Proposed Contract with The Community Partnership for the Prevention of Homelessness to Contract No. CW126445

MURIEL BOWSER
MAYOR
September 11, 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
the proposed Contract No. CWl 26445 with The Community Partnershi p for the Prevention of
Homelessness in the not-to-exceed amount of$19,872,647.97. The period of performance is from
October 1, 2025, through December 31, 2025.
Under the proposed contract, The Community Partnership for the Prevention of Homelessness
shall provide continuous management oversight for shelter programs under the continuum of care
within the District.
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 Officerofthe Office of Contracting and Procurement, at (202)
724-8759.
I look forward to the Council's favorable consideration of this contract.
1

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
(Sole Source)

(A) Contract Number: CW126445

Proposed Contractor: The Community Partnership for the Prevention
of Homelessness (TCP)

Proposed Contractor’s Principals: Sue A. Marshall, Executive Director

Contract Amount: $19,872,647.97

Unit and Method of Compensation: Units are priced per month for each CLIN

Term of Contract: October 1, 2025 through December 31, 2025

Type of Contract: Firm-Fixed Price Contract based upon Fixed
Monthly Prices with a Fixed-Unit Requirements and Cost
Reimbursement Component

Source Selection Method: Sole Source

(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: $19,872,647.97

(C) 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 Continuum of Care (CoC) includes a network of service providers who deliver services to over
5,000 individuals who seek homeless services in the District each year. The contractor shall
provide continuity of services to provide management oversight for core services within the
homeless services for the Continuum of Care. The contractor shall provide low-barrier shelter,
temporary shelter, hypothermia shelter, transitional housing, case management services within
2

shelters, food services, security, janitorial services, move services, furniture purchases, and
compliant response/monitoring for homeless individuals and families within the District.

(D) The date on which a competitive procurement for these goods or services was last conducted,
the date of the resulting award, and a detailed explanation of why a competitive procurement
is not feasible:

The Government of the District of Columbia, Office of Contracting and Procurement (OCP), on
behalf of the Department of Human Services, issued a competitive sealed proposal solicitation for
CoC services on September 26, 2024, and closed Tuesday, October 29, 2024. The District received
three proposals in response to the solicitation, and only two were deemed responsive. There was
one successful offeror resulting from the solicitation. While OCP completed the evaluation
process, and to ensure continuation of services, a sole-source grant was awarded to TCP and expires
on September 30, 2025. The District anticipates awarding a contract under the competitive
solicitation to the successful offeror effective January 1, 2026.

(E) 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:

No protest received.

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

None

(G) 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:

TCP is a 501(c)(3) organization that has served as the lead agency for the District’s CoC for people
experiencing homelessness since 1994. TCP has financial stability and can adequately obtain the
resources required for the support services of this contract. This evidence is provided from the
contractor’s financial history as reported by Dun and Bradstreet Business Report, completed August
1, 2025.

In accordance with the contract performance evaluations submitted on January 23, 2025, the
contractor has experience in providing services similar to those of the proposed contract. Based on
the performance evaluations, the contractor has a very good rating on the following performance
elements: quality of services/work; timeliness of performance; cost control; business relations; and
customer satisfaction. The proposed contractor has been determined responsible in accordance with
the District’s standards of responsibility.

3

(H) 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:

TCP proposes to subcontract $7,527,533.33, which is 38% of the total contract value, to District-
certified business enterprises.

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

The District expects the contractor to provide a comprehensive system of services for individuals and
families who are homeless or at risk of becoming homeless. The goal of this program is not only to
assist those who are homeless in obtaining essential services, but also to help them transition to a
more stable and permanent situation.

(J) 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:

None.

(K) 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:

Per the funding certification, the Associate Chief Financial Officer certified that the funds are
available to fund the services.

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

The proposed contract has been reviewed for legal sufficiency by the Office of the Attorney General
and has been determined to be legally sufficient.

The proposed contractor does not currently have any pending legal claims against the District.

(M) 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;
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):

The Citywide Clean Hands database indicates that the contractor is current with its District taxes as
of August 1, 2025.
4

(N) 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:

Based on the information contained in the Bidder/Offeror certification form dated June 27, 2025,
TCP has certified that it is current with its federal taxes.

(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:

A. The Community Partnership for the Prevention of Homelessness certifies that they are compliant
with the Board of Ethics and Government Accountability Establishment and Comprehensive Ethics
Reform Amendment Act of 2011, D.C. Official Code § 1-1163.34a.

B. The Community Partnership for the Prevention of Homelessness will comply and will not 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.

(P) 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.

TCP is a not-for-profit organization and is not eligible to participate in the District’s CBE
certification program.

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

None.

(R) 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:

Based on searches of the OCP excluded parties list and the System for Award Management database
conducted on August 1, 2025, TCP is not debarred or suspended from Federal or District
procurements.

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

5

The determination and findings for the sole-source contract dated July 22, 2025.

The determination and findings for contractor responsibility dated August 1, 2025.

The determination and findings for price reasonableness dated August 1, 2025.

The determination and findings for the use of a cost reimbursement contract dated August 1, 2025.

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

The contract will be made available on the Office of Contracting and Procurement website,
www.ocp.dc.gov.

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

The solicitation and its amendments are available on the Office of Contracting and Procurement
website, www.ocp.dc.gov

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GOVERNMENT OF THE DISTRICT OF COLUMBIA
DEPARTMENT OF HUMAN SERVICES
O
ffice of the Agency Fiscal Officer
MEMORANDUM
T
O: Nancy Hapeman
Chief Procurement Officer
Office of Contracting and Procurement
TH
RU: Delicia V. Moore
Digitally signed by Delicia V.
Moore
Date: 2025.08.28 12:17:02 -04'00'
Associate Chief Financial Officer
Human Support Services Cluster
FROM: Hayden Bernard
Agency Fiscal Officer
Department of Human Services
DATE
August 26, 2025
SUBJECT: Certification of Funding Availability for The Community Partnership - Contract # CW126445
The Office of the Chief Financial Officer hereby certifies that the sum of $19,872,647.97 is included in the District’s
Local Budget and Financial Plan for Fiscal Year 2026 to fund the costs associated with the Department of Human
Services Contract with The Community Partnership. This certification supports the TCP contract during the period
from 10/1/2025 – 12/31/2025. The fund allocation is as follows:
Vendor: The Community Partnership Contract # CW126445
Fiscal Year 2026 Funding: 10/1/2025 – 12/31/2025
Upon approval of the District’s Local Budget and Financial Plan by the Council and the Mayor and
completion of the thirty-day Congressional layover, funds will be sufficient to pay for fees and costs
associated with the contract. There is no fiscal impact associated with the contract.
Should you have any questions, please contact me at (202) 671-4240.
Delicia V. Moore
Agency DIFS
Fund
DIFS
Cost
Center
DIFS
Program
DIFS
Account Project
Award
Subtask Amount
JA0 1010001 70350 700185 7141002 NA NA NA $19,872,647.97
FY 2026 Contract Total: $19,872,647.97
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

MEMORANDUM

TO: Tomás Talamante
Director
Office of Policy and Legislative Affairs

FROM: Robert Schildkraut
Section Chief
Government Contracts Section

DATE: September 3, 2025

SUBJECT: Approval of Base Period for Continuum of Care Homeless Services
Contract Number: CW126445
Contractor: The Community Partnership for the Prevention of Homelessness
Proposed Amount: $19,872,647.97

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

SOLICITATION, OFFER, AND AWARD 1. Caption DHS-Continuum of Care for Homeless Page of Pages
1 209
2. Contract Number

CW126445
3. Solicitation Number

N/A
4. Type of Solicitation
Sealed Bid (IFB)
Sealed Proposals (RFP)
Sole Source
Emergency
5. Date
Issued

6. Type of Market
Open
Set Aside
Open Market with Set-Aside
CBE Designated Category
7. Issued By
Office of Contracting and Procurement
441 - 4th Street, N.W., Suite 330 South
Washington, D.C. 20001
8. Address Offer to:
Office of Contracting and Procurement
441 - 4th Street, N.W., Suite 330 South
Washington, D.C. 20001
NOTE: In sealed bid solicitations “offer” or “offeror” means “bid or “bidder”
SOLICITATION
9. Sealed offers in original and ____ copies for furnishing the supplies or services in the Schedule will be received via electronic format via the online solicitation
software Due by: _________. local time ___________
(Hour) (Date)
CAUTION: Late submission, Modifications, and Withdrawals: See 27 DCMR chapters 15 & 16 as applicable. All offers are subject to all terms & conditions contained in the solicitation.
A. Name B. Telephone C. E-mail Address

Brenda Allen, MBA, CCCM
(Area Code)
(202)
(Number)
251-2780
(Ext)

Brenda.allen@dc.gov
11. Table of Contents
(X) Section Description Page
No.
(X) Section Description Page No.
PART I – THE SCHEDULE PART II – CONTRACT CLAUSES
X A Solicitation/Contract Form 1 X I Contract Clauses 192-207
X B Supplies or Services and Price/Cost 2–7 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS
X C Specifications/Work Statement 8–131 X J List of Attachments 208-209
X D Packaging and Marking 132 PART IV – REPRESENTATIONS AND INSTRUCTIONS
X E Inspection and Acceptance 133
X

K
Representations, certification, and other
statements of offerors

X F Deliveries or Performance 134-142
X G Contract Administration Data 143-149 X L Instructions, conditions & notices to
offerors

X H Special Contract Requirements 150-191 X M Evaluation factors for award

12. In conjunction with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days from the receipt of the offers specified
above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified
herein.
13. Discount for Prompt Payment 10 Calendar days % 20 Calendar days
%
30 Calendar days % ____ Calendar days %
14. Acknowledgement of Amendments (The
offeror acknowledges receipt of amendments
to the SOLICITATION):
Amendment Number Date Amendment Number Date

15A.
Name and
Address of
Offeror
16. Name and Title of Person Authorized to Sign Offer/Contract
15B. Telephone 15 C. Check if the remittance
address is different from the above
– Refer to section G
17. Signature 18. Date
(Area Code)

(Number)

(Ext)

AWARD (TO BE COMPLETED BY GOVERNMENT)
19. Accepted as to Items Numbered 20. Amount
$19,872,647.97
21. Accounting and Appropriation

2. Name of contracting Officer (Type or Print)
Brenda Allen, MBA, CCCM
23. Signature of Contracting Officer (District of Columbia)

24. Award Date

Government of the District of Columbia Office of Contracting & Procurement

2

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

B.1 OVERVIEW

B.1.1 The Government of the District of Columbia, Office of Contracting and Procurement, on
behalf of the Department of Human Services (DHS) (the “District”), is awarding a contract
to provide management oversight for core services within the homeless services
Continuum of Care identified in this scope of work, including a network of service
providers to deliver services to over 5,000 individuals who seek homeless services in the
District each year. The contractor shall provide low-barrier shelter, temporary shelter,
hypothermia shelter, transitional housing case management services within shelters, food
services, security, janitorial services, move services, furniture purchases, and complaint
response/monitoring for homeless individuals and families in the District. The prime
contractor shall serve as a lead entity in collaboration with DHS, the District of Columbia
Interagency Council on Homelessness (ICH) and other community stakeholders to end
chronic homelessness in the District by 2025. The District aims to have a systematic
response in place that ensures homelessness is prevented whenever possible, or if it occurs,
to have it as rare, brief, and non-recurring.

B.1.2 The District contemplates the award of an sole source contract, pursuant to 27 DCMR
Section 1304, containing the following types of contract components:
a) A firm fixed price for monthly service.

b) A requirements firm fixed unit price component consisting of not-to-exceed rates
per category for case management, moving services, furniture purchases,
hypothermia sites, food, and additional security services.

c) A cost reimbursable component for specialized supplies and facility renovations.

B.2 REQUIREMENTS COMPONENT
This is a Requirements component for the supplies or services specified and effective for
the period stated in section F.1.
The District will purchase its requirements of the articles or services included herein from
the Contractor. The estimated quantities stated herein reflect the best estimates available.
The estimate shall not be construed as a representation that the estimated quantity will be
required or ordered, or that conditions affecting requirements will be stable. The estimated
quantities shall not be construed to limit the quantities which may be ordered from the
Contractor by the District or to relieve the Contractor of its obligation to fill all such
orders.
a) Delivery or performance shall be made only as authorized in accordance with the
Ordering Clause, G.5. The District may issue orders requiring delivery to multiple

3

destinations or performance at multiple locations. If the District urgently requires
delivery before the earliest date that delivery may be specified under this contract,
and if the Contractor shall not accept an order providing for the accelerated
delivery, the District may acquire the urgently required goods or services from
another source.

b) There is no limit on the number of orders that may be issued. The District may
issue orders requiring delivery to multiple destinations or performance at multiple
locations.
Any order issued during the effective period of this contract and not completed within
that period shall be completed by the Contractor within the time specified in the order.
The contract shall govern the contractor's and District's rights and obligations with
respect to that order to the same extent as if the order were completed during the
contract's effective period; provided that the Contractor shall not be required to make
any deliveries under this contract after the period of performance specified in
Section(s) F.1.

B.3 PRICE SCHEDULE
B.3.1 BASE YEAR - Period of Performance: October 1, 2025, through December 31, 2025
Firm Fixed Price Component – CLINS – 0001 – 0017

Item
Number
(CLIN)
ITEM DESCRIPTION QTY Monthly Unit
Cost NTE Price
0001 Administrative Management Oversight C.5.1 3 $600,249.30 $1,800,747.90
0002 Supplies and Equipment C.5.2.8 3 $20,329.32 $60,987.96
0003 Training C.5.2.10 3 $53,833.34 $161,500.02
0004 Total Maintenance $1,295,000.01
Low Barrier Shelters
0004A Maintenance- New York Avenue - 1355 New York Avenue NE 3 $37,500.00 $112,500.00
0004B Maintenance- Harriet Tubman - 1910 Massachusetts Avenue SE 3 $21,666.67 $65,000.01
0004C Maintenance- Adams Place Men's Shelter - 2210 Adam's Place NE 3 $25,000.00 $75,000.00
0004D Maintenance- 801 East - 2700 MLK Ave SE 3 $20,833.33 $62,499.99
0004E Maintenance- Pat Handy Legacy 3 $19,000.00 $57,000.00
0004F Maintenance- Emery Men's Shelter - 1725 Lincoln Road NE 3 $8,333.33 $24,999.99
Permanent Supportive Housing
0004G Maintenance- La Casa Irving - 1444 Irving Street NW 3 $20,833.33 $62,499.99
0004H Maintenance- Erna's House - 1107 11th Street NW 3 $10,000.00 $30,000.00
Transitional Sites - Individuals
0004I Maintenance- New Endeavors - 611 N Street SE 3 $4,166.67 $12,500.01

