government Supplies and Services Contracts and substitute the following Article 42, Rights in Data) in its place: A. Definitions 1. “Products” - A deliverable under any contract that may include commodities, services and/or technology furnished by or through Contractor, including existing and custom Products, such as, but not limited to: a) recorded information, regardless of form or the media on which it may be recorded; b) document research; c) experimental, developmental, or engineering work; d) licensed software; e) components of the hardware environment; f) printed materials (including but not limited to training manuals, system and user documentation, reports, drawings); g) third party software; h) modifications, customizations, custom programs, program listings, programming tools, data, modules, components; and i) any intellectual property embodied therein, whether in tangible or intangible form, including but not limited to utilities, interfaces, templates, subroutines, algorithms, formulas, source code, and object code. 2. “Existing Products” - Tangible Products and intangible licensed Products that exist prior to the commencement of work under the contract. Existing Products must be identified on the Product prior to commencement of work or else will be presumed to be Custom Products.
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3. “Custom Products” - Products, preliminary, final or otherwise, which are created or developed by Contractor, its subcontractors, partners, employees, resellers or agents for the District under the contract. 4. “District” – The District of Columbia and its agencies. B. Title to Project Deliverables The Contractor acknowledges that it is commissioned by the District to perform services detailed in the contract. The District shall have ownership and rights for the duration set forth in the contract to use, copy, modify, distribute, or adapt Products as follows: 1. Existing Products: Title to all Existing Licensed Product(s), whether or not embedded in, delivered or operating in conjunction with hardware or Custom Products, shall remain with Contractor or third party proprietary owner, who retains all rights, title and interest (including patent, trademark or copyrights). Effective upon payment, the District shall be granted an irrevocable, non-exclusive, worldwide, paid-up license to use, execute, reproduce, display, perform, adapt (unless Contractor advises the District as part of Contractor’s bid that adaptation will violate existing agreements or statutes and Contractor demonstrates such to the District’s satisfaction), and distribute Existing Product to District users up to the license capacity stated in the contract with all license rights necessary to fully effect the general business purpose of the project or work plan or contract. Licenses shall be granted in the name of the District. The District agrees to reproduce the copyright notice and any other legend of ownership on any copies authorized under this paragraph. 2. Custom Products: Effective upon Product creation, Contractor hereby conveys, assigns, and transfers to the District the sole and exclusive rights, title and interest in Custom Product(s), whether preliminary, final or otherwise, including all patent, trademark and copyrights. Contractor hereby agrees to take all necessary and appropriate steps to ensure that the Custom Products are protected against unauthorized copying, reproduction and marketing by or through Contractor. C. Transfers or Assignments of Existing or Custom Products by the District The District may transfer or assign Existing or Custom Products and the licenses thereunder to another District agency. Nothing herein shall preclude the Contractor from otherwise using the related or underlying general knowledge, skills, ideas, concepts, techniques and experience developed under a project or work plan in the course of Contractor’s business. D. Subcontractor Rights Whenever any data, including computer software, are to be obtained from a subcontractor under the contract, the Contractor shall use this clause, Rights in Data, in the subcontract, without alteration, and no other clause shall be used to enlarge or diminish the District’s or the Contractor’s rights in that subcontractor data or computer software which is required for the District. E. Source Code Escrow 1. For all computer software furnished to the District with the rights specified in section B.2, the Contractor shall furnish to the District, a copy of the source code with such rights of the scope as specified in section B.2 of this clause. For all computer software furnished to the District with the restricted rights specified in section B.1 of this clause, the District, if the Contractor either directly or through a successor or affiliate shall cease to provide the maintenance or warranty services provided the District under the contract or any paid-up maintenance agreement, or if the Contractor should be
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declared insolvent by a court of competent jurisdiction, shall have the right to obtain, for its own and sole use only, a single copy of the current version of the source code supplied under the contract, and a single copy of the documentation associated therewith, upon payment to the person in control of the source code the reasonable cost of making each copy. 2. If the Contractor or Product manufacturer/developer of software furnished to the District with the rights specified in section B.1 of this clause offers the source code or source code escrow to any other commercial customers, the Contractor shall either: (1) provide the District with the source code for the Product; (2) place the source code in a third party escrow arrangement with a designated escrow agent who shall be named and identified to the District, and who shall be directed to release the deposited source code in accordance with a standard escrow arrangement acceptable to the District; or (3) will certify to the District that the Product manufacturer/ developer has named the District as a named beneficiary of an established escrow arrangement with its designated escrow agent who shall be named and identified to the District, and who shall be directed to release the deposited source code in accordance with the terms of escrow. 