4

0004J Maintenance- Madison @Rolark - 4300 12th SE 3 $10,000.00 $30,000.00
Transitional Sites - Families
0004K Maintenance- Partner Arms 3 - 342 37th Street SE 3 $36,000.00 $108,000.00
Temporary Sites - Non-Congregate/ Bridge Housing
0004L Maintenance- Valley Place - 1355 Valley Place SE 3 $25,000.00 $75,000.00
0004M Maintenance- Girard Street - 1413 Girard Street NW 3 $25,000.00 $75,000.00
0004N Maintenance- The Aston - 1129 New Hampshire Ave NW 3 $11,666.67 $35,000.01
0004O Maintenance- E Street - 25 E NW 3 $11,666.67 $35,000.01
Day Center
0004P Maintenance- Adam's Place Day Center 3 $15,000.00 $45,000.00
Short-Term Family Housing
0004Q Routine Maintenance - STFH Horizon, Terrell, Sterling, Triumph, Kennedy, Brooks,
Aya 3 $130,000.00 $390,000.00
0005 Total Janitorial $657,823.62
Low Barrier Shelters
0005A Janitorial- New York Avenue - 1355 New York Avenue NE 3 $22,500.00 $67,500.00
0005B Janitorial- Harriet Tubman - 1910 Massachusetts Avenue SE 3 $20,075.00 $60,225.00
0005C Janitorial- Adams Place Men's Shelter - 2210 Adam's Place NE 3 $13,916.67 $41,750.01
0005D Janitorial - 801 East - 801 East - 2700 MLK Ave SE 3 $82,794.00 $248,382.00
0005E Janitorial - 801 East Respite - 801 East - 2700 MLK Ave SE 3 $21,473.72 $64,421.16
0005F Janitorial - Emery Men's Shelter - 1725 Lincoln Road NE 3 $11,250.00 $33,750.00
Temporary Sites - Non-Congregate/ Bridge Housing
0005G Janitorial- Girard Street - 1413 Girard Street NW 3 $2,956.10 $8,868.30
0005H Janitorial- Valley Place - 1355 Valley Place SE 3 $2,956.10 $8,868.30
0005I Janitorial- The Aston - 1129 New Hampshire Ave NW 3 $15,416.67 $46,250.01
0005J Janitorial- E Street - 25 E Street NW 3 $15,416.67 $46,250.01
Transitional Sites - Individuals
0005K Janitorial- Madison @Rolark - 4300 12th Street SE 3 $10,519.61 $31,558.83
0006 Total Security $2,866,246.62
Low Barrier Shelters
0006A Security-New York Avenue - 1355 New York Avenue NE - 10 guards 3 $96,791.20 $290,373.60
0006B Security-Harriet Tubman - 1910 Massachusetts Avenue SE - 6 guards 3 $58,230.00 $174,690.00
0006C Security- Adams Place Men's Shelter - 2210 Adam's Place NE - 6 guards 3 $58,230.00 $174,690.00
0006D Security- 801 East - 2700 MLK Ave SE - 20 guards 3 $192,806.00 $578,418.00
0006E Security- Pat Handy Legacy - 7 guards 3 $67,753.84 $203,261.52
0006F Security- Emery Men's Shelter - 1725 Lincoln Road NE - 8 guards 3 $77,432.96 $232,298.88
0006G Security- LBGTQ Site - 50 49th Street SE - 3 guards 3 $28,726.80 $86,180.40
Permanent Supporting Housing
0006H Security- Erna's House - 1107 11th Street NW - 3 guards 3 $28,726.80 $86,180.40
Transitional Sites - Individuals
0006I Security- Kia's Place - 713 50th Street NE - 3 guards 3 $28,726.80 $86,180.40
0006J Security - Madison @Rolark- 4300 12th Street SE - 6 guards 3 $57,897.14 $173,691.42

5

Transitional Sites - Families
0006K Security- Partner Arms 3 - 342 37th Street SE - 3 guards 3 $28,726.80 $86,180.40
Temporary Sites - Non-Congregate/ Bridge Housing
0006L Security- Valley Place - 1355 Valley Place SE - 3 guards 3 $28,726.80 $86,180.40
0006M Security- Girard Street - 1413 Girard Street NW - 3 guards 3 $28,726.80 $86,180.40
0006N Security- The Aston - 1129 New Hampshire Ave NW - 9 guards 3 $86,956.80 $260,870.40
0006O Security- E Street - 25 E Street NW - 9 guards 3 $86,956.80 $260,870.40
0007 Operations/ Low Barrier/ Emergency Shelter/Beds Individuals $2,857,457.04
0007A New York Avenue - 1355 New York Avenue NE 3 $114,249.63 $342,748.89
0007B Harriet Tubman - 1910 Massachusetts Avenue SE 3 $112,500.00 $337,500.00
0007C Adams Place Men's Shelter - 2210 Adam's Place NE 3 $77,145.76 $231,437.28
0007D 801 East - 2700 MLK Ave SE 3 $360,757.96 $1,082,273.88
0007E 801 East Respite - 2700 MLK Ave SE 3 $82,500.00 $247,500.00
0007F Pat Handy - Legacy 3 $102,832.33 $308,496.99
0007G Emery Men's Shelter - 1725 Lincoln Road NE 3 $102,500.00 $307,500.00
0008 Operations/Permanent Supportive Housing $182,499.99
0008A La Casa Irving - 1444 Irving Street NW 3 $40,000.00 $120,000.00
0008B Erna's House - 1107 11th Street NW 3 $20,833.33 $62,499.99
0009 Operations/ Transitional Sites - Individuals $207,999.99
0009A New Endeavors - 611 N Street SE 3 $31,000.00 $93,000.00
0009B Madison Rolark- 4300 12th Street SE 3 $38,333.33 $114,999.99
0010 Operations/ Transitional Sites - Families $90,000.00
0010A Partner Arms 3 - 342 37th Street SE 3 $30,000.00 $90,000.00
0011 Operations/ Transitional Sites/ Bridge Housing $1,660,742.28
0011A Valley Place - 1355 Valley Place SE 3 $95,632.50 $286,897.50
0011B Girard Street - 1413 Girard Street NW 3 $127,289.33 $381,867.99
0011C Aston - 1129 New Hampshire Ave NW 3 $126,072.67 $378,218.01
0011D E Street - 25 E Street NW 3 $204,586.26 $613,758.78
0012 Food Services $1,293,748.68
Low Barrier Shelters
0012A New York Avenue - 1355 New York Avenue NE 3 $66,011.40 $198,034.20
0012B Emery Men's Shelter - 1725 Lincoln Road NE 3 $38,435.66 $115,306.98
0012C Harriet Tubman - 1910 Massachusetts Avenue SE 3 $43,900.96 $131,702.88
0012D Adams Place Men's Shelter - 2210 Adam's Place NE 3 $37,575.10 $112,725.30
0012E Pat Handy - Legacy 3 $51,173.25 $153,519.75
0012F Nativity Shelter - St Joe's - 6010 Georgia Ave NW 3 $6,603.00 $19,809.00
0012G LBGTQ Site - 50 49th St SE 3 $13,206.00 $39,618.00
Transitional Sites - Individuals
0012H Madison Rolark- 4300 12th Street SE 3 $13,579.86 $40,739.58
Day Center
0012I Adams Place Day Center 3 $39,017.22 $117,051.66

6

0012J Special Meals Supplemental 3 $15,625.00 $46,875.00
Transitional Sites - Non-Congregate/ Bridge Housing
0012K Valley Place - 1355 Valley Place SE 3 $13,381.46 $40,144.38
0012L Girard Street - 1413 Girard Street NW 3 $12,008.78 $36,026.34
0012M Aston - 1129 New Hampshire Ave NW 3 $27,838.00 $83,514.00
0012N E Street - 25 E Street NW - Site is to open in June 3 $52,893.87 $158,681.61
Total REQS/ FIRM FIXED UNIT PRICE $13,134,754.11
B.3.1 B. – REQUIREMENTS
Item No.
(CLIN) ITEM DESCRIPTION
0013 Case Management C.5.5 $756,782.22
Low Barrier Shelters
0013A 801 East - 2700 MLK Ave SE - Required Case Managers Total - 7 3 $43,400.00 $130,200.00
0013B 801 East Respite - 2700 MLK Ave SE - Required Case Managers Total - 2 3 $12,400.00 $37,200.00
0013C Adams Place Men's Shelter - 2210 Adam's Place NE - Required Case Managers Total -
3 3 $18,600.00 $55,800.00
0013D New York Avenue - 1355 New York Avenue NE - Required Case Managers Total - 5 3 $31,000.00 $93,000.00
0013E Harriet Tubman - 1910 Massachusetts Avenue SE - Required Case Managers Total - 3 3 $18,600.00 $55,800.00
0013F Pat Handy Legacy - 810 5th Street NW - Required Case Managers Total - 3 3 $18,600.00 $55,800.00
0013G Emery Men's Shelter - 1725 Lincoln Road NE - Required Case Managers Total - 2 3 $12,400.00 $37,200.00
Transitional Sites - Individuals
0013H New Endeavors - 611 N Street SE - Required Case Managers Total - 1 3 $6,200.00 $18,600.00
0013I Madison Rolark- 4300 12th Street SE - Required Case Managers Total - 3 3 $18,600.00 $55,800.00
0013J Partner Arms 3 - 342 37th Street SE - Required Case Managers Total - 1 3 $6,200.00 $18,600.00
Temporary Sites - Non-Congregate/ Bridge Housing
0013K Valley Place - 1355 Valley Place SE - Required Case Managers Total - 2 3 $12,578.04 $37,734.12
0013L Girard Street - 1413 Girard Street NW - Required Case Managers Total - 2 3 $12,578.04 $37,734.12
0013M The Aston - 1129 New Hampshire Ave NW - Required Case Manders Total - 4 3 $20,552.33 $61,656.99
0013N E Street - 25 E Street NW - - Required Case Manders Total - 4 3 $20,552.33 $61,656.99
Temporary Shelters
0014 Prime Direct Services $259,999.98
0014A Leasing Program Manager 3 $10,000.00 $30,000.00
0014B Leasing Specialist 3 $33,333.33 $99,999.99
0014C Program Assistant 3 $10,000.00 $30,000.00
0014D Soar Specialist 3 $33,333.33 $99,999.99
0015 Move Services C.5.40 $52,500.00
0015A Individuals 3 $5,400.00 $16,200.00
0015B Families 3 $12,100.00 $36,300.00
0016 Furniture Services C.5.41 $514,194.99
0016A One bedroom 3 $79,065.00 $237,195.00
0016B Mattress 3 $4,500.00 $13,500.00
0016C Dresser 3 $4,500.00 $13,500.00

7

0016D SURGE Furniture Services 3 $83,333.33 $249,999.99
0017 Severe Weather Services/ Overflow Shelter/Beds-Single Adults $3,520,596.00
0017A Severe Weather Ramp Up 1 $150,000.00 $150,000.00
0017B Severe Weather Food 3 $175,000.00 $525,000.00
0017C Severe Weather Surge 3 $50,000.00 $150,000.00
0017D Severe Weather Various Sites 3 $878,532.00 $2,635,596.00
0017E Severe Weather Supplies 3 $20,000.00 $60,000.00
Total Requirement $5,104,073.19
B.3.1 C. SOLE SOURCE CONTRACT – COST REIMBURSEMENT
Item No.
(CLIN) ITEM DESCRIPTION
0018 Specialized Supplies and Facility Renovations 3 $62,500.00 $187,500.00
0019 801 East Transportation 3 $51,336.30 $154,008.90
0020 Peer Case Management Institute - Program Admin and Contract Services 3 $29,179.50 $87,538.50
0021 Peer Case Management Institute - Client Incentives 3 $14,343.75 $43,031.25
0022 24/7 Shelter Operations 3 $240,000.00 $720,000.00
0023 Barbering Services at 801 E. 3 $8,000.00 $24,000.00
0024 Barbering Supplies 3 $2,000.00 $6,000.00
0025 Surge CoC General Services 3 $30,833.34 $92,500.02
0026 Preventative Maintenance - STFH Horizon, Terrell, Sterling, Triumph, Kennedy, Brooks,
Aya 3 $41,667.00 $125,001.00
0027 Pest Control - STFH: Horizon, Terrell, Sterling, Triumph, Kennedy, Brooks, Aya 3 $6,517.00 $19,551.00
0028 Security Surge 3 $58,230.00 $174,690.00
Total COST REIMBURSEMENT $1,633,820.67
CONTRACT TOTAL: $19,872,647.97

8

SECTION C: SPECIFICATIONS/ WORK STATEMENT
C.1 SCOPE
C.1.1 The Government of the District of Columbia, Office of Contracting and Procurement, on
behalf of the Department of Human Services (DHS) (the "District"), is awarding a Contract
to provide management oversight for core services within the homeless services Continuum
of Care identified in this scope of work, including a network of service providers to deliver
services to over 5,000 individuals who seek homeless services in the District each year. The
Contractor shall provide low -barrier shelter, temporary shelter, hypothermia shelter,
transitional housin g, case management services within shelters, food services, security
services, janitorial services, move services, furniture purchases , and complaint
response/monitoring for homeless individuals and families in the District. The prime
contractor shall serve as a lead entity in collaboration with DHS, the District of Columbia
Interagency Council on Homelessness (ICH), and other community stakeholders to end
chronic homelessness in the District by 2020. The District aims to have a systematic response
in place that ensures homelessness is prevented whenever possible, or if it occurs, to have it
as rare, brief, and non-recurring
C.1.2 APPLICABLE DOCUMENTS
The following documents are applicable to this procurement and are hereby incorporated by
this reference. The prime contractor shall provide the required services in accordance with
the following documents and any future revisions:
Item # Document
Type Title Date

1

DC
Document
Homeward DC: ICH Strategic Plan 2015 - 2020

http://ich.dc.gov/sites/default/files/dc/sites/ich/page_conten
t/attachments/ICH-StratPlan2.7-Web.pdf

Most
Recent
2 DC
Document List of D.C. Owned and Leased Facilities
List of D.C. Owned and Leased Facilities
Most
Recent
3 DC
Document Unusual Incident Report Form
https://octo.quickbase.com/nav/app/bfm57be6j/table/bfm57be7
f/action/nwr
Most
Recent

4

DC
Document
DC Lead Paint Disclosure Form

http://doee.dc.gov/publication/lead-paint-disclosure-form- and-
instructions

Most
Recent

9

5

DC
Municipal
Regulations and
Laws

Homeless Services Reform Act of 2005, as amended DC
Official Code § 4-751.01 et seq.

http://ich.dc.gov/sites/default/files/dc/sites/ich/page_conten
t/attachments/HSRActOf2005.pdf

Most
Recent

6

DC
Municipal
Regulations and
Laws
D.C. Official Code § 48-104, Subtitle I. Food and Drug Enforcement

http://www.dcregs.dc.gov/Gateway/RuleHome.aspx?RuleNumber=25-
A100

Most
Recent

7

DC
Municipal
Regulations and
Laws

Rules Relevant to Governing the Homeless Services Continuum of
Care, including Title 29, Chapter 25

http://dcregs.dc.gov/Gateway/ChapterHome.aspx?ChapterNumber=29-5

Most
Recent

8
DC
Municipal
Regulations and
Laws
Title 14 Housing

http://www.dcregs.dc.gov/gateway/TitleHome.aspx?Title Number=14

Most
Recent

9
DC
Municipal
Regulations and
Laws
23 DCMR Alcoholic Beverages and Food, Chapters 24 – 30

http://www.dcregs.dc.gov/Gateway/NoticeHome.aspx?Notic eID=3873227

Most
Recent

10

DC
Municipal
Regulations and
Laws

25 DCMR A Food and Food Operations

http://www.dcregs.dc.gov/Gateway/TitleHome.aspx?TitleNumber=25-A

Most
Recent

10

11

DC
Municipal
Regulations
and Laws

25 DCMR B Food Processing Operations Code

http://www.dcregs.dc.gov/Gateway/TitleHome.aspx?TitleNu
mber=25-B

Most
Recent

12

DC
Municipal
Regulations
and Laws

D.C. Human Rights Act of 1977

http://ohr.dc.gov/sites/default/files/dc/sites/ohr/publication
/attachments/LawsAndRegs-HumanRightsAct-1977-
English.pdf

Most
Recent

13

DC
Municipal
Regulations
and Laws
DC Language Access Act of 2004

http://www.lep.gov/resources/2008_Conference_Materials/
DCLanguageAccessActof2004.pdf