3. The Contractor shall update the source code, as well as any corrections or enhancements to the source code, for each new release of the Product in the same manner as provided above, and certify such updating of escrow to the District in writing. F. Indemnification and Limitation of Liability The Contractor shall indemnify and save and hold harmless the District, its officers, agents and employees acting within the scope of their official duties against any liability, including costs and expenses, (i) for violation of proprietary rights, copyrights, or rights of privacy, arising out of the publication, translation, reproduction, delivery, performance, use or disposition of any data furnished under this contract, or (ii) based upon any data furnished under this contract, or based upon libelous or other unlawful matter contained in such data. I.6 OTHER CONTRACTORS The Contractor shall not commit or permit any act that will interfere with the performance of work by another District contractor or by any District employee. I.7 SUBCONTRACTS The Contractor hereunder shall not subcontract any of the Contractor’s work or services to any subcontractor without the prior written consent of the CO. Any work or service so subcontracted shall be performed pursuant to a subcontract agreement, which the District will have the right to review and approve prior to its execution by the Contractor. Any such subcontract shall specify that the Contractor and the subcontractor shall be subjectto every provision of this contract. Notwithstanding any such subcontract approved by the District, the Contractor shall remain liable to the District for all Contractor's work and services required hereunder. To obtain a copy of the SCP go to www.ocp.dc.gov, click on OCP Policies under the heading “Information”, then click on “Standard Contract Provisions – Supplies and Services Contracts”.
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I.8 INSURANCE REQUIREMENTS: A. GENERAL REQUIREMENTS.The Contractor at its sole expense shall procure and maintain, during the entire period of performance under this contract, the types of insurance specified below. The Contractor shall submit a Certificate of Insurance to the Contracting Officer (CO) giving evidence of the required coverage prior to commencing performance under this contract. In no event shall any work be performed until the required Certificates of Insurance signed by an authorized representative of the insurer(s) have been provided to, and accepted by, the CO. The Government of the District of Columbia shall be included in all policies, where applicable and allowable by law, required hereunder to be maintained by the Contractor and its subcontractors (except for workers’ compensation and professional liabilityinsurance) as an additional insureds for claims against The Government of the District of Columbia relating to this contract, with the understanding that any affirmative obligation imposed upon the insured Contractor or its subcontractors (including without limitation the liability to pay premiums) shall be the sole obligation of the Contractor or its subcontractors, and not the additional insured. The additional insured status under the Contractor’s and its subcontractors’ Commercial General Liability insurance policies shall be effected using the ISO Additional Insured Endorsement form CG 20 10 11 85 (or CG 20 10 07 04 and CG 20 37 07 04) or such other endorsement or combination of endorsements providing coverage at least as broad and approved by the CO in writing. All of the Contractor’s and its subcontractors’ liability policies (except for workers’ compensation and professional liability insurance) shall be endorsed using ISO form CG 20 01 04 13 or its equivalent so as to indicate that such policies provide primary coverage (without any right of contribution by any other insurance, reinsurance or self-insurance, including any deductible or retention, maintained by an Additional Insured) for all claims against the additional insured arising out of the performance of this Statement of Work by the Contractor or its subcontractors, or anyone for whom the Contractor or its subcontractors may be liable. These policies shall include a separation of insureds clause applicable to the additional insured. If the Contractor and/or its subcontractors maintain broader coverage and/or higher limits than the minimums shown below, the District requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor and subcontractors. B. INSURANCE REQUIREMENTS 1. Commercial General Liability Insurance (“CGL”) - The Contractor shall provide evidence satisfactory to the CO with respect to the services performed that it carries a CGL policy, written on an occurrence (not claims-made) basis, on Insurance Services Office, Inc. (“ISO”) form CG 00 01 04 13 (or another occurrence-based form with coverage at least as broad and approved by the CO in writing), covering liability for all ongoing and completed operations of the Contractor and under all subcontracts, covering claims for bodily injury, including without limitation sickness, disease or death and mental anguish of any persons, broad form property damage, including loss of use resulting therefrom, personal and advertising injury, and including coverage for liability arising out of an Insured Contract (including the tort liability of another assumed in a contract) and acts of terrorism (whether caused by a foreign or domestic source). Such coverage shall have limits of liability of not less than $1,000,000 each occurrence, a $2,000,000 general aggregate.
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The Commercial General Liability shall be further endorsed to: a) To the fullest extent permitted by law, provide additional insured coverageusing ISO form CG 2015 0413 (or it’s equivalent) to The Government of the District of Columbia b) Coverage available to the additional insureds shall apply on a primary and non-contributing basis as respects any other insurance, deductibles, or self-insurance available to the additional insureds c) A waiver of subrogation in favor of The Government of the District of Columbia d) Any Annual Aggregate shall apply on a per location or per project basis (where applicable) e) Defense costs shall be in addition to and not erode the limits of liability 2. Automobile Liability Insurance - The Contractor shall provide evidence satisfactory to the CO of commercial (business) automobile liability insurance written on ISO form CA 00 01 10 13 (or another form with coverage at least as broad and approved by the CO in writing) including coverage for all owned, hired, borrowed and non-owned vehicles and equipment used by the Contractor in connection with work under this agreement, with a minimum combined single limit of $1,000,000 for bodily injury or death and property damage, including loss of use thereof. Such policy or policies of automobile liability insurance shall be written on an "occurrence" (as opposed to a "claims made") basis. Auto Physical Damage Coverage - The Contractor shall provide auto physical damage insurance to cover "loss" to a covered "auto" or its equipment: a) Comprehensive - Fire, lightning or explosion; theft; windstorm, hail or earthquake; flood; mischief or vandalism; or the sinking, burning, collision or derailment of any conveyance transporting the covered "auto". b) Collision Coverage - Caused by: The covered "auto's" collision with another object or the covered "auto's" overturn. The Commercial Auto Liability policy shall be further endorsed to: a) To the fullest extent permitted by law, provide additional insured coverage to The Government of the District of Columbiab) Coverage available to the additional insureds shall apply on a primary and non-contributing basis as respects any other insurance, deductibles, or self-insurance available to the additional insureds c) A waiver of subrogation in favor of The Government of the District of Columbia d) Defense costs shall be in addition to and not erode the limits of liabilitye) If applicable, include Form CA 99 48 03 06 Pollution Liability - Broadened Coverage for Covered Autos - Business Auto, Motor Carrier and Truckers (or it’s equivalent) 3. Workers’ Compensation Insurance - The Contractor shall provide evidence satisfactory to the CO of Workers’ Compensation insurance in accordance with the statutory mandates of the District of Columbia or the jurisdiction in which the contract is performed.Employer’s Liability Insurance - The Contractor shall provide evidence satisfactory to the CO of employer’s liability insurance as follows: $500,000 per accident for injury;
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$500,000 per employee for disease; and $500,000 for policy disease limit. The Workers Compensation and Employers Liability shall be further endorsed to: a) Include a Waiver of Subrogation in favor of The Government of the District of Columbia. b) Where applicable, include United States Longshore and Harbor Workers Compensation Act (USL&H)c) Where applicable, include Jones Act Coverage for seamen or crew members on an “if any” basis. 4. Network Security/Privacy (Cyber) Liability Insurance covering acts, errors, omissions, breach of contract, and violation of any consumer protection laws arising out of Contractor’s operations or services with a limit of $5,000,000 per claim and in the aggregate. Such coverage shall include but not be limited to, third party and first party coverage for loss or disclosure of any data, including personally identifiable information and payment card information, network security failure, violation of any consumer protection laws, unauthorized access and/or use or other intrusions, infringement of any intellectual property rights (except patent), unintentional breach of contract, negligence or breach of duty to use reasonable care, breach of any duty of confidentiality, invasion of privacy, or violations of any other legal protections for personal information, defamation, libel, slander, commercial disparagement, negligent transmission of computer virus, or use of computer networks in connection with denial of service attacks. Such coverage shall include regulatory defense and fines/penalties in any jurisdiction anywhere in the world. Such coverage shall include contractual privacy coverage for data breach response and crisis management costs that would be incurred by Contractor on behalf of The Government of the District of Columbia in the event of a data breach including legal and forensic expenses, notification costs, credit monitoring costs, and costs to operate a call center. Contractor shall maintain coverage in force during the term of this Agreement and for an extended reporting period of not less than two (2) years after. 