Most
Recent

14
DC
Municipal
Regulations
and Laws
Chapter 76 of Title 29

http://dcregs.dc.gov/Gateway/TitleHome.aspx?TitleNumber= 29

Most
Recent

15

DHS
Document

DHS Consolidated Shelter List
Shelter and Day Centers | dhs

Most
Recent

16
Federal
Guidelines,
Regulations
, and Laws
The Americans with Disabilities Act of 1990
Americans with Disabilities Act of 1990, As Amended | ADA.gov

Most
Recent

17
Federal
Guidelines,
Regulations
, and Laws
The 2015 Health and Human Services Poverty Guidelines

https://aspe.hhs.gov/2015-poverty-guidelines

2015

18
Federal
Guidelines,
Regulations
, and Laws
U.S. Department of Agriculture, USDA Model Food Code
http://www.fda.gov/downloads/Food/GuidanceRegulation/R
etailFoodProtection/FoodCode/UCM374510.pdf

2013

11

19

Federal
Guidelines,
Regulations
, and Laws

HUD Minimum Habitability Standards for Emergency Shelters
and Permanent Supportive Housing
https://www.hudexchange.info/resources/documents/ESG-
Emergency-Shelter-and-Permanent-Housing-Standards.pdf

2014

20

Federal
Guidelines,
Regulations
, and Laws

HUD Minimum Habitability Standards for Emergency Shelters
and Permanent Supportive Housing Checklist
https://www.hudexchange.info/resources/documents/ESG-
Emergency-Shelter-and-Permanent-Housing-Standards-
Checklists.docx

2014

21
Federal
Guidelines,
Regulations
, and Laws

Office of Management and Budget Circular
A-122 and A-123
OMB Circular A-122, Cost Principles for Non-Profit Organizations

Most
Recent

22
Federal
Guidelines,
Regulations
, and Laws
McKinney - Vento Homeless Assistance Act, Federal Law No. 42
USC 11302
42 USC CHAPTER 119, SUBCHAPTER VI, Part B: Education for
Homeless Children and Youths

2009

23

Federal
Guidelines,
Regulations
, and Laws
The Homeless Emergency Assistance and Rapid Transition to
Housing Act of 2009 (HEARTH Act)

Homeless Emergency Assistance and Rapid Transition to Housing
Act - HUD Exchange

2009

24

Federal
Guidelines,
Regulations
, and Laws

Homeless Management Information System (HMIS); Data and
Technical Standards Final Notice; Notice

04-17097.pdf

2024

12

25

Federal
Guidelines,
Regulations
, and Laws

Occupational Safety and Health Administration 1910

1910 | Occupational Safety and Health Administration

Most Recent

26

Federal
Guidelines,
Regulations
, and Laws

Americans with Disability Act of 1990
http://www.ada.gov/pubs/adastatute08.htm

Most
Recent

27
Federal
Guidelines,
Regulations
, and Laws
Title VI of the Civil Rights Act of 1964

Education and Title VI | U.S. Department of Education

Most
Recent

28

Federal
Guidelines,
Regulations
, and Laws

DC Living Wage Act of 2006

http://ocp.dc.gov/sites/default/files/dc/sites/ocp/publication
/attachments/Living_Wage_Act_Fact_Sheet2015.pdf

Most
Recent

29

Federal
Guidelines,
Regulations
, and Laws

The Child Abuse Prevention and Treatment Act

Child Abuse Prevention and Treatment Act

Most
Recent

30
Federal
Guidelines,
Regulations
, and Laws

The Age Discrimination in Employment Act of 1967
https://www.eeoc.gov/laws/statutes/adea.cfm

Most
Recent

13

31
Federal
Guidelines,
Regulation
s
, and
Laws
Title IX Education Amendments of 1972

Civil Rights Division | Title Ix Of The Education
Amendments Of 1972

Most
Recent

32

Federal
Guidelines,
Regulation
s
, and
Laws

Rehabilitation Act of 1973
Rehabilitation Act of 1973 | U.S. Equal Employment
Opportunity Commission

Most
Recent

33
Federal
Guidelines,
Regulation
s
, and
Laws
Drug-free Workplace Act of 1988

http://webapps.dol.gov/elaws/asp/drugfree/screen4.htm

Most
Recent

34
Federal
Guidelines,
Regulation
s
, and
Laws
2 CFR 200 (Uniform Guidance)

CFR-2024-title2-vol1-part200.pdf

Most
Recent

35

Federal
Guidelines,
Regulation
s
, and
Laws

Food Guide Pyramid Serving Sizes

https://health.gov/dietaryguidelines

Most
Recent

C.3 DEFINITIONS

These terms, when used in this contract, have the following meanings:

C.3.1 At-Risk of Homelessness: For individuals and families who do not meet the definition of
“homeless” under any of the categories established in the Federal Homeless Definition final
rule, the McKinney-Vento Act was amended to allow homeless prevention assistance to be
provided to persons who are “at risk of homelessness.”

14

Individuals and Families: An individual or family that: (i) Has an annual income below 30
percent of median family income for the area, as determined by HUD; (ii) Does not have
sufficient resources or support networks (e.g., family, friends, faith -based or other social
networks) immediately available to prevent them from moving to an emergency shelter or a
public or private place not designed for or ordinarily used as a regular sleeping
accommodation for human beings, including a car, park, abandoned building, bus or train
station, airport, or camping ground; and (iii) Meets one of the following conditions: (A) Has
moved because of economic reasons two or more times during the 60 days immediately
preceding the application for homelessness prevention assistance; (B) Is living in the home
of another because of economic hardship; (C) Has been notified in writing that their right to
occupy their current housing or living situation will be terminated within 21 days after the
date of application for assistance; (D) Lives in a hotel or motel and the cost of the hotel or
motel stay is not paid by charitable organizations or by Federal, state, or local government
programs for low -income individuals; (E) Lives in a single -room occupancy or efficiency
apartment unit in which there reside more than two persons or lives in a larger housing unit in
which there reside more than 1.5 people per room, as defined by the US Census Bureau;(F)
Is exiting a publicly funded institution, or system of care (such as a health-care facility, a
mental health facility, foster care or other youth facility, or correction program or institution);
or (G) Otherwise lives in housing that has characteristics associated with instability and an
increased risk of homelessness, as identified in the recipient’s approved consolidated plan;
Unaccompanied children and youth. Specifically, a child or youth who does not qualify as
‘‘homeless’’ under this section, but qualifies as ‘‘homeless’’ under section 387(3) of the
Runaway and Homeless Youth Act (42 U.S.C. 5732a(3)), section 637(11) of the Head Start
Act (42 U.S.C. 9832(11)), section 41403(6) of the Violence Against Women Act of 1994 (42
U.S.C. 1 4043e– 2(6)), section 330(h)(5)(A) of the Public Health Service Act (42 U.S.C.
254b(h)(5)(A)), section 3(m) of the Food and Nutrition Act of 2008 (7 U.S.C. 2012(m)), or
section 17(b)(15) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)(15)); or Families
with children and youth. Specifically, a child or youth who does not qualify as ‘‘homeless’’
under this section, but qualifies as ‘‘homeless’’ under section 725(2) of the McKinney-Vento
Homeless Assistance Act (42 U.S.C. 11434a(2)), and the parent(s) or guardian(s) of that child
or youth if living with her or him. The At Risk of Homelessness definition, and
corresponding recordkeeping requirements, were published in the interim Emergency
Solutions Grants program rule on December 5, 2011.

C.3.2 Adequate Nighttime Residence: A housing accommodation that is not likely to jeopardize
the health, safety, or welfare of its occupants.

C.3.3 Adult: any individual who has reached the age of majority under District law as defined in
section 46-101 of the D.C. Code; or qualifies as an emancipated minor under District Law.

15

C.3.4 Administrative Review: A legal process to determine a resolution as a result of a fair
hearing request.

C.3.5 Affordable Housing: Housing for which the occupant(s) is/are paying no more than 30
percent of their income for gross housing costs, including utilities. Households that pay more
than 30 percent of their income for housing may have difficulty affording necessities such
as foo d, clothing, transportation, and medical care and are considered cost -burdened by
HUD. Households that pay more than 50 percent of their income for housing are considered
severely cost-burdened.

C.3.6 Apartment Style: A housing unit that has separate cooking facilities and other basic
necessities to enable families to prepare and consume meals; bathroom facilities for the use
of the family; and separate sleeping quarters for adults and minor children in accordance
with the occupancy standards of Title 14 of the D.C. Municipal Regulations.

C.3.7 Area Median Income (AMI): The median divides the income distribution into two equal
parts: one-half of the cases falling below the median income and one-half above the
median. HUD uses the median income for families in metropolitan and non-metropolitan
areas to calculate income limits for eligibility in a variety of housing programs. HUD
estimates the median family income for an area in the current year and adjusts that amount
for different family sizes so that family incomes may be expressed as a percentage of the
area median income. Income limits for the District can be found at
https://www.huduser.gov/

C.3.8 Beverage: shall consist of at a minimum I cup (8 fluid ounces) of milk and/or juice served with
all meals.

C.3.9 Bridge Housing: Bridge housing is defined as temporary apartment -style units for clients
transitioning into housing currently living in encampments or in shelters who have been
matched to a PSH voucher but have not yet signed a lease.

C.3.10 Building Operating Plan (BOP): A mandatory plan, which the Contractor prepares for
District Approval and describes the Contractor's program for operating and maintaining the
building, to include both normal circumstances and contingencies.

C.3.11 CA: Contract Administrator

C.3.12 Case Management: A service that engages homeless individuals and families and aids in
identifying barriers, needs, and strengths; developing goals; identifying resources and
support; and, connecting homeless individuals and/or families residing in a shelter or Other

16

homeless services programs within the Continuum of Care to the needed resources, supports
and supportive services to achieve identified goals.

C.3.13 Chronically Homeless: As defined in HUD’s CoC Program interim rule at 24 CFR 578.3,
a chronically homeless person is:

An individual who:
1. Is homeless and lives in a place not meant for human habitation, a safe haven, or in an
emergency shelter; 2. Has been homeless and living or residing in a place not meant for human
habitation, a safe haven, or in an emergency shelter continuously for at least one year or on
at least four separate occasions in the last three years; and 3. Can be diagnosed with one or
more of the following conditions: substance use disorder, serious mental illness,
developmental disability (as defined in section 102 of the Developmental Disabilities
Assistance Bill of Rights Act of 2000 (42 U.S.C. 15002)), post -traumatic stress disorder,
cognitive impairments resulting from brain injury, or chronic physical illness or disability;
An individual who has been residing in an institutional care facility, including a jail,
substance abuse or mental health treatment facility, hospital, or other similar facility, for
fewer than 90 days and met all of the criteria for a chronically homeless individual, before
entering that facility; or A family with an adult head of household (or if there is no adult in
the family, a minor head of household) who meets all of the criteria [as described in Section
I.D.2.(a) of this Notice, including a family whose composition has fluctuated while the head
of household has been homeless].

C.3.14 Client: a client is an individual or family seeking, receiving, or eligible for services from a
program covered by § 4-754.01 of the HSRA.

C.3.15 CO: Contracting Officer

C.3.16 Community for Creative Non-Violence: A single adult shelter located at 425 2"d Street,
N.W. managed by a Board of Directors.

C.3.17 Condiments: sugar, hot sauce, butter, salad dressing, mustard, relish, ketchup, salt, and
pepper and like items.

C.3.18 Continuum of Care (CoC): The entity authorized to carry out homelessness planning for
a community. Under the HEARTH Act, the CoC shall include representatives from nonprofit
homeless assistance providers, victim service providers, faith -based organizations,
government, businesses, advocates, public housing agencies, school districts, social service
providers, mental health agencies, hospitals, universities, affordable housing developers, law
enforcement, and organizations that serve Veterans and homeless and formerly homeless
individuals. Responsibilities of the CoC include the operation of the CoC, designating and

17

operating an HMIS, and Continuum of Care planning. The designated CoC for the District
of Columbia is the DC Interagency Council on Homelessness. The Collaborative Applicant
for the District (i.e., the legal entity designated by the CoC to apply for and administer
funding on behalf of the Continuum) is The Community Partnership for the Prevention of
Homelessness.

Under the HSRA, a continuum of care refers to the comprehensive system of services for
individuals and families who are homeless or at imminent risk of becoming homeless,
designed to serve clients based on their individual level of need. The Continuum of Care
may include crisis intervention, outreach and assessment services, shelter, transitional
housing, permanent supportive housing, and supportive services.

C.3.19 Congregate Style: A shelter facility or unit that consists of shared common areas,
bathrooms, and dining areas and consists of private or shared sleeping areas/rooms.

C.3.20 Coordinated Assessment and Housing Placement (CAHP) System : Also referred to as
coordinated entry or coordinated intake. Per the HEARTH Act, HUD has required that all
CoCs establish and operate a CAHP system. A CAHP system is a client-centered process that
streamlines access to the most appropriate housing intervention for each individual or family
experiencing homelessness. Within a CAHP system, clients are prioritized through a process
that is data-driven and real time. A CAHP system shall be able to capture client -specific
information and communicate the data needed to facilitate a housing match/referral. In
addition, the data collection and communication platform provide a portal to inform local
policy and resource decisions. A CAHP system can be broken down into four key
components: 1) Assessment, 2) Navigation and Case Conferencing, 3) Housing Referral with
Choice, and 4) Data Collection and Communication.

C.3.21 Correction: The elimination of a defect.

C.3.22 Crisis Intervention: Under HSRA, this is assistance to prevent individuals and families
from becoming homeless, which may include, but need not be limited to, cash assistance for
security deposits, rent or mortgage payments, credit counseling, mediation with landlords,
and supportive services.

C.3.23 Critical Time Intervention: Assistance with homeless persons with severe mental illness,
debilitating conditions, and diminished social and economic opportunities in their transition
from the streets, homeless shelters, hospitals, criminal justice system or other institutional
settings.

C.3.24 Culturally Competent: Under the HSRA, refers to the ability of a provider to deliver or
ensure access to services in a manner that effectively responds to the languages, values, and

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practices present in the various cultures of its clients so the provider can respond to the
individual needs of each client.

C.3.25 Cost Burdened: HUD considers households that pay more than 30 percent of their income
for housing and may have difficulty affording necessities such as food, clothing,
transportation, and medical care as cost-burdened.

C.3.26 Daily Census: The tracking of available and occupied beds/units at shelters within the
Continuum of Care. The daily census is compiled each evening and reported each day. The
purpose of the daily census is to track capacity within the Continuum of Care as well as the
demand for shelter/housing.

C.3.27 Day Program: Defined by the HSRA to mean a facility that provides open access to
structured activities during set hours of the day to meet the supportive services needs of
individuals and families who are homeless or at imminent risk of becoming homeless.

C.3.28 Deficiency: Any part of a proposal from a Contractor or any work performed by a Contractor
that fails to satisfy the District requirements.

C.3.29 Department: The District of Columbia Department of Human Services or any successor
organizational unit (in whole or in part).

C.3.30 District: Means all authorized District of Columbia (DC) Government agencies and their
representative having jurisdiction over the Facility.

C.3.31 Drop-in center: a facility that delivers supportive services that may include, but is not
limited to, food, clothing, showers, medical services, and employment services.

C.3.32 Drug: a controlled substance as defined in § 48 -901.02(4) of the HSRA, or the Controlled
Substances Act of 1970, approved October 27, 1970 (84 Stat. 1242; 21 U.S.C. § 801 et seq.).

C.3.33 Eating Utensils: disposable items, such as plastic knives, forks, spoons, napkins, and straws
packaged individually or combined and included in the boxed meals.