5. Professional Liability Insurance (Errors & Omissions) - The Contractor shall provide Professional Liability Insurance (Errors and Omissions) to cover liability resulting from any error or omission in the performance of professional services under this Contract. The policy shall provide limits of $1,000,000 per claim or per occurrence for each wrongful act and $2,000,000 annual aggregate. The Contractor warrants that any applicable retroactive date precedes the date the Contractor first performed any professional services for the Government of the District of Columbia and that continuous coverage will be maintained or an extended reporting period will be exercised for a period of at least ten years after the completion of the professional services. Limits may not be shared with other lines of coverage. 6. Commercial Umbrella or Excess Liability - The Contractor shall provide evidence satisfactory to the CO of commercial umbrella or excess liability insurance with minimum limits of $5,000,000 per occurrence and $5,000,000 in the annual aggregate, following the form and in excess of all liability policies. All liability coverages must be scheduled under the umbrella and/or excess policy. The insurance required under this paragraph shall be written in a form that annually reinstates all required limits. Coverage shall be primary to any insurance, self-insurance or reinsurance maintained by The Government of the District of Columbia and the “other insurance” provision must be amended in accordance with this requirement and principles of vertical exhaustion. 7. Crime Insurance (3rd Party Indemnity) - The Contractor shall provide a Crime policy including 3rd party fidelity to cover the dishonest acts of Contractors, its employees
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and/or volunteers which result in a loss to the District. The Government of the District of Columbia shall be included as loss payee. The policy shall provide a limit of $25,000 per occurrence. C. SUBCONTRACTOR INSURANCE REQUIREMENTS Any and all subcontractors engaged by Contractor for work under this agreement shall be required to have the same insurance required of Contractor. Should the Contractor wish to propose different insurance requirements than outlined below, then, prior to commencement of work by the subcontractor, the Contractor shall submit in writing the name and brief description of work to be performed by the subcontractor on the Subcontractors Insurance Requirement Template provided to the Office of Risk Management (ORM). ORM will determine the insurance requirements applicable to the subcontractor and promptly deliver such requirements in writing to the Contractor. In either instance, the Contractor must provide proof of the subcontractor's required insurance prior to commencement of work by the subcontractor. D. PRIMARY AND NONCONTRIBUTORY INSURANCE The insurance required herein shall be primary to and will not seek contribution from any other insurance, reinsurance or self-insurance including any deductible or retention, maintained by the Government of the District of Columbia. E. DURATION. The Contractor shall carry all required insurance until all contract work is accepted by The Government of the District of Columbia and shall carry listed coverages for ten years for construction projects following final acceptance of the work performed under this contract and two years for non-construction related contracts. F. LIABILITY. These are the required minimum insurance requirements established by The Government of the District of Columbia. However, it is understood that The Government of the District of Columbia does not in any way represent that the insurance or the limits of insurance specified herein are sufficient or adequate to protect your interests or liabilitiesand will not in any way limit the contractor’s liability under this contract. G. CONTRACTOR’S PROPERTY. Contractor and subcontractors are solely responsible for any loss or damage to their personal property, including but not limited to tools and equipment, scaffolding and temporary structures, rented machinery, or owned and leased equipment. A waiver of subrogation shall apply in favor of The Government of the District of Columbia. H. MEASURE OF PAYMENT. The Government of the District of Columbia shall not make any separate measure or payment for the cost of insurance and bonds. The Contractor shall include all of the costs of insurance and bonds in the contract price. I. NOTIFICATION. The Contractor shall ensure that all policies provide that the CO shall be given thirty (30) days prior written notice in the event of cancellation, non-renewal, or material changes to the extent such cancellation or material changes results in Contractor no long complying with the above requirements. The Contractor shall provide the CO with ten (10) days prior written notice in the event of non-payment of premium. The Contractor will also provide the CO with an updated Certificate of Insurance should its insurance coverages renew during the contract. The Government of the District of Columbia may reasonably change the above insurance coverage requirements during the Term by giving Contractor at least 30 days’ notice of the change. Contractor must comply, at your expense, and deliver to the CO evidence of compliance before the change becomes effective.