C.3.34 Emergency Shelter: Defined by HUD to include any facility, the primary purpose of which
is to provide temporary or transitional shelter for the homeless in general or for specific
populations of the homeless. Under the HSRA, “shelter” refers to severe weather shelter,
low barrier shelter, and temporary shelter:

a. Severe weather shelter is used for the purpose of protecting lives in extreme hot and

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cold weather.

b. Temporary shelter is used for the purpose of meeting short-term housing needs and
other supportive service needs. It refers to:

1. Housing accommodation for individuals who are homeless that is open either 24 hours
or at least 12 hours each day, other than a severe weather shelter or low barrier shelter,
provided directly by, or through contract with or grant from, the District, for the
purpose of providing shelter and supportive services; or
2. A 24-hour apartment-style housing accommodation for individuals or families that are
homeless, other than a severe weather shelter, provided directly by, or through contract
with or grant from, the District, for the purpose of providing shelter and supportive
services.

c. Low Barrier Shelter is used for the purpose of sheltering and engaging individuals
who avoid temporary shelter because of identification, time limit, or other program
requirements. It refers to overnight housing accommodation for individuals who are
homeless, provided directly by, or through a contract with or grant from, the District,
for the purpose of providing shelter to individuals without the imposition of
identification, time limits, or other program requirements.

C.3.35 Emergency Service Call: A Service Call or other request for service placed outside of
Normal Occupant Working Hours, and of such nature, that response cannot wait for the
resumption of Normal Occupant Working Hours.

C.3.36 Engagement Services: Services and/or programs geared towards connecting or
reconnecting persons who are homeless or at imminent risk of becoming homeless to need
social supports.

C.3.37 Exterior: Entrances, landing, steps, sidewalks, parking areas, facades, moats, and lawns
located adjacent to the building and extending to the established property line.

C.3.38 Family - Under the HSRA, family means:
a. A group of individuals with at least one minor or dependent child, regardless of
blood relationship, age, or marriage, whose history and statements reasonably
tend to demonstrate that they intend to remain together as a family unit; or
b. A pregnant woman in her third trimester.

C.3.39 Family Median Income (FMI): See Area Median Income (AMI) definition above.

C.3.40 Family Service Prioritization Decision Assistance Tool (F-SPDAT): The F-SPDAT is an

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evidence-informed approach to assessing a family’s acuity and was developed by OrgCode
Consulting. The tool, across multiple components, prioritizes who to serve next and why,
while concurrently identifying the areas in the person or family’s life where support is most
likely necessary in order to avoid housing instability.

C.3.41 Family Stabilization: A set of interventions designed to ensure the safety and well -being
of youth in their homes; and preserve, support, and stabilize their families.

C.3.42 Fire Protection Systems: Systems and equipment installed in the building for the purpose
of detecting fires or heat or smoke, alarming occupants of possible fire, activating certain
emergency responses in other systems and equipment (e.g., Elevator recall, stairwell
pressurization), and suppressing fires. These systems include Electrical, Mechanical,
Instrumentation, and Controls components.

C.3.43 Harm Reduction: Harm Reduction is defined as an aspect of a program’s design established
by a set of policies and the resulting procedures and practices of which the objective is to
reduce the negative consequences of participants' continued use of drugs and/or alcohol, or
failure to be medication compliant. In shelter settings, harm reduction is intended to prevent
a participant’s termination from the program based solely on his or her inability to stop using
drugs or alcohol or failure to take prescribed medications. Low-barrier, hypothermia, and
temporary shelter programs incorporating a harm reduction model shall utilize all
interventions possible, short of termination from the program to enable the participant to
reduce or minimize their risky behaviors while at the same time assisting them to move into
and become stabilized in permanent housing. Harm reduction is not intended to prevent the
termination of a participant whose actions or behavior constitutes a threat to the safety of
other participants and staff.

C.3.44 Hazardous Materials: Any waste, substances, radiation or materials whether
solids, liquids or gases that are:
a. hazardous, toxic, infectious, explosive, radioactive, carcinogenic or mutagenic.

b. now or become defined as pollutants, contaminants, hazardous wastes or
substances, toxic substances, radioactive materials, solid waste or other similar
designations in or otherwise subject to District and Federal regulations

c. present on the premises and can cause or threaten to cause, a nuisance pursuant
to applicable statutory or common law upon the premises, facilities or
properties; and/or

d. polychlorinated biphenyl's (PCBs), asbestos, lead -based paint, urea
formaldehyde foam insulation, petroleum and petroleum products including
gasoline, crude oil etc. that pose a hazard to human health, safety, natural
resources, industrial hygiene, the environment or an impediment to working
conditions.

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C.3.45 Heating, Ventilation and Air-Conditioning (HV AC): HV AC includes all systems with the
function of providing ventilation or temperature control to building spaces. HV AC
equipment is a subset of Mechanical, Electrical and Controls equipment and systems, and
intersects the definitions of each of these.

C.3.46 HEARTH Act: The Homeless Emergency Assistance and Rapid Transition to Housing
(HEARTH) Act was signed by President Obama on May 20, 2009. The HEARTH Act amends
and reauthorizes the McKinney -Vento Homeless Assistance Act with substantial changes,
including: a consolidation of HUD’s competitive grant programs, the creation of a Rural
Housing Stability Assistance Program, a change in HUD’s definition of homelessness and
chronic homelessness, a simplified match requirement, an increase in prevention resources,
and an increase in emphasis on performance.

C.3.47 Homeless: Under HSRA, the definition is limited to individuals and families that:
a. Lack a fixed, regular residence that does not jeopardize the health, safety, or welfare of its
occupants, and lack the financial ability to immediately acquire one; or
b.Have a primary nighttime residence that is: 1) A supervised publicly or privately operated
shelter or transitional housing facility designed to provide temporary living
accommodations; or 2) A public or private place not designed for, or ordinarily used as, a
regular sleeping accommodation for human beings. Under HUD’s Homeless Definition
Final Rule, the term is more expansive, establishing four categories of homelessness for use
by the homeless assistance progra ms administered by HUD under the McKinney -Vento
Homeless Assistance Act. These categories are
c. An individual or family who lacks a fixed, regular, and adequate nighttime residence,
meaning: 1) An individual or family with a primary nighttime residence that is a public or
private place not designed for or ordinarily used as a regular sleeping accommodation for
human beings, including a car, park, abandoned building, bus or train station, airport, or
camping ground; 2) An individual or family living in a supervised public ly or privately
operated shelter designated to provide temporary living arrangements (including congregate
shelters, transitional housing, and hotels and motels paid for by charitable organizations or
by Federal, state, or local government programs for low -income individuals); or 3) An
individual who is exiting an institution where he or she resided for 90 days or less and who
resided in an emergency shelter or place not meant for human habitation immediately before
entering that institution;
d.An individual or family who will imminently lose their primary nighttime residence,
provided that: 1) The primary nighttime residence will be lost within 14 days of the date of
application for homeless assistance; 2) No subsequent residence has been identified; and the
individual or family lacks the resources or support networks (e.g., family, friends, faith-based
or other social networks) needed to obtain other permanent housing.
e. Unaccompanied youth under 25 years of age, or families with children and youth, that do
not otherwise qualify as homeless under this definition, but that: 1) Are defined as homeless
under section 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a), section 637

22

of the Head Start Act (42 U.S.C. 9832), section 41403 of the Violence Against Women Act
of 1994 (42 U.S.C. 14043e –2), section 330(h) of the Public Health Service Act (42 U.S.C.
254b(h)), section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), section 17(b) of
the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)), or section 725 of the McKinney-Vento
Homeless Assistance Act (42 U.S.C. 11434a); 2) Have not had a lease, ownership interest,
or occupancy agreement in permanent housing at any time during the 60 days immediately
preceding the date of application for homeless assistance; 3) Have experienced persistent
instability as measured by two moves or more during the 60 -day period immediately
preceding the date of applying for homeless assistance; and 4) Can be expected to continue
in such status for an extended period of time because of chronic disabilities, chronic physical
health or mental health conditions, substance addiction, histories of domestic violence or
childhood abuse (including neglect), the presence of a child or youth with a disability, or two
or more barriers to employment, which include the lack of a high school degree or General
Education Development (GED), illiteracy, low English proficiency, a history of incarceration
or detention for criminal activity, and a history of unstable employment; or
f. Any individual or family that: 1) Is fleeing, or is attempting to flee, domestic violence,
dating violence, sexual assault, stalking, or other dangerous or life -threatening conditions
that relate to violence against the individual or a family member, including a child, that has
either taken place within the individual’s or family’s primary nighttime residence or has
made the individual or family afraid to return to their primary nighttime residence; 2) Has
no other residence; and 3) Lacks the resources or support networks (e.g., family, friends,
faith based or other social networks) to obtain other permanent housing.

C.3.48 Homeless Management Information System (HMIS): A software application designed to
record and store client-level information on the characteristics and services needs of people
experiencing homelessness. Each CoC maintains its own HMIS, which can be tailored to
meet local needs, but also shall conform to HUD HMIS Data and Technical Standards.

C.3.49 Homeward DC: The five-year comprehensive ICH strategic plan.

C.3.50 Household Type: The composition of a household upon entering a shelter program. People
enter shelter as either an individual or as part of a family.

C.3.51 Housing Inventory Count (HIC): Required by HUD, the HIC is a point-in-time inventory
of all of the dedicated beds and units within a Continuum of Care’s homeless services
system, categorized by type of project and population served.

C.3.52 Housing Focused Case Management: Housing case management is a service using the
housing first approach, that helps people who are homeless or at risk of homelessness to
overcome barriers and access resources for finding and keeping stable housing.

C.3.53 Housing First: Under the HSRA, Housing First means a program that provides clients with

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immediate access to independent permanent housing and supportive services without
prerequisites for sobriety or participation in psychiatric treatment. Clients in Housing First
programs may choose the frequency and type of supportive services they receive, and refusal
of services will have no consequence on their access to housing or on the continuation of
their housing and supportive services. HUD encourages all recipients of CoC Program -
funded PSH to follow a Housing First approach to the maximum extent practicable. To that
end, a Housing First orientation is specified as one of the universal qualities that a
coordinated assessment process should include. Coordinated assessment tools should not be
used to determine “housing readiness” or screen people out for housing assistance and,
therefore, should not encompass an in-depth clinical assessment. A more in-depth clinical
assessment can be administered once the individual or family has obtained housing to determine
and offer an appropriate se rvice package. Housing case managers are services that use the
Housing First approach, which helps people who are homeless or at risk of homelessness to
overcome barriers and access resources for finding and keeping stable housing.

C.3.54 Hyperthermia Shelter: Under the HSRA, this is defined as a public or private building that
the District shall make available for the purpose of providing shelter to individuals or
families who are homeless and cannot access other shelter, whenever the actual or forecasted
temperature or heat index rises above 95 degrees Fahrenheit. The term hyperthermia shelter
does not include overnight shelter.

C.3.55 Hypothermia Shelter: Under the HSRA, this is defined as a public or private building that
the District shall make available, for the purpose of providing shelter to individuals or
families who are homeless and cannot access other shelter, whenever the actual or forecasted
temperature, including the wind chill factor, falls below 32 degrees Fahrenheit.

C.3.56 Imminent Risk Of Becoming Homeless : the likelihood that an individual's or family's
circumstances will cause the individual or family to become homeless in the absence of
prompt government intervention.

C.3.57 Imminent Threat To The Health or Safety: an act or credible threat of violence on the
grounds of a shelter or supportive housing facility.

C.3.58 Individual: Refers to a person who is not a part of a family during an episode of
homelessness.

C.3.59 Individual With A Disability: a person with a physical or mental impairment that
substantially limits the major life activities of the person.

C.3.60 Individualized Case Plan: A written document developed by the Case Manager assigned to
work with the homeless youth and youth at risk of homelessness placed in their facility. The
plan outlines the goals and objectives for homeless youth and youth at risk of homelessness

24

with collaboration from the Providers. The document delineates the roles and responsibilities
of all parties involved in the execution of the case plan. Case plans are reviewed periodically
to assess progress and identify barriers to meeting the plan’s goals and objectives.

C.3.61 Interagency Council on Homelessness (ICH) - The city -wide council made up of
District agency directors, representatives from the homeless provider community,
homeless advocates and current/formerly homeless individuals. The council is chaired
by the City Administrator and formulates policy for homeless services. It is mandated by
the Homeless Services Reform Act.

C.3.62 Interim Housing: Shelter or temporary housing programs designed to provide people
experiencing homelessness with a stable and safe place to sleep while they pursue
permanent housing.

C.3.63 Length of Stay: Defined by HUD, the average cumulative number of days a household
receives assistance in a given program intervention. This is measured from entry to exit
(or last day of report period) within the given program.

C.3.64 Length of Time Homeless: Defined by HUD, the average cumulative number of days
households receive outreach services, emergency shelter, and transitional housing as
measured by their sum total days of program participation. For each program enrollment,
this is measured from first program entry to exit or last day of report period.

C.3.65 LGBTQ: a person who self -identifies as lesbian, gay, bisexual, transgender gender
nonconforming, queer, or questioning their sexual orientation or gender identity and
expression.

C.3.66 Low Barrier Shelter: Defined by the HSRA, low barrier shelter is used for the purpose of
sheltering and engaging individuals who avoid temporary shelter because of identification,
time limit, or other program requirements. It refers to overnight housing accommodation for
individuals who are homeless, provided directly by, or through contract with or grant from,
the District, for the purpose of providing shelter to individuals without imposition of
identification, time limits, or other program requirements.

C.3.67 Meals -means food which is served at a food service site, and which meets the nutritional
requirements described in 7 CFR Part 225.

C.3.68 Member agency: the District agencies or divisions thereof represented on the Interagency
Council pursuant to § 4-752.01(b).

C.3.69 Office: means the Office of Shelter Monitoring established pursuant to § 4-754.51.

25

C.3.70 Occupational Safety and Health Administration (OSHA): OSHA is the Federal
Government agency responsible for providing the rules and regulations on safety and health
requirements in the workplace.

C.3.71 Outreach Beds: As defined by this plan, outreach beds refer to shelter for high need
individuals, often with severe and persistent mental illness, who are living on the street and
are hard to reach and unwilling or unable to engage in services. The primary purpose is to
provide a safe and low pressure setting for clients to build trust and begin the engagement
process.

C.3.72 Peer Case Management Institute: Peer Case Management Institute is established to train
individuals with lived experience of homelessness to become the next generation of case
managers in the homeless services field. Recognizing that individuals with lived experience
have experience and perspective that make them uniquely capable of helping others
receiving homeless services, the institute will provide them with classroom-based and field-
based training to establish a career pathway into human service professions that may have
otherwise been inaccessible.

C.3.73 Permanent Housing: As defined by HUD, permanent housing refers to community-based
housing without a designated length of stay and where the client is the leaseholder.
Permanent housing models included in this plan are Rapid Re-Housing, Permanent
Supportive Housing, and Targeted Affordable Housing. Individuals and families who are
living in permanent housing are no longer considered to meet the HUD homeless definition.

C.3.74 Permanent Supportive Housing (PSH): Defined in the HSRA as supportive housing for
an unrestricted period of time for individuals and families who were once homeless and
continue to be at imminent risk of becoming homeless, including persons with disabilities
as defined in 24C.F.R. 582.5, for whom self -sufficient living may be unlikely and whose
care can be supported through public funds. Likewise, under the CoC Interim Rule, HUD
defines PSH as permanent housing in which supportive services are provided to assist
homeless persons with a disability to live independently.

C.3.75 Pest Control: Those measures which are necessary to suppress the population of crawling
and flying insects, rats, mice, and any other species which become a pest within or around the
Facility.