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J. CERTIFICATES OF INSURANCE. The Contractor must send to CO, no more than 10 days after notification of intent of award, certificates of insurance evidencing the required insurance coverage and endorsements required herein. Contractor must also provide us with evidence of renewal before the expiration date of each insurance policy. Contractor isresponsible for providing us with 30 days advanced written notice if the certificate of insurance by the insurer has been canceled, reduced in coverage, or otherwise altered. . Certificates of insurance must reference the corresponding contract number. Evidence of insurance shall be submitted to: The Government of the District of Columbia And mailed to the attention of: Kai Moore Office of the Chief Medical Examiner 441 4th Street NW, Suite 330 South Washington, DC 20001 kai.moore@dc.gov The CO may request and the Contractor shall promptly deliver updated certificates of insurance, endorsements indicating the required coverages, and/or certified copies of the insurance policies. If the insurance initially obtained by the Contractor expires prior to completion of the contract, renewal certificates of insurance and additional insured and other endorsements shall be furnished to the CO prior to the date of expiration of all such initial insurance. For all coverage required to be maintained after completion, an additional certificate of insurance evidencing such coverage shall be submitted to the CO on an annual basis as the coverage is renewed (or replaced). K. DISCLOSURE OF INFORMATION. The Contractor agrees that The Government of the District of Columbia may disclose the name and contact information of its insurers to any third party which presents a claim against The Government of the District of Columbia for any damages or claims resulting from or arising out of work performed by the Contractor, its agents, employees, servants or subcontractors in the performance of this contract. L. CARRIER RATINGS. All Contractor’s and its subcontractors’ insurance required in connection with this contract shall be written by insurance companies with an A.M. Best Insurance Guide rating of at least A- VII or better (or the equivalent by any other rating agency) and licensed in the District of Columbia. M. WARRANTIES. When applicable, the Contractor should be named as an additional insured on the applicable manufacturer’s/distributer’s Commercial General Liability policy using Insurance Services Office, Inc. (“ISO”) form CG 20 15 04 13 (or another occurrence-based form with coverage at least as broad). CO should collect, review for accuracy, and maintain all warranties for goods and services. I.9 EQUAL EMPLOYMENT OPPORTUNITY In accordance with the District of Columbia Administrative Issuance System, Mayor’s Order85-85 dated June 10, 1985, the forms for completion of the Equal Employment OpportunityInformation Report are incorporated herein as Section J.3. An award cannot be made to any offeror who has not satisfied the equal employment requirements.
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I.10 ORDER OF PRECEDENCE A conflict in language shall be resolved by giving precedence to the document in the highest order of priority that contains language addressing the issue in question. The following documents are incorporated into the contract by reference and made a part of the contract in the following order of precedence: (1) An applicable Court Order, if any (2) Any Executed Contract Modification (3) Contract Document (4) Standard Contract Provisions (5) The Standard Contract Provisions, as amended in section I(6) Contract attachments other than the Standard Contract Provisions (7) RFP, as amended (8) BAFO (9) Proposal I.11 DISPUTES Delete Article 14, Disputes, of the Standard Contract Provisions dated July 2010 for use with District of Columbia Government Supplies and Services Contracts and substitute the following Article 14, Disputes, in its place: 14. Disputes All disputes arising under or relating to the contract shall be resolved as provided herein. Claims by the Contractor against the District: Claim, as used in paragraph (a) of this clause, means a written assertion by the Contractor seeking, as a matter of right, the payment of money in a sum certain, the adjustment or interpretation of contract terms, or other relief arising under or relating to the contract. A claim arising under a contract, unlike a claim relating to that contract, is a claim that can be resolved under a contract clause that provides for the relief sought by the claimant. All claims by a Contractor against the District arising under or relating to a contract shall be in writing and shall be submitted to the CO for a decision. The Contractor’s claim shall contain at least the following: (i)A description of the claim and the amount in dispute;(ii) Data or other information in support of the claim; (iii) A brief description of the Contractor’s efforts to resolve the dispute prior to filing the claim; and(iii) The Contractor’s request for relief or other action by the CO. The CO may meet with the Contractor in a further attempt to resolve the claim by agreement. The CO shall issue a decision on any claim within 120 calendar days after receipt of the claim. Whenever possible, the CO shall take into account factors such as the size and complexity of the claim and the adequacy of the information in support of the claim provided by the Contractor. The CO’s written decision shall do the following: (iv) Provide a description of the claim or dispute;(v) Refer to the pertinent contract terms;
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(vi) State the factual areas of agreement and disagreement;(vii) State the reasons for the decision, including any specific findings of fact, although specific findingsof fact are not required and, if made, shall not be binding in any subsequent proceeding;(viii) If all or any part of the claim is determined to be valid, determine the amount of monetary settlement, the contract adjustment to be made, or other relief to be granted; (ix) Indicate that the written document is the CO’s final decision; and (x) Inform the Contractor of the right to seek further redress by appealing the decision to the Contract Appeals Board. Failure by the CO to issue a decision on a contract claim within 120 days of receipt of the claim will be deemed to be a denial of the claim and will authorize the commencement of an appeal to the Contract Appeals Board as provided by D.C. Official Code § 2 360.04. (6) If a contractor is unable to support any part of its claim and it is determined that the inability is attributable to a material misrepresentation of fact or fraud on the part of the Contractor, the Contractor shall be liable to the District for an amount equal to the unsupported part of the claim in addition to all costs to the District attributable to the cost of reviewing that part of the Contractor’s claim. Liability under this paragraph (a)(6) shall be determined within six (6) years of the commission of the misrepresentation of fact or fraud. (7) Pending final decision of an appeal, action, or final settlement, the Contractor shall proceed diligently with performance of the contract in accordance with the decision of the CO. (b) Claims by the District against the Contractor: Claim as used in paragraph (b) of this clause, means a written demand or written assertion by the District seeking, as a matter of right, the payment of money in a sum certain, the adjustment of contract terms, or other relief arising under or relating to the contract. A claim arising under a contract, unlike a claim relating to that contract, is a claim that can be resolved under a contract clause that provides for the relief sought by the claimant. (1) The CO shall decide all claims by the District against a contractor arising under or relating to a contract. (2) The CO shall send written notice of the claim to the contractor. The CO’s writtendecision shall do the following: (xi) Provide a description of the claim or dispute; (xii) Refer to the pertinent contract terms; (xiii) State the factual areas of agreement and disagreement; (xiv) State the reasons for the decision, including any specific findings of fact, although specific findings of fact are not required and, if made, shall not be binding in any subsequent proceeding; (xv) If all or any part of the claim is determined to be valid, determine the amount of monetary settlement, the contract adjustment to be made, or other relief to be granted; (xvi) Indicate that the written document is the CO’s final decision; and (xvii) Inform the Contractor of the right to seek further redress by appealing the decision to the Contract Appeals Board. (3) The CO shall support the decision by reasons and shall inform the Contractor of its rights as provided herein.
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(4) Before or after issuing the decision, the CO may meet with the Contractor to attempt to resolve the claim by agreement. (5) The authority contained in this paragraph (b) shall not apply to a claim or dispute for penalties or forfeitures prescribed by statute or regulation which another District agency is specifically authorized to administer, settle or determine. (6) This paragraph shall not authorize the CO to settle, compromise, pay, or otherwise adjust any claim involving fraud. (c) Decisions of the CO shall be final and not subject to review unless the Contractor timely commences an administrative appeal for review of the decision, by filing a complaint with the Contract Appeals Board, as authorized by D.C. Official Code § 2-360.04. (d) Pending final decision of an appeal, action, or final settlement, the Contractor shall proceed diligently with performance of the contract in accordance with the decision of the CO. I.12 CHANGES Delete clause 15, Changes, of the Standard Contract Provisions dated July 2010 for use with District of Columbia Government Supplies and Services Contracts and substitute the following clause 15, Changes, in its place: 15. Changes: (a) The CO may, at any time, by written order, and without notice to the surety, if any, make changes in the contract within the general scope hereof. If such change causes an increase or decrease in the cost of performance of the contract, or in the time required for performance, an equitable adjustment shall be made. Any claim for adjustment for a change within the general scope must be asserted within ten (10) days from the date the change is ordered; provided, however, that the CO, if he or she determines that the facts justify such action, may receive, consider and adjust any such claim asserted at any time prior to the date of final settlement of the contract. If the parties fail to agree upon the adjustment to be made, the dispute shall be determined as provided in clause 14 Disputes. (b) The District shall not require the Contractor, and the Contractor shall not require a subcontractor, to undertake any work that is beyond the original scope of the contract or subcontract, including work under a District-issued change order, when the additional work increases the contract price beyond the not-to-exceed price or negotiated maximum price of this contract, unless the CO: (1) Agrees with Contractor, and if applicable, the subcontractor on a price for the additional work; (2) Obtains a certification of funding to pay for the additional work; (3) Makes a written, binding commitment with the Contractor to pay for the additional work within 30-days after the Contractor submits a proper invoice; and (4) Provides the Contractor with written notice of the funding certification. (c) The Contractor shall include in its subcontracts a clause that requires the Contractor to: (1) Within 5 business days of its receipt of notice the approved additional funding, provide the subcontractor with notice of the amount to be paid to the subcontractor for the additional work to be performed by the subcontractor; (2) Pay the subcontractor any undisputed amount to which the subcontractor is entitled for the additional work within 10 days of receipt of payment from the District; and