C.3.76 Point-in-Time (PIT) Count: An unduplicated one -night estimate of both sheltered and
unsheltered homeless populations. The one -night count, conducted according to HUD
standards by CoCs nationwide, occurs during the last week in January of each year.

C.3.77 Point in Time Survey - An annual regional enumeration of the homeless population
conducted by the Metropolitan Washington Council of Governments (COG) for persons who

26

are living on the streets, in emergency shelters, in transitional and permanent housing, or
otherwise homeless and in need of help to obtain safe shelter.

C.3.78 Prevention Services - Those services that assist persons in crisis while creating new
resources and service methodologies that reduce the incidence of crisis and prevent an
individual or family from becoming homeless. Services typically include financial
assistance.

C.3.79 Prime Contractor: The prime contractor is the District’s contracting party under this
contract.

C.3.80 Program Rules: means the set of provider rules, client rights, and complaint and appeal
procedures, including those enumerated in this chapter, proposed by a particular provider for
the purpose of governing the behavior and treatment of its clients and approved by the Mayor
subject to § 4-754.32.

C.3.81 Progressive Engagement: Defined by the US Interagency Council on Homelessness as
a case management strategy of offering a small amount of assistance initially and adding
more assistance as needed to help each household reach stability. This strategy uses the
lightest touch possible for each household to be successful, knowing more assistance
can be added later if needed. Assessment is critical to this strategy, but for the purpose
of identifying a household’s strengths and barriers, not determining the amount of
assistance they will ultimately need.

C.3.82 Provider: An individual, firm, partnership, corporation, or other organization selected by
The prime contractor to serve as a subcontractor and to provide shelter and/or supportive
services to homeless persons.

C.3.83 Public Assistance: means government -funded payments in or by money, medical care,
remedial care, shelter, goods or services to, or for the benefit of, needy persons.

C.3.84 Resident of the District: An individual or family who is living in the District of Columbia
voluntarily, not for a temporary purpose, and has no current intention of moving from the
District. The term "resident of the District" shall be interpreted and applied in accordance
with section 4- 205 .03 of the D.C. Code.

C.3.85 Response Time: The time allowed the Contractor by the District after initial notification to
be physically on the premises at the work site, with appropriate tools, equipment and
materials, ready to perform the required Work.

C.3.86 Safe Environment: Defined as either: 1) a physical location that protects homeless persons
from harm from abuse, assault, threat, exhaustion, or the elements; or 2) a

27

psychological/emotional “space” where homeless persons are entitled to speak, to be
respected, to tell their story, to ask for help, and to be heard.

C.3.87 Self-sufficiency: A functional and economic state based on the provision of services that
result in less dependency on governmental support systems while at the same time,
maintaining permanent housing and employment.

C.3.88 Service Call: A response to a tenant or agency complaint, or a response to an observation
that some equipment, system, or material covered by the contract is inoperable,
dysfunctional, or deteriorated, or that performance standards of the contract are not being
met. The Service Call response involves analysis of the problem and adjustment of operating
or monitoring controls or other immediate corrective action. A requirement to perform a
Repair may result from the analysis stage of a Service Call. Service Calls may be generated
automatically from interfaces to BAS or diagnostic software. A service call can be either an
Emergency or Non-Emergency service call.

C.3.89 Service Plan: Defined by HSRA to mean a written plan, collaboratively developed and
agreed upon by both the provider and the client, consisting of time-specific goals and
objectives designed to promote self -sufficiency and attainment of permanent housing and
based on the client’s individually assessed needs, desires, strengths, resources, and
limitations.

C.3.90 Service Provider: Contractor or subcontractor that provides direct shelter and related
services.

C.3.91 Severely Cost Burdened: Households that pay more than 50 percent of their income for
housing are considered severely cost-burdened by HUD.

C.3.92 Severe Weather Conditions: Refers to outdoor weather conditions whenever the actual or
forecasted temperature, including the wind chill factor or heat index, falls below 32 degrees
Fahrenheit or rises above 95 degrees Fahrenheit.

C.3.93 Service Call: A response to a tenant or agency complaint, or a response to an observation
that some equipment, system, or material covered by the contract is inoperable,
dysfunctional, or deteriorated, or that performance standards of the contract are not met. The
Service Call response involves analysis of the problem and adjustment of operating or
monitoring controls or other immediate corrective action. A requirement to perform a Repair
may result from the analysis stage of a Service Call. Service Calls may be generate d
automatically from interfaces to BAS or diagnostic software. A service call can be either an
Emergency or Non-Emergency service call.

C.3.94 Shelter Diversion: Diversion services are used to prevent homelessness for people seeking

28

to enter shelter by helping them identify immediate alternative housing arrangements and, if
necessary, connect them with services or financial assistance to help them return to
permanent housing.

C.3.95 Shelter Operations: Operations include all services provided to clients except janitorial,
security, maintenance, and case management services.

C.3.96 Site Based: A housing/homeless program that is centralized in one or more specific
building(s)/facility(ties) in which all (or most) occupants/tenants are participants in the same
program.

C.3.97 Severe Weather Shelter: means hyperthermia shelter or hypothermia shelter.

C.3.98 Subcontractor: A subcontractor is an entity that contracts directly with The prime
contractor to provide services to the District under this contract.

C.3.99 Supportive Housing: As defined by the HSRA, transitional housing and permanent
supportive housing.

C.3.100 Supportive Services - An array of social services aimed at enabling housing stability
and the improved quality of life of an individual or family who is at risk of homeless,
experiencing homelessness, or is formerly homeless and requires ongoing assistance.
These services may include employment; physical health; mental health; alcohol and
other substance abuse recovery; childcare; transportation; case management; and other
health and social service needs which, if unmet, may be barriers to obtaining or
maintaining permanent housing.

C.3.101 Targeted Affordable Housing (TAH): Units or subsidies that offer long-term affordability
and are dedicated for use by the homeless services system. TAH is not intended to address
affordable housing in the community more broadly but is targeted to key populations that do
not need ongoing support services and that, but for long -term subsidies, could not exit
homelessness or would return to homelessness.

C.3.102 Toiletries -a personal care kit that may include soap, shampoo, shaving cream, razor,
deodorant, toothpaste, and toothbrush.

C.3.103 Transitional Housing: Defined by the HSRA to mean 24-hour housing accommodation,
provided directly by, or through a contract with or grant from, the District, for individuals
and families that:
a. Are homeless.
b. Require a structured program of supportive services for up to two years or as

29

long as necessary in order to prepare for self-sufficient living in permanent housing;
and
c. Consent to a case management plan developed collaboratively with the provider.

Under the Interim CoC Rules, HUD similarly defines Transitional Housing to mean housing
in which all program participants have signed a lease or occupancy agreement, the purpose
of which is to facilitate the movement of homeless individuals and families into permanent
housing within 24 months or such longer period as HUD determines necessary. The program
participant shall have a lease or occupancy agreement for a term of at least one month that
ends in 24 months and cannot be extended. Individuals and families living in Transitional
Housing are included under the HUD Homeless definition.

C.3.104 Transition Aged Youth Vulnerability Index-Service Prioritization Decision Assistance
Tool (TAY -VI-SPDAT): The TAY -VI-SPDAT is an evidence -informed approach to
assessing a youth aged 24 or younger acuity and was developed by Org Code Consulting.
The tool, across multiple components, prioritizes who to serve next and why, while
concurrently identifying the areas in the person life where support is most likely necessary in
order to avoid housing instability.

C.3.105 Trauma-Informed Care: Most individuals seeking public behavioral health services and
many other public services, such as homeless and domestic violence services, have histories
of physical and sexual abuse and other types of trauma-inducing experiences. Trauma-
informed organizations, programs, and services are based on an understanding of the
vulnerabilities or triggers of trauma survivors that traditional service delivery approaches
may exacerbate, so that these services and programs can be more supportive and re -
traumatization can be avoided.

C.3.106 Turnover: The rate at which units or beds become available as households exit a program
model and/or homelessness.

C.3.107 Utensils (Eating): Disposable items, such as, plastic knives, forks, spoons, napkins and
straws package individually or combined and included in the boxed meals.

C.3.108 Vulnerability Index-Service Prioritization Decision Assistance Tool (VI-SPDAT):
The Vulnerability Index is a tool for identifying and prioritizing the homeless population for
housing according to the fragility of their health. The SPDAT is an evidence -informed
approach to assessing an individual’s or family’s acuity. The VI -SPDAT tool, ac ross
multiple components, prioritizes who to serve next and why, while concurrently identifying
the areas in the person or family’s life where support is most likely necessary in order to
avoid housing instability. Co - occurring social and medical factors are the primary factors
that contribute to homelessness. The VI -SPDAT was created through the merger of the
Vulnerability Index, as owned and made popular by Community Solutions, and the SPDAT
Prescreen Tool, which is part of the SPDAT tool suite owned and created by OrgCode

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Consulting, Inc.

C.3.108 Weapon: means any pistol or other firearm (or imitation thereof), or other dangerous or
deadly weapon, including a sawed -off shot gun, shot gun, machine gun, rifle, dirk, bowie
knife, butcher knife, switch blade knife, razor, black jack, billy club or metallic or other false
knuckles, as referenced in § 22-4502, and any air gun, air rifle, canon, torpedo, bean shooter,
sling, projectile, dart, BB gun, spring gun, blow gun, other dangerous missile or explosive,
or other dangerous weapon or ammunition of any character, as referenced in Chapter 23 of
Title 24 of the District of Columbia Municipal Regulations.

C.3.109 Youth: a person who is under 24 years of age.

C.4 BACKGROUND

C.4.1 The mission of the Government of the District of Columbia’s Department of Human
Services (DHS) is to provide temporary support and assistance to low-income families and
individuals while helping them maximize their potential for economic security and self -
sufficiency. Within DHS, the Family Services Administration (FSA) provides protection,
intervention, and supportive services to meet the needs of vulnerable adults and families
experiencing or at risk of homelessness.

C.4.2 For twenty-three years, the District of Columbia’s Continuum of Care (CoC) has worked to
prevent and end homelessness among District residents. The CoC framework - now a
requirement for every jurisdiction across the country that receives Federal funding – was
first piloted by the U.S. Department of Housing and Urban Development (HUD) in the
District and five other jurisdictions.

The focus of the CoC approach was to move homeless funding decisions to local
communities and to ensure a community -wide, data -driven planning process is used to
produce a well - coordinated continuum of emergency shelter, supportive services, and
permanent housing options to meet the unique needs of households experiencing
homelessness.

C.4.3 Since the inception of the CoC approach, HUD has required that each community receiving
Federal funding identify a lead entity to coordinate the community’s data collection and
planning activities and assemble the community’s application for Federal funding. In the
District, that entity was (and still is) The Community Partnership for the Prevention of
Homelessness (TCP).

C.4.4 Since the inception of the CoC model, the District’s homeless services system has continued
to grow and evolve. Several key pieces of legislation have had a significant influence on the
size and scope of the City’s homeless services system. In 1984, the City Council of the

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District of Columbia enacted The D.C. Right to Overnight Shelter Act, requiring the District
to provide shelter to anyone in need when temperatures were at or below freezing. In 2005,
the City passed the Homeless Services Reform Act (HSRA), which established standards for
the programming provided within the CoC. These two pieces of legislation had a dramatic
impact on the amount of local investment in homeless services in the years that followed. As
investments in affordable housing production and preservation waned, the District’s
investment in emergency shelter and services steadily grew. To ensure these resources could
be administered in an expeditious manner, and to ensure coordination with the Federal
resources flowing into the community, the District chose to use a management contract with
TCP to administer the resources to the ne twork of shelter and service providers in the
community.

C.4.5 In more recent years, sweeping changes at the Federal level have also prompted changes in
the local landscape. Following years of research, demonstration projects, and direct
experience, the Federal government has moved away from transitional approaches that
required people experiencing homelessness to progress through a series of programs to
demonstrate their “rea diness” for permanent housing. Instead, they now promote and
prioritize funding programs that employ a “Housing First” approach. Housing First programs
help people exit the shelter as quickly as possible back into permanent housing and provide
the services once in housing to help them stabilize and retain that housing. Subsidies and
services may be short-term (such as the Rapid Re -Housing model), or long -term and
intensive (such as Permanent Supportive Housing), or something in between. The Federal
government also promotes the use of a common tool and protocol throughout the community
for assessing clients and matching them to the right intervention (known as coordinated
entry). These changes to Federal policy were codified in the Homeless Emergency
Assistance and Rapid Transition to Housing (HEARTH) Act of 2009. The US Interagency
Council on Homelessness (USICH) then released Opening Doors in 2010, the first
comprehensive national strategic plan to prevent and end homelessness. Opening Doors
served as a guide for communities around the country to undertake system-wide change.

C.4.6 In March 2015, to align with these changes at the Federal level and to guide the City’s work
to transform its homeless service system, the District of Columbia Interagency Council on
Homelessness (ICH) released Homeward DC. The plan is a data-driven strategy that models
the investments needed over a five-year period to eliminate chronic homelessness in the city,
and to make homelessness rare, brief, and non -recurring. Homeward DC’s implementation
will include building infrastructure in the crisis response system, increasing the supply of and
reducing barriers to supportive and affordable housing, increasing the economic capital of
households, and focusing on homeless prevention efforts.

C.4.7 The District has made unprecedented investments in the Homeward DC plan, including
millions of additional dollars for permanent and affordable housing. The Homeward DC Plan
requires an expanded role for agencies across the District government, including th e DC

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Housing Authority, the Department of Housing and Community Development, and the
Department of Behavioral Health, among others. However, while the City works to
transform its homeless service system into one that focuses on permanent housing solutions,
we must – at the same time – continue to meet the emergency needs of our vulnerable
neighbors who are experiencing homelessness today. Accordingly, through this solicitation,
DHS will continue to procure management and administrative support for a set of core
Continuum of Care programs, including low barrier shelter, temporary shelter, hypothermia
shelter, transitional housing, and youth crisis beds and transitional housing. Additionally, this
solicitation will procure centralized case management services, meal s, security services,
maintenance services, and janitorial services to support this programming in District-owned
buildings.

C.5 REQUIREMENTS

The prime contractor shall provide management oversight for the District’s Continuum of
Care for the homeless services in accordance with the provisions listed in Section C.5,
“Requirements” and Section C.2 “Applicable Documents.” In addition, The prime
contractor shall ensure that all subcontractors perform services under this solicitation perform
the requirements of their respective subcontracts in accordance with the provisions listed in
Section C.5, “Requirements” and Section C.2 “Applicable Documents.”

The District reserves the right to modify the scope and quantity of services outlined in Section
C.5.

C.5.1 ADMINISTRATIVE MANAGEMENT OVERSIGHT

C.5.1.1 The prime contractor shall maintain an office within the District of Columbia to provide
management services of the homeless services network and provide space for staff, training,
meetings, and file management.

C.5.1.2 The prime contractor shall use all reasonable efforts (email, text, phone, and/or in person) to
respond to the District’s written and verbal communication within twenty-four hours or the
next busy day unless an alternative deadline has been identified

C.5.1.3 The District reserves the right to demand a change in or removal of any Prime Contractor
employee, or subcontractor based on unsatisfactory performance with respect to any
subsequent work that derives from this award at no additional cost to the District.

C.5.1.4 The prime contractor shall require all subcontractors to participate in the District’s
Coordinated Assessment and Housing Placement (CAHP) system, including the use of a
common assessment tool and protocols for all programs, and use of a centralized referral
system versus indi vidualized waitlists to fill beds/units for all transitional and permanent
housing programs.