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(3) Notify the subcontractor and CO in writing of the reason the Contractor withholds any payment from a subcontractor for the additional work. (d) Neither the District, Contractor, nor any subcontractor may declare another party to be in default, or assess, claim, or pursue damages for delays, until the parties to agree on a price for the additional work. I.13 NON-DISCRIMINATION CLAUSE Delete clause 19, Non-Discrimination Clause, of the Standard Contract Provisions dated July 2010 for use with District of Columbia Government Supplies and Services Contracts and substitute the following clause 19, Non-Discrimination Clause, in its place: 19. Non-Discrimination Clause: (a) The Contractor shall not discriminate in any manner against any employee or applicant for employment that would constitute a violation of the District of Columbia Human Rights Act, effective December 13, 1977, as amended (D.C. Law 2-38; D.C. Official Code § 2-1401.01 et seq.) (“Act”, as used in this clause). The Contractor shall include a similar clause in all subcontracts, except subcontracts for standard commercial supplies or raw materials. In addition, the Contractor agrees, and any subcontractor shall agree, to post in conspicuous places, available to employees and applicants for employment, a notice setting forth the provisions of this non-discrimination clause as provided in section 251 of the Act. (a) Pursuant to Mayor’s Order 85-85, (6/10/85), Mayor’s Order 2002-175 (10/23/02), Mayor’s Order 2011-155 (9/9/11) and the rules of the Office of Human Rights, Chapter 11 of Title 4 of the D.C. Municipal Regulations, the following clauses apply to the contract: (1) The Contractor shall not discriminate against any employee or applicant for employment because of actual or perceived: race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, disability, matriculation, political affiliation, or credit information. Sexual harassment is a form of sex discrimination which is prohibited by the Act. In addition, harassment based on any of the above protected categories is prohibited by the Act. (2) The Contractor agrees to take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their actual or perceived: race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, disability, matriculation, political affiliation, or credit information. The affirmative action shall include, but not be limited to the following: (a) employment, upgrading or transfer; (b) recruitment, or recruitment advertising; (c) demotion, layoff or termination; (d) rates of pay, or other forms of compensation; and (e) selection for training and apprenticeship. (3) The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting agency, setting forth the provisions in paragraphs 19(b)(1) and (b)(2) concerning non-discrimination and affirmative action.
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(4) The Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment pursuant to the non-discrimination requirements set forth in paragraph 19(b)(2). (5) The Contractor agrees to send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice to be provided by the contracting agency, advising the said labor union or workers’ representative of that contractor’s commitments under this nondiscrimination clause and the Act, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (6) The Contractor agrees to permit access to its books, records, and accounts pertaining to its employment practices, by the Chief Procurement Officer or designee, or the Director of the Office of Human Rights or designee, for purposes of investigation to ascertain compliance with the Act, and to require under terms of any subcontractor agreement each subcontractor to permit access of such subcontractors’ books, records, and accounts for such purposes. (7) The Contractor agrees to comply with the provisions of the Act and with all guidelines for equal employment opportunity applicable in the District adopted by the Director of the Office of Human Rights, or any authorized official. (8) The Contractor shall include in every subcontract the equal opportunity clause, i.e., paragraphs 19(b)(1) through (b)(9) of this clause, so that such provisions shall be binding upon each subcontractor. (9) The Contractor shall take such action with respect to any subcontract as the CO may direct as a means of enforcing these provisions, including sanctions for noncompliance; provided, however, that in the event the Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the contracting agency, the Contractor may request the District to enter into such litigation to protect the interest of the District. I.14 COST AND PRICING DATA Delete Article 25, Cost and Pricing Data, of the Standard Contract Provisions dated July 2010 for use with District of Columbia Government Supplies and Services Contracts. I.15 SPECIAL PROVISION RELATED TO CITY ADMINISTRATOR’S ORDER 2022-3 Contractors who provide goods or perform services in person in District of Columbia facilities or worksites shall ensure that each of their employees, agents, subcontractors, and supervised volunteers comply with City Administrator’s Order 2022-3, Mask Requirements Inside Certain District Government Buildings and Offices, dated April 14, 2022, and all substantially similar mask requirements including any modifications to the Order, unless and until they are rescinded. I.16 CAMPAIGN FINANCE REFORM I.16.1 Mandatory Certification