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C.5.1.5 The prime contractor shall monitor all CAHP participation to ensure compliance with the
District’s CAHP procedures. The prime contractor shall ensure that all subcontractors for
programs and services under this contract have a representative at all applicable CAHP
meetings, who can provide client information and updates needed to match a client to a
housing resource.

C.5.1.6 The prime contractor shall have an appointed representative to serve on, attend the meetings
of, and participate in the work of the District's Interagency Council on Homelessness. The
prime contractor shall also designate staff to attend and participate in the work of ICH
committees and workgroups.

C.5.1.7 The prime contractor shall collaborate with the District and the ICH in the development of
the annual Winter Plan for hypothermia services that shall be completed by September 1st of
each year.

C.5.1.8 Unless otherwise exempted for reasons of participant safety and confidentiality, The prime
contractor shall endeavor to make an identification of every person that utilizes shelter or
services under this SOW – consisting at a minimum of all “universal” HMIS data elements
as defined in HUD’s Final Notice on HMIS Data Standards.

C.5.1.9 The prime contractor shall collect the address and contact phone number (if any) of a person
to be contacted in case of emergency. The prime contractor shall comply with all HMIS
requirements.

C.5.1.10 The prime contractor shall enter accurate bed assignment and utilization data into the DC
CoC’s HMIS to support the operation of the Low Barrier Shelter Census Dashboard system,
daily. If the program is exempt from DC CoC HMIS participation, the assignment of beds
and the disc harge of participants shall be reported manually in the manner in the Shelter
Census tool prescribed by the District daily.

C.5.1.11 The prime contractor shall establish Program Rules and submit them to the District within
30 days of the contract award in accordance with the requirement. Each participant should
be provided with a copy of the program rules upon program entry. Additionally, for shelter
and transitional housing programs, The prime contractor shall ensure these rules are posted
in common areas, including dining rooms meeting areas, common hallways, and
administrative offices, in each facility. For scattered site programs such as rapid re-housing,
The prime contractor shall ensure that rules are posted in participant-facing areas of program
administrative offices.

C.5.1.12 The District reserves the right to demand a change in or removal of any Program Rules
provided by the prime contractor, or the subcontractors based on lack of compliance with
Federal or local law or unsatisfactory performance at no additional cost to the District.

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Program Rules must be approved by the District and shall not be distributed to subcontractor
participants without the District’s prior approval.

C.5.1.13 The prime contractor shall develop and submit for the District’s approval, a Code of Conduct
policy within thirty days of the contract award for all staff. The policy shall ensure that all
staff treats participants at a high standard of professionalism, dignity, safety, service quality,
and respect.

C.5.1.14 The prime contractor shall submit any requested information; to include but not limited to
reports, data, and participant updates requested by DHS, whether through written or verbal
communication, within three business days. The District reserves the right to request an early
submission.

C.5.2.1 FINANCIAL MANAGEMENT AND INVOICING

C.5.2.1.1 The prime contractor shall establish and maintain a financial management system for the
monthly disbursement of payments to subcontractors/providers in the Continuum of Care.

C.5.2.1.2 The prime contractor’s financial management system shall at minimum, track disbursements
and expenditures for each subcontractor by month. The financial management system shall
track expenditures for each subcontractor/ by Contract Line -Item Number (CLIN),
description, and quantity of goods and/or services. The description of goods and/or services
may include but are not limited to, personnel costs, services (supportive and direct),
administrative fees, food, and other operating costs.

C.5.2.1.3 The prime contractor’s financial management system shall at minimum, track
disbursements and expenditures for each subcontractor by month. The financial management
system shall track expenditures for each provider by quantity of goods and/or services and
line-item category. Line-item categories may include, but are not limited to, personnel costs,
services (supportive and direct), administrative fees (i.e., supplies, materials, equipment),
food, and other operating costs.

C.5.2.1.4 The prime contractor shall submit monthly invoices to the CA within 15 calendar days after
the close of each month. Invoices from the prime contractor shall include, at minimum,
a) Name and remittance address of the business concern;
b) Invoice number and date;
c) Contract number or purchase order or other authorization for delivery of goods or
services;
d) Description of services, supplies, materials and equipment
e) Price and quantity of goods and services actually delivered or rendered:
f) Price and quantity of goods and services actually delivered or rendered;
g) Prime contractor’s DUNS number; and

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h) Backup documentation for each subcontractor, which shall include all
expenditures by quantity and line-item category.

C.5.2.1.5 The prime contractor shall only submit monthly invoices for delivered goods and services.
The invoices shall include the quantity of delivered goods and services.

C.5.2.1.6 The prime contractor shall include a reconciliation of all monthly expenditures in its
submission. This includes, but is not limited to, all subcontractor invoices.

C.5.2.1.7 The prime contractor shall identify and include all federal earmarked fund use in monthly
invoices.

C.5.2.1.8 The prime contractor shall track all benefits and services provided by funding source in
HMIS and in the agency’s general ledger. All expenditures shall be reconciled on each
monthly invoice to ensure accuracy.

C.5.2.1.9 The prime contractor shall comply with the guidelines of the Office of Management and
Budget (OMB) Super Circular A200. The prime contractor shall comply with, and ensure
its sub-contractors comply with, all provisions of the Homeless Services Reform Act of 2005,
as amended (HSRA), the implementation regulations, and any subsequent amendments to
the HSRA or implementing regulations. The prime contractor shall comply with, and ensure
its sub-contractors comply with, all provisions of the Settlement Agreement between the
U.S. of America and the District of Columbia under the Americans with Disabilities Act.

C.5.2.1.10 The prime contractor shall provide (and ensure that its subcontractors provide) homeless
services in accordance with policies, standards, and best practices as developed and/or
approved by the District. The District may request that The prime contractor participate in
the development of written policies. All formal policy guidance (i.e., written guidance
establishing new policy and/or interpretations of existing policy/law) shall be submitted to
DHS for review/approval prior to distribution.

C.5.2.1.11 The prime contractor shall facilitate data and information sharing across subcontractors and
other providers within the Continuum of Care, within the permissible bounds of the law and
the District’s release of information policies, to enable effective outreach,
identification/location of clients, and connection to housing and services.

C.5.2.1.12 The prime contractor shall require that all agencies providing direct services to clients
(including both the prime contractor, as applicable, and subcontractors) use the District’s
Homeless Management Information System to capture client -level data, including case
management notes and supporting documentation, in accordance with standards and policies
governing the use of the District’s HMIS.

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C.5.2.1.13 The prime contractor shall develop a budget with a target of providing a 10% match. This
match requirement can be met through a combination of cash match, in -kind services and
donated materials. The match shall be for eligible activities under this contract. In -kind
donations and volunteer services and their monetary value should be tracked on a monthly
basis and documented as a part of the invoicing for the contract. If in-kind donations and
volunteer services do not provide 10% of the annual budget, The prime contractor shall
provide a cash match to meet the requirement.

C.5.2.1.14 The prime contractor shall report the 10% match in an itemized format with the submission
of its annual budget. If the prime contractor is unable to match the 10% requirement,
payment shall be submitted at the end of the option period.

C.5.2.1.15 Examples of in-kind donations or volunteer services include but are not limited to, meal or
snack donations/preparations/serving/delivery, clothing, furniture, supplies (i.e. personal
hygiene products), and equipment.

C.5.2.2 SUBCONTRACTOR MONITORING

C.5.2.2.1 The prime contractor s hall be responsible for monitoring the service delivery of all
subcontractors in accordance with Section C.5.6

C.5.2.2.2 The prime contractor shall hold all subcontractors, including any arm of its agency that
provides direct services to the same standard of all requirements written in this SOW.

C.5.2.2.3 The prime contractor may choose to subcontract services listed in this SOW with approval
from the CO.

C.5.2.2.4 The prime contractor shall ensure that subcontractors do not subcontract with another
provider. The prime contractor shall ensure there is only one level of subcontracting when
a service is subcontracted.

C.5.2.2.5 Through its subcontract agreements and monitor the prime contractor shall establish a
process for selecting subcontractors/oversight activities, the prime contractor shall ensure
that its subcontractors effectively monitor the appropriateness of their programs/services for
participants and refer participants to other programs/services in accordance with District
policies (e.g., the District’s Coordinated Asse ssment and Housing Placement System
manual) when those programs/services are deemed to be more appropriate

C.5.2.2.6 The prime contractor shall ensure that subcontractors directly report to the prime contractor.
The prime contractor shall be responsible for reporting to the District.

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C.5.2.2.7 The prime contractor shall establish a process for selecting subcontractors in accordance
with the Department of Small and Local Business Development which shall be approved by
the CO, for awarding subcontracts to providers. The prime contractor shall develop a scoring
system that takes into consideration/prioritizes programs and services based on alignment
with the District’s Strategic Plan (Homeward DC 2.0), past performance (which minimally
shall include a review of provider outcome d ata from HMIS, recommendations provided
via the ICH Performance and Quality Improvement Initiative, and program compliance
history), cost-effectiveness, and staff qualifications. The prime contractor shall provide the
contract administrator and the contracting officer with a copy of all solicitation requests and
contractor responses.

C.5.2.2.8 GENERAL MONITORING REQUIREMENTS

C.5.2.2.9 The prime contractor shall be responsible for establishing internal quality protocols and an
internal quality review process. The prime contractor shall submit subcontract agreements
within 30-day of award as needed by the District.

C.5.2.2.10 The prime contractor shall lead all investigations of complaints, as well as assist with the
resolution of complaints, and shall report all findings and outcomes to the District. prime
contractor shall work with subcontractors to gather information and documentation related
to the complaints and investigations and have subcontractor staff available for interviews
related to complaints and investigations. Additionally, the prime contractor shall work with
subcontractors to address findings and rec ommendations related to complaints and
investigations.

C.5.2.2.11 The prime contractor shall have a Monitoring Unit that is separate and distinct from any unit
involved in the direct provision of services. If the prime is also providing direct services,
that division shall be treated the same as any subcontractor regarding monitoring and
oversight.

C.5.2.2.12 MONITORING PLANS

C.5.2.2.13 The prime contractor shall develop and submit for approval, a monitoring plan to ensure that
each program, service, and subcontractor operates in compliance with all applicable federal
and local laws/regulations, practice standards, provisions and requirements listed within this
SOW. The prime contractor shall provide the CA with the monitoring plan within 30 days of
contract award and annually or as needed thereafter. The plan shall include but is not limited
to:
a. procedure for risk assessments
b. procedure for monitoring subcontractors shall include at minimum:
c. monitoring frequency
d. monitoring tools (i.e. monitoring check-list), data collections systems)

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e. procedure for entrance and exit conference
f. procedure and protocols for site visits
g. procedure for providing notification for monitoring
h. procedure for entrance and exit conference
i. procedure for managing noncompliance
j. procedure for monitoring Background Clearance requirements
k. procedure for reporting monitoring results to the District.
l. process for monitoring sub-contractor compliance with Unusual Incident Report
Review (UIR)
m. procedure for building inspections
n. process for annual financial reviews
C.5.2.2.14 The prime contractor shall also ensure cooperation with the Department of Human Services
Office of Policy Review, Monitoring, and Investigations (OPRMI) and the Family Services
Administration Operations Division (FSA -Ops) regarding any requests of independent
monitoring and investigations of the Prime or their subcontractors.
C.5.2.2.14.1 The prime contractor shall submit to the CA documentation on a monthly basis of the
implementation, findings, and actions to cure deficiencies related to the monitoring plan,
except in cases where immediate health and/or safety issues are identified, which shall be
reported to the CA and FSA Administrator immediately within 24 hours upon identification.
C.5.2.2.15 The prime contractor shall establish a shared electronic database (Smartsheet or other
shareable database) to file and store all sub -contractor agreements, monitoring results, and
any other required documentation for contract compliance of this SOW. The prime shall
ensure that the CA and CO can access the database as needed. The District reserves the right
to change the database to ensure the District’s access and prime contractor compliance of
the SOW.

C.5.2.2.16 PERFORMANCE EV ALUATIONS

C.5.2.2.17 The prime contractor shall monitor and evaluate the subcontractor's performance based on
the subcontractor's agreement monthly. The CA shall make periodic scheduled and
unscheduled monitoring site visit of the prime contractor and their sub contractor to review
records and discuss the quality of services rendered. The prime contractor shall submit a
monthly schedule of all scheduled site –visit to the district within five-business day of each
month. This may include a review of the prime contractor or any of its subcontractors.

C.5.2.2.18 The prime contractor shall prepare documentation and participate in the District’s quarterly
Performance Evaluations and Audits. These performance evaluations will include interviews
with subcontractors, participants, and other stakeholders for feedback on the services'
efficacy. The evaluation and audit process includes Desk Reviews, Focused Reviews, and
Comprehensive Program Reviews. The District reserves the right to complete a Performance
Evaluation and Audits as needed and without advance notice to the Prime Contract in
response to any investigation, quality assurance concerns, UIR, incident or other concerns.
a. Desk Review: Monitoring expenditures and services via written materials and reports
such as invoices, monthly reports, one-to-one reports, and expenditure reports.

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b. Focused Review: Dedicated time with an agency or program staff to observe program
operations, discuss program performance, address programmatic or contract -related
issues, or provide technical assistance.
c. Program Review: On-site assessment of programmatic records, applicable policies, and
procedures, compliance with program standards/contract terms/regulations, reporting
(e.g., case notes review, case plans, assessments), site visits, other items dependi ng on
the type of contract, and follow-up on any findings.

C.5.2.2.19 CORRECTIVE ACTIONS AND REMEDIATION

C.5.2.2.20 The prime contractor shall complete and submit to the CA by the 15th day of the month a
compliance report following each monitoring visit that includes but is not limited to:
a. All findings
b. Date of concern or findings
c. Explanation of concern or findings
d. Finding close-outs as applicable
e. Action Plan for correcting concern or finding
f. Outline of Concern or Finding
g. Corrective steps to resolve concern or finding
h. Needed follow-ups and next steps
i. Updates and outcomes from previous monthly monitoring as needed

C.5.2.2.21 The prime contractor shall develop and implement corrective action in instances of poor
performance-related requirements in this SOW or otherwise defined by federal and local
laws and regulations.

C.5.2.2.22 The prime contractor shall maintain all compliance reports on file, which will be shared with
the District via a secure, online sharing portal. The District shall have 24/7 access to this
electronic repository.

C.5.2.2.23 CASE MANAGEMENT MONITORING AND OVERSIGHT

C.5.2.2.24 The prime contractor is responsible for monitoring, oversight, and capacity building of
housing-focused case management services.

C.5.2.2.25 The prime contractor shall monitor and provide technical assistance as needed to ensure that
case managers are actively and effectively working with participants, and other service
providers as applicable to meet the participant-driven housing goals.

C.5.2.2.26 The prime contractor shall notify the district of major problems or risks related to specific
cases as needed to ensure successful exit to permanent housing.

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C.5.2.2.27 The prime contractor shall monitor, provide best practice trainings and provide oversight to
ensure quality housing-focused case management services are provided.

C.5.2.2.27 The prime contractor shall provide bilingual staff or interpretation services to meet the needs
of those persons experiencing homelessness and imminently at risk of homelessness,
receiving services and benefits in accordance with the DC Language Access Act and the
Americans with Disabilities Act.

C.5.2.2.28 The prime contractor shall abide by all local, state, and federal confidentiality laws.

C.5.2.2.29 The prime contractor shall ensure that no shelter or housing program, stores, or otherwise
handles client medications, except upon request by the client as a reasonable
accommodation. All accommodations must be approved by the CA or CO before
implementation.

C.5.2.2.30 FISCAL AND FINANCIAL MONITORING

C.5.2.2.31 The Prime shall submit a spending plan at the start of the contract period.

C.5.2.2.32 The Prime shall submit a quarterly burn rate report outlining the allowable expenditures for
the quarter.

C.5.2.2.33 The prime contractor shall submit a quarterly report of all other federal earmarked
expenditures, separate by each grant (if applicable), to the CA. The prime contractor shall
ensure and confirm that other federal funding sources provided by the District and identified
as Federal funding are earmarked for serving the targeted population. The prime contractor
shall ensure documentation is collected/maintained, as the applicable guidelines and
regulations required. Any expenditures disallowed through federal or local audit review shall
be subject to repayment by the prime contractor.

C.5.2.2.34 The prime contractor shall comply with all federal rules and regulations for federal funds,
which include but are not limited to, 576 HUD Emergency Solutions Grant Program Interim
Rules, 45 CFR Part 96 Subpart G Social Services Block Grant, 45 CFR Part 97 Consolidation
of Grants to the Insular Areas, and 2 CFR Part 200 Uniform Guidance.

C.5.2.2.35 The prime contractor shall comply with any changes to rules and regulations regarding
federal funding.

C.5.2.2.36 The prime contractor shall alert the CA of any federal rules and regulations changes. This
includes but is not limited to, all federal grants that the prime contractor receives and any
programmatic rules and regulations (i.e., Continuum of Care Program).

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C.5.2.2.37 The prime contractor shall facilitate public/private collaborations to ensure that services
funded under this contract are coordinated with other services provided throughout the
continuum of care and that the District’s investments are used to leverage additional
investments/donations to the maximum extent possible to address the needs of the homeless
population, which includes individuals and families.

C.5.2.2.38 The prime contractor shall demonstrate collaboration and leveraging of resources with
community partners to provide additional services that the individual or family may require.
Sources that demonstrate this collaboration include letters of leverage, signed agreements,
MOUs, or donation receipts. The prime contractor shall have formal, written agreements in
place with community partners, or in the case of District services, a liaison established with
the District, to provide the services in this SOW to the homeless families se rved by the
system. The prime contractor shall be able to demonstrate direct and coordinated links to
community partners.

C.5.2.2.39 The prime contractor shall ensure that the leverage of any additional resources such as social
services, mental health, workforce development, and educational programs do not duplicate
any other publicly funded services.

C.5.2.2.40 The prime contractor shall identify the leverage of any additional resources at the beginning
of the option year and submit a report to the CA. The report, at minimum, shall identify
additional resources by the provider, service category, and anticipated amount. The report
shall clearly delineate publicly funded services and additional resource leverage by quantity
and amount. The report shall be updated quarterly.

C.5.2.2.41 The prime contractor shall provide the contract administrator and the contracting officer with
a copy of all solicitation requests and contractor responses.

C.5.2.3 SECURITY CLEARANCES AND BACKGROUNG CHECKS

C.5.2.3.1 The prime contractor shall obtain background check documents for all employees, all
subcontracted staff, and any volunteers with direct contact with program participants. All
documents must be current within one year of the submission date. The prime shall maintain
a database of all staff cleared to work on programs or projects within this SOW. The prime
shall ensure that all staff working on programs and projects within this SOW are fully cleared
and have up -to-date clearance records. The prime shall provide the District access to the
background clearance database and records as required for monitoring and compliance.

C.5.2.3.2 The prime contractor shall ensure all positions providing services under this contract
complete suitability screenings as outlined in the Suitability Screening Policy.

C.5.2.3.3 The prime contractor shall ensure criminal background checks are conducted per the policies
and procedures of the MPD and FBI.

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C.5.2.3.4 All clearances must be valid throughout the entirety of the contract period. If the Prime
Contractor’s or subcontractor’s employee assigned to this SOW does not meet the guidelines
above, this person cannot be funded through this SOW. The prime contractor and their
subcontractor shall be responsible for all clearance renewals to expiration.

C.5.2.3.5 The prime and their subcontractor shall ensure all staff clearance documentation is renewed
as outlined in the Screening Suitability Policy

C.5.2.3.6 The prime and their subcontractors shall ensure all employees are not adversely affected by
alcohol, illegal drugs, or legal drug use during work hours. The Provider shall ensure that,
at all times, employees carry out their work duties in a safe manner.

C.5.2.3.7 Mandatory drug testing shall be utilized to ensure that each applicant, appointee, and
unsupervised volunteer is not under the influence of drugs or alcohol while working with the
District's vulnerable population. The prime and their subcontractors shall ensure each
employee in a safety-sensitive position is subject to random drug testing and shall execute a
consent to the testing listed in this SOW. Applicants are tested for the presence of drugs only.
Prime and its subcontractors shall have an active drug-free workplace policy.

C.5.2.3.8 The mandatory drug test is used to determine the presence of the following illegal
drugs/controlled substances including, but not limited to the following:
a. cocaine;
b. marijuana
c. opiats;
d. amphétamines, phencyclidine;
e. codeine;
f. derivatives;
g. methamphetamines; and
h. other synthetic drugs.

C.5.2.3.9 The CA will review the prime contractor’s and their subcontractor’s records and procedures
as needed to ensure that applicable drug testing is occurring, as required.

C.5.2.4 FACILITIES MANAGEMENT AND COMPLIANCE

C.5.2.4.1 The prime contractor shall conduct quarterly fire drills across shifts in accordance with the
District law of their respective shelter facilities and maintain fire inspection records to
document compliance.

C.5.2.4.2 The prime contractor shall be in compliance with fire safety requirements at all facilities as
specified below:
a) Fire Extinguishers: The prime contractor shall require having functioning fire

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extinguishers at all shelter facilities in the following areas: kitchens, laundry
rooms, hallways, or common open spaces. In addition, all apartment units shall
have at least one apartment-size fire extinguisher. All fire extinguishers are to
be serviced yearly by a licensed professional fire extinguisher company. When
serviced, each fire extinguisher will be tagged and dated. A copy of the service
contract shall be available to the CA upon request.
b) Smoke Detectors: The prime contractor shall provide smoke detectors in all
shelter facilities in the following areas: all sleeping areas, communal areas,
laundry rooms, and kitchens. This includes both adult and family shelters. All
battery-operated smoke detectors will be tested during the fire safety checks
conducted by DHS and the prime contractor. Hardwire smoke detectors are to
be serviced annually by a licensed professional company. A copy of the service
contract should be given to the CA upon request.
c) Evacuation Plans: DHS shall provide the prime contractor with an evacuation
plan for each District owned and leased facility. The prime contractor shall
ensure that the plan is posted in all appropriate locations (i.e., near exit signs,
elevators, hallways, stairwells).
d) Exit Signs: The prime contractor shall have exit signs at all exits. Electrical exit
signs shall have working light bulbs and operate correctly. Paper exit signs are
to be properly posted and secured over or near exit doors.
e) Fire Drill Logs: The prime contractor shall ensure that fire drills at all shelter
facilities are conducted every month to ensure the safety of the residents and
staff. Following each fire drill, a fire drill form shall be completed by the prime
contractor (or its designated subcontractor) and filed for review in a fire drill
logbook. Fire drill logs should include the following information on the form:
i. Time and date of fire drill.
ii. Number of participants (staff and residents).
iii. Weather conditions.
iv. Signature line and a line with the name printed of the person
completing the form and the organization they represent.
v. How much time it took for everyone to leave the building.

C.5.2.4.3 The prime contractor shall ensure that each facility/program under its oversight: has a
Certificate of Occupancy in accordance with District law; maintains safe facilities that are
in compliance with the District’s fire safety requirements; maintains required documentation;
maintains case records; provides case management services; maintains personnel records;
provides required staff training; and provides for customer feedback.

C.5.2.4.4 The prime contractor shall be in compliance with all local, state, and federal ADA
requirements. The monitoring plan shall include ADA requirements to ensure that services
are accessible to individuals and families with disabilities.

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C.5.2.5 REPORTS

C.5.2.5.1 The prime contractor shall submit monthly summary reports to the CA regarding the progress
toward task completion and SOW requirements. The monthly report shall include
information on services for single adults and families in Section C.5, Contract Requirements.
The report shall be submitted with the monthly invoice. The prime contractor shall submit
the monthly summary report to the DHS Individuals team and the CA by the 15th of the
following month.

C.5.2.5.2 The prime contractor shall ensure that the report, at minimum, includes the number of clients
served, the service type, the outcome of said service, and the provider. The reporting format
shall be mutually agreed upon by the prime contractor and DHS.

C.5.2.5.3 The prime contractor shall ensure the monthly report for all programs and sites at minimum,
includes:
1. Total number of households served
2. Total number of persons served
3. Total number of participants (leavers and stayers) enrolled in HFCM
4. Percentage of participants (leavers and stayers) enrolled in HFCM
5. Total number of leavers
6. Percentage leavers
7. The average length of stay for leavers
8. Total number of stayers
9. Percentage stayers
10. The average length of stay for stayers
11. Total number of long-stayers
l2. Percentage long-stayers
13. Total number of Long-stayers (90-day or more) enrolled in HFCM
14. Percentage of long-stayers (90-day or more) enrolled in HFCM
15. Total number of participants with birth certificate
16. Percentage of participants with birth certificate
17. Total number of participants with SS card
18. Percentage of participants with SS card
19. Total number of participants with ID
20. Percentage of participants with ID
21. Total number of veterans
22. Percentage of veterans
23. Total number with a disabling condition
24. Percentage with a disabling condition
25. Total number enrolled in school
26. Percentage enrolled in school

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27. Total number of income
28. Percentage with income
29. Total number of participants housed
30. Percentage of participants housed

C.5.2.5.4 Bridge Housing-specific data shall be included in the monthly report.
1 Total number of people referred to the program.
2. Total number of people who move into the program
3. Length of stay in the program
4. Length of time between match and lease up
5. Client satisfaction
6. Total number of Client ‘success’ in achieving permanent residence by client and
percent of total

C.5.2.5.5 In addition to the monthly report, the prime shall provide an annual aggregated report of the
monthly data elements noted in section C.5.2.5.3 (the section above).

C.5.2.5.6 The prime contractor shall provide program and expenditure data to the District upon
request.

C.5.2.5.7 The prime contractor shall report unusual incidents through the DHS unusual incident
database immediately upon the occurrence of the incident to the appropriate DHS designated
offices (to be provided within 30 days of contract award) no later than two hours or the next
business day of the incident. The prime contractor shall report the incident in writing within
three days after the incident occurrence on the DHS Form 1243, Unusual Incident Report
Form.

C.5.2.5.8 An unusual incident is an event that affects staff contractor employees or network provider
staff or customers and is significantly different from the regular routine or established
procedures. Examples of these incidents include, but are not limited to:
a) Death;
b) Injury;
c) Unexplained absence of a client;
d) Physical, sexual, or verbal abuse of a client by staff or other clients;
e) Staff negligence.
f) Fire;
g) Theft, destruction of property, or sudden serious problems in the physical
facility;
h) Complaints from families of clients;
i) Requests for information from the press, attorneys, or government officials
outside of DHS staff involved with the contract; and Client behavior requiring
attention of staff not usually involved in their care.

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C.5.2.5.9 The prime contractor shall submit a final, annual report to the CA no later than the 30th day
after the end of the current period of performance. This report will summarize all service
delivery data, accomplishments, issues, and recommendations.

C.5.2.5.10 The prime contractor shall adhere to specific reporting requirements set forth in each service
under this contract.

C.5.2.5.11 The prime contractor shall conduct an annual Customer Satisfaction Survey of the homeless
clients and provide the CA a sampling of the Customer Satisfaction Survey within 75
days of completion. The prime contractor shall submit a summary report of all survey
findings. The CA may request the results of all surveys or additional samplings.

C.5.2.5.12 The prime contractor shall strategize with DHS on the methodology for the annual Customer
Satisfaction Survey. The prime contractor understands that different methodologies (i.e.
paper, electronic, or in-person) surveying methodologies may be implemented for the most
effective survey results.

C.5.2.5.13 The prime contractor shall collaborate with the CA on the survey methodology, which shall
be mutually agreed upon prior to its execution. The survey methodology, at minimum, shall
include sampling, questionnaire content, and data analysis.

C.5.2.5.14 The prime contractor shall require all subcontractors to participate in the PIT. The PIT shall
comply with HUD requirements.

C.5.2.5.15 The prime contractor shall submit expenditure reports monthly or as requested to the District
vetting funding requests for merit and authenticity.

C.5.2.6 Recordkeeping

C.5.2.6.1 The prime contractor shall develop, within 30 days of the contract award, a system for
maintaining records that shall include:
a) Subcontractor SOW
b) A signed copy of the subcontract or agreements
c) The scope of work
d) Measurable goals and performance targets
e) Program budget.
i. The program budget shall include line-item categories for all costs, which include
personnel and non-personnel costs. Personnel costs shall include, at minimum,
labor and fringe benefits for each position. Non-personnel costs shall include, at
minimum, services supportive and direct, administrative fees (i.e., supplies,
materials, equipment), food, and other operating costs.
ii. DHS may provide a template upon request from the Prime Contractor.
f) Program personnel list
g) Job descriptions
h) Organizational chart

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i. The organizational chart shall include all departments and personnel that are
involved with any of the requirements in this scope.
i) Organizational budget
j) Organization's most recent annual report
k) Certificate of Occupancy for non-District owned locations.
l) Business license
m) Signed certification of Prime Contractor's fiscal controls
n) Lease agreements.
o) Insurance policies
p) Workplace policies
i. Workplace policies shall include but are not limited to, all HR, operations,
and administrative policies.
q) Evidence of coordination and collaborative agreements
r) Lead-based paint disclosure form
s) Certification of participation of formerly homeless individual(s) on board or
advisory board
t) Certification of good standing to operate in the District of Columbia from the
Department of Consumer and Regulatory Affairs
u) Signed copy of the most recent audit or financial report

C.5.2.6.2 The prime contractor shall ensure that the system for record maintaining shall cover all
services in this SOW. If the prime contractor subcontracts the services in this SOW, then The
prime contractor is responsible for ensuring that all subcontractors adhere to its system for
record maintenance.

C.5.2.6.3 The prime contractor shall comply with the guidelines of the Office of Management and
Budget (OMB) Super Circular A200. The prime contractor shall comply with, and ensure its
subcontractors comply with, all provisions of the Homeless Services Reform Act of 2005, as
amended (HSRA), the implementing regulations, and any subsequent amendments to the
HSRA or implementing regulations. The prime contractor shall comply with, and ensure its
subcontractors comply with, all provisions of the Settlement Agreement between the U.S. of
America and the District of Columbia under the Americans with Disabilities Act.

C.5.2.6.4 The prime contractor shall maintain clients' records at shelter/housing facilities (or Prime
Contractor/subcontractor’s office when applicable) electronically and/or non-electronically,
which shall include basic case management forms and documentation, including but not
limited to Eligibility Determination (either homeless, disabled or from a targeted
population); Intake Information; Resident Contract; Program Rules corresponding with the
Homeless Services Reform Act of 2005; Listing of Rights and Responsibilities; Release of
Information Form; Initial Assessment; Case Management Plan; Documentation of Escrow
and Escrow balance; Case Notes; Housing Stability Plans. All information provided to the
client (e.g., program rules, resident contract) should include a client-signed acknowledgment

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of receipt, which should also be maintained in the client file that the District has 24/7 access
to.

C.5.2.7 CLIENT GRIEV ANCES

C.5.2.7.1 The prime contractor shall establish uniform procedures for filing all grievances and
resolution in accordance with the HSRA within 30 days of the contract award and shall post
these procedures in common areas, including dining rooms, meeting areas, common
hallways, and administrative offices, in each shelter facility. The procedures for filing all
grievances shall be a part of the Program Rules. The procedures, at minimum, should include
all requirements in Section C.5.1.5.