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I.16.1.1 The Contractor shall certify that it has read and is in compliance with the Campaign Finance Reform Amendment Act of 2018, effective March 13, 2019 (D.C. Law 22-250; D.C. Official Code § 1-1001.03 et seq.). This certification is included in the Bidder/Offeror Certification Form.I.16.1.2 The Contractor shall re-certify prior to the exercise of any option period that it has read and is in compliance with the Campaign Finance Reform Amendment Act of 2018, effective March 13, 2019 (D.C. Law 22-250; D.C. Official Code § 1-1001.03 et seq.). This certification is included in the Bidder/Offeror Certification Form.I.16.2 Reporting Contractor’s PrincipalsContractors shall inform the contracting officer of any change to its principals during the term of the contract within thirty (30) days of its occurrence.I.16.3 Prohibited Contributions I.16.3.1 For contracts with a maximum aggregate value (the total sum of the contract ceiling for the base period and any subsequent option periods) of between $250,000 and up to and including $1,000,000 and a base period of performance of 1 year or less, neither the Contractor nor any of its principals may make any contribution to the Mayor, any candidate for Mayor, any political committee affiliated with the Mayor or a candidate for Mayor, or any constituent-service program affiliated with the Mayor for the period from the date of contract award through one year after the contract ends or is terminated. I.16.3.2 For contracts with a maximum aggregate value (the total sum of the contract ceiling for the base period and any subsequent option periods) of over $1,000,000 or with a base period of longer than 1 year, neither the Contractor nor any of its principals may make any contribution to the Mayor, any candidate for Mayor, any political committee affiliated with the Mayor or a candidate for Mayor, any constituent-service program affiliated with the Mayor, any Councilmember, any candidate for Councilmember, any political committee affiliated with a Councilmember or a candidate for Councilmember, or any constituent-service program affiliated with a Councilmember for the period from the date of contract award through one year after the contract ends or is terminated. I.17. AMERICANS WITH DISABILITIES ACT of 1990 (ADA)During the performance of the contract, the Contractor and all of its subcontractors shall comply with the ADA. The ADA makes it unlawful to discriminate in employment against a qualified individual with a disability. Contractors providing public transportation shall comply with Title II of the ADA. Contractors providing public accommodations shall comply with Title III of the ADA. Contractors providing telecommunication shall comply with Title IV of the ADA. See 42 U.S.C. § 12101 et seq.I.18 CONTINUITY OF SERVICES I.18.1 The Contractor recognizes that the services provided under this contract are vital to the District and must be continued without interruption and that, upon contract expiration or termination, a successor, either the District or another contractor, at the District’s option, may continue to provide these services. To that end, the Contractor agrees to: I.18.1.1 Furnish phase-out, phase-in (transition) training; and I.18.1.2Exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor.
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I.18.2 The Contractor shall, upon the CO’s written notice: I.18.2.1 Furnish phase-in, phase-out services for up to 90 days after this contract expires andI.18.2.2Negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan, and shall be subject to the CO’s approval. I.18.3 The Contractor shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by this contract are maintained at the required level of proficiency. I.18.4 The Contractor shall allow as many personnel as practicable to remain on the job to help the successor maintain the continuity and consistency of the services required by this contract. The Contractor also shall disclose necessary personnel records and allow the successor to conduct on-site interviews with these employees. If selected employees are agreeable to the change, the Contractor shall release them at a mutually agreeable date and negotiate transfer of their earned fringe benefits to the successor. I.18.5 Only in accordance with a modification issued by the CO, the Contractor shall be reimbursed for all reasonable phase-in, phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract. I.19 ESTIMATED QUANTITIES It is the intent of the District to secure a contract for all of the needs of the designated agencies for items specified herein which may occur during the contract term. The District agrees that it will purchase its requirements of the articles or services included herein from the Contractor. Articles or services specified herein have a history of repetitive use in the District agencies. The estimated quantities stated in the RFP reflect the best estimates available. They shall not be construed to limit the quantities which may be ordered from the Contractor by the District or to relieve the Contractor of his obligation to fill all such orders. Orders will be placed from time to time if and when needs arise for delivery, all charges prepaid, to the ordering agency. The District does not guarantee to order any specific quantities of any item(s) or work hours of service.
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SECTION J: ATTACHMENTS The following attachments are incorporated into the Agreement by reference Attachment NumberDocumentJ.1Government of the District of Columbia Standard Contract Provisions for Use with the Supplies and Services Contracts (July 2010)available at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents”J.2U.S. Department of Labor Wage Determination No. 2015-4281 Revision 32, dated 12/23/2024 J.3Equal Employment Opportunity Employer Information Report and Mayor’sOrder 85-85available at available at http://ocp.dc.gov, under Quick Links click on“Required Solicitation Documents” J.4 Department of Employment Services First Source Employment Agreement available at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents” J.5 Way to Work Amendment Act of 2006 - Living Wage Notice available at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents” J.6 Way to Work Amendment Act of 2006 - Living Wage Fact Sheetavailable at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents”J.7 Tax Certification Affidavitavailable at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents” J.8 Subcontracting Plan (if required by law) available at http://ocp.dc.gov, underQuick Links click on “Required Solicitation Documents” J.9 First Source Initial Employment Plan (if contract is $300,000 or more)available at http://ocp.dc.gov, under Quick Links click on “Required Solicitation Documents”