C.5.2.7.2 The prime contractor shall ensure that all subcontractors adhere to the established uniform
procedures for filing all grievances.

C.5.2.7.3 The prime contractor shall ensure that all filed grievances, including subcontractors’ filed
grievances, are properly documented electronically. The prime contractor shall submit a
monthly, electronic report of all grievances and resolution plans to the CA.

C.5.2.7.4 The prime contractor shall create a centralized complaint hotline for clients to file grievances
within 30 days of the contract award and shall ensure subcontractors post the number
prominently in common areas at all shelter/program facilities, including dining rooms,
meeting areas, common hallways, and administrative offices. The prime contractor shall
monitor, maintain a log, and follow up on calls received within 24 hours.

C.5.2.7.5 The prime contractor shall include a procedure for soliciting client feedback for the purpose
of continuous programmatic improvement in the Program Rules. The procedures for
soliciting client feedback platforms may include but are not limited to, town hall meetings
attended by program supervisors/senior management, a locked comment box only accessible
by program supervisors/senior management, or a periodic customer service survey (survey
administration shall ensure that clients are provided the opportunity to respond based on their
length of stay). Clients shall have the right to provide feedback directly or anonymously
without retaliation from staff.

C.5.2.7.6 The District reserves the right to demand a change in or removal of staff provided by the
Prime Contractor, or the subcontractors based on retaliation towards clients for soliciting
feedback. Retaliation grievances shall be reviewed and substantiated by the CA or CO before
any demand is made.

C.5.2.7.7 The prime contractor shall comply with applicable Federal and District statutes and
regulations, including eligibility determination, client due process rights to an Administrative
Review and Fair Hearing, and non-discrimination.

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C.5.2.7.8 The prime contractor shall provide representation before the Office of Administrative
Hearings to represent the prime contractor if a client requests a fair hearing directly related
to an action taken by the prime contractor. The prime contractor shall also ensure that its
subcontractors are represented at all hearings when a client requests a hearing directly related
to an action taken by a subcontractor.

C.5.2.8 SUPPLIES AND EQUIPMENT

C.5.2.8.1 The prime contractor shall provide all supplies, materials, equipment, and vehicles
necessary to provide the required services in accordance with the statement of work.
Except for those items or services specifically stated to be District furnished, the
prime contractor shall furnish everything required to perform work under this
contract.

C.5.2.8.2 At the expiration or termination of the contract, all equipment furnished and installed
by the prime contractor within District-owned and leased facilities, shall remain and
become the property of the District.

C.5.2.8.3 The prime contractor shall conduct an annual inventory report for each facility. The
inventory report shall include all equipment that is valued at $50.00 or more.

C.5.2.8.4 The prime contractor shall provide all labor, materials, and equipment necessary for
the protection of District personnel, equipment, furnishings, Facility, and Facility
accessories (including but not limited to parking lots and fences) from damage that
may be caused by the prime contractor’s negligence or other incident. Fixed items
shall be removed, if necessary, and replaced in their original locations. Equipment,
furnishings, Facility, and Facility accessories damaged due to work performed by the
prime contractor under this contract, or under a purchase order placed to a
subcontractor under this contract, shall be repaired or replaced to their original
condition by the prime contractor at no additional cost to the District.

C.5.2.8.5 The prime contractor shall ensure all equipment is properly guarded and meets all
applicable OSHA standards. If a piece of equipment is defective and needs repair,
the prime contractor shall immediately stop using the equipment. Repair or
replacement of defective equipment shall be made within 48 hours.

C.5.2.8.6 The prime contractor shall not be responsible for providing any equipment for
t h e base building referenced in Section C.5.2.

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C.5.2.9 SUBCONTRACTORS/ PROVIDERS

C.5.2.9.1 The prime contractor shall be responsible for monitoring the service delivery of all
subcontractors in accordance with Section 5.1.2.

C.5.2.9.2 The prime contractor shall hold all providers/subcontractors, including any arm of its agency
that provides direct services to the same standard of all requirements written in this SOW.

C.5.2.9.3 The prime contractor may choose to subcontract services listed in this SOW with approval
from the CO.

C.5.2.9.4 The prime contractor shall ensure that subcontractors do not subcontract with another
provider. The prime contractor shall ensure there is only one level of subcontracting when
a service is subcontracted.

C.5.2.9.5 Through its subcontract agreements and monitoring/oversight activities, the prime contractor
shall ensure that its subcontractors effectively monitor the appropriateness of their
programs/services for clients and refer clients to other programs/services in accordance with
District policies (e.g., the District’s Coordinated Assessment and Housing P lacement
System manual) when those programs/services are deemed to be more appropriate.

C.5.2.9.6 The prime contractor shall ensure that subcontractors directly report to the Prime Contractor.
The prime contractor shall be responsible for reporting to DHS.

C.5.2.10 TRAINING

C.5.2.10.1 The prime contractor shall be responsible for providing training to subcontractors
and other providers/partners within the Continuum of Care. The Prime Contract
shall provide training to the DHS and CoC providers to include, but is not limited,
to the following topics below.
1. Homeless Services Reform Act (HSRA) 2005 Overview
2. Homeless Management Information System (HMIS)
3. Housing Quality Standards (HQS)
4. Coordinated Assessment and Housing Placement (CAHP) System
5. Housing First
6. Reasonable Accommodations and ADA
7. Emergency Preparedness
8. Cultural Competency and Sensitivity (including LGBTQ cultural
competency)
9. Trauma Informed Care
10. Assertive Engagement
11. Motivational Interviewing
12. Non-Coercive Approaches to Conflict Management

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13. Crisis Intervention
14. DHS provided Case Management 101/Housing Focused Case Management
15. CPR First Aid
16. Unusual Incident Reporting (UIR)
17. Health Insurance Portability and Accountability Act (HIPAA)
18. Fair Housing
19. Landlord-Tenant Rights and Responsibilities
20. Landlord-Tenant Mitigation
21. Financial Management & Contract/Grants Administration
22. Financial Literacy
23. Suicide Risk Assessment and Prevention
24. Stages of Change
25. Conflict Resolution
26. Critical Time Intervention
27. SOAR
28. VI-SPDAT, Customer Assessment Tracking & Case History (CATCH), and
Shelter To Exit Planning (STEP) Tool
29. Language Access Line
30. Mental Health First Aid
31. Non-Violent Crisis Intervention
32. Boundaries and Confidentiality
33. The District Maintenance and Repair Tool
34. Life Skills
35. Teamings
36. Domestic Violence
37. Mandated Reporting for Children and Adults/Seniors
38. Narcan for LBS and Hypo
39. Understanding the Office of Administrative Reviews/Hearings Processes
40. Data/Assessment/Plan (DAP) Case Note Format
41. Specific, Measurable, Achievable, Relevant, Time-bound (SMART) Goals

C.5.2.10.2 Training may be delivered directly by the prime contractor, through a subcontract with a
subcontractor, and via coordination with a District government or community partner.
Within 30 days of award, the prime contractor shall submit for approval a training plan that
identifies courses, proposed instructor, policies, procedures, and proposed frequency. To
meet the needed capacity, the prime contractor shall be required to offer recordings of
training. The District will coordinate with the Prime regarding training that shall require in-
person attendance and training that virtual attendance is acceptable.

C.5.2.10.3 Training attendance shall be required in accordance with providers' or subcontractors' grants
and/or contracts with the District or prime contractor.

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C.5.2.11 PEER CASE MANAGEMENT INSTITUTE

C.5.2.11.1 The prime contractor shall develop a Peer Case Management Institute to train Clients who
are currently experiencing or were previously experiencing homelessness to become the next
generation of case managers in the homeless services field. Recognizing that individuals
with lived experience have experience and perspective that make them uniquely capable of
helping others receive homeless services, the institute will provide them with classroom -
based and field-based training to establish a career pathway into human service professions
that may have been inaccessible.

The Peer Case Management Institute shall consist of the following components:
a. The prime contractor shall ensure that the subcontractor has a process for Student
Selection and Enrollment. Each student will apply and undergo a competitive
process to be selected for the Institute.
b. The prime contractor shall ensure that the subcontractor provides in -person
classroom instruction and virtual instruction. Each student will complete at least 120
hours of classroom instruction to learn the theory, skills, and systems needed to be
a qualified case manager.
c. The prime contractor shall ensure that the subcontractor provides Field -Based
Instruction. Each student will complete at least 80 hours of field -based instruction,
or practicum hours, stationed with a homeless services provider.
d. The prime contractor shall ensure the subcontractor pays stipends monthly ($17 an
hour - for 220 hours for classes and practicum for 40 students) to Peer Institute
students, consultants, and others as needed by either check or direct deposit
depending on the preference of the payee.
e. The prime contractor shall ensure that the subcontractor provides a Background
check and drug screen. The prime contractor shall ensure that the subcontractor has
each student complete background checks and drug screens that are required for
case managers funded by the Department of Human Services.
f. Credentialing- After the classroom instruction and the completion of field -based
hours, each student shall apply for a Peer Case Management Certification.
g. The prime contractor shall ensure that the subcontractor provides Career Counseling
and Follow-Up Services. The prime contractor shall ensure that the subcontractor
provides each student with career counseling and follow -up services to apply for
jobs within the homeless services system.

Please refer to Attachment J.9 for the Peer Case Management Institute requirements and goals.

C.5.2.12 EMERGENCY PREPARATIONS

C.5.2.12.1 The prime contractor shall establish and maintain the capacity to provide and implement
Emergency Preparedness Plans for people accessing homeless services in the event that
there is a disaster or declared emergency. The prime contractor shall provide the CA with an
Emergency Preparedness Plan within 45 days of contract award. The Emergency
Preparedness Plan shall include, at minimum, all aspects of operations such as key staff

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contact information, communication protocol, transportation, shelter, food provision, supply
distribution, and other service delivery.

C.5.2.12.2 The prime contractor shall provide Emergency Preparedness training to service provider
staff to ensure readiness when there is a disaster or declared emergency.

C.5.2.12.3 The prime contractor shall maintain a backup site that will ensure the continuation of
operations in the event that a disaster or catastrophe destroys or makes unusable the
administrative offices of the Prime Contractor. The prime contractor shall provide the
location to the CA and CO within thirty days of award.

C.5.2.12.4 The prime contractor shall collaborate with DHS in the implementation of the Emergency
Preparedness Plan in the event of a disaster or declared emergency.

C.5.2.12.5 The prime contractor shall ensure the backup site meets all standards and requirements set
forth in this SOW.

C.5.2.12.6 The Contractor shall submit a Continuity of Operations (COOP) plan within forty-five days
of contract award and annually or upon request to the District for approval. The Contractor
shall ensure the COOP plan is updated annually or as need ed to account for operational or
staffing changes. The prime contractor shall also ensure all their subcontractors have
established COOP with the minimum requirements in the SOW. All updates or changes to
the COOP plan shall be submitted to the District fo r approval. The COOP plan shall have
established policies and guidance to ensure essential functions of the program continue in
the event of manmade, natural, or technological emergency disruption or the threat of
disruption to normal operations.

C.5.2.12.6.1 The COOP plan shall detail at a minimum:
a. organizational chart;
b. staffing plan listing essential staff, including their contact information and backup
contact information;
c. subcontractors;
d. necessary supplies;
e. identifies and rank critical mission functions;
f. identifies chains or delegation of authority and how decisions shall be made; list
external resources necessary to accomplish the above critical functions;
g. list necessary supplies to shelter in place for five days for staff and participants;
h. identifies backup locations or plans for serving participants if the location is closed;
i. identify critical records, hard and electronic copies, such as a. payroll
j. insurance
k. legal
l. personnel files
m. lease agreements

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n. accounts payable;
o. identify computer inventory, software, and technology needs to accomplish;
p. last staff COOP training date;
q. last update date of COOP plan; and
r. identifies and List
1. alternate facilities (if applicable)
2. logistical support services
3. infrastructure systems with contact information, e.g.: water, electrical power,
4. heating, and air conditioning to ensure the continued operations of services
5. contracted by this HCA.

C.5.2.12.7 SURGE SERVICES: The District shall provide a Surge budget to cover any unforeseen
needs of the CoC. Eligible Surge activities shall include but are not limited to the following
at the discretion of the District:
a) Surge
b) Surge Food
c) Surge Furniture/Move Services
d) Surge Security
e) Surge Janitorial
f) Surge Transportation
g) Any additional services needed to meet the needs of the CoC as approved by the
District.

C.5.2.12.7.1 All Surge Services costs shall be approved by the District before the Prime implementing
or providing services under Surge. Costs associated with Surge services not pre-approved
by the CA will not be honored by the District.

C.5.3 FACILITIES & PROGRAMS

C.5.3.1 General Services

C.5.3.1.1 The prime contractor shall be responsible for the provision of the following:

Shelter Type Eligibility
Low-Barrier Individuals

Temporary
Individuals
Families
Hypothermia Individuals
Transitional Housing Individuals

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Families
Blended/Mixed Type Individuals
Bridge Housing Individuals

C.5.3.1.2 The prime contractor understands the following descriptions:

Shelter Type Shelter Description

Low-Barrier
Used to shelter and engage individuals who avoid temporary shelter because of
identification, time limit, or other program requirements. It refers to overnight
housing accommodation for individuals who are homeless, provided directly by,
or through a contract with or grant from, the District, to provide shelter to
individuals without the imposition of identification, time limits, or other
program requirements.
Bridge Housing Bridge housing is defined as temporary apartment-style units for clients
transitioning into housing currently living in encampments or in shelters who
have been matched to a PSH voucher but have not yet signed a lease.
The program's primary objective is to move clients from Bridge
Housing into permanent housing within 90 days or less of their arrival.

Hypothermia
Under the HSRA, this is defined as a public or private building that the District
shall make available for the purpose of providing shelter to individuals who are
homeless and cannot access other shelters whenever the actual or forecasted
temperature, including the wind chill factor, falls below 32 degrees Fahrenheit.

Transitional Housing
Defined by the HSRA to mean a 24 -hour housing accommodation, provided
directly by, or through a contract with or grant from, the District, for individuals
and families that:
a) Are homeless.
b) Require a structured program of supportive services for up to 2 years or as
long as necessary to prepare for self-sufficient living in permanent housing; and
c) Consent to a case management plan developed collaboratively with the
provider.

Under the Interim CoC Rules, HUD similarly defines Transitional Housing to
mean housing in which all program participants have signed a lease or
occupancy agreement, the purpose of which is to facilitate the movement of
homeless individuals and families into permanent housing within 24 months or
such longer period as HUD determines necessary. The program participant shall

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have a lease or occupancy agreement for at least one month that ends in 24
months and cannot be extended. The HUD Homeless definition includes
individuals and families living in Transitional Housing.

Transitional Housing models should incorporate therapeutic and communal
environments for special populations (e.g., victims of domestic violence and
individuals with substance abuse issues). Transitional Housing is targeted to two
different types of households: 1) young households with developmental needs,
2) households with a therapeutic need and who prefer a communal setting (e.g.,
domestic violence, substance use), and 3) youth identified as LGBTQ.
Blended/Mixed Type Shelters that provide a combination of low barrier, temporary, hypothermia,
and/or transitional housing services.

C.5.3.1.3 The prime contractor shall be responsible for, at minimum, ensuring the following services
are offered to all participants: case management, residential supervision, crisis intervention,
security, meals, restrooms, and showers.

C.5.3.1.4 The prime contractor shall ensure that the following services are accessible and offered to
program participants by public or private community partners: physical health care, mental
health care, substance abuse/recovery services, education/life skills, and legal services.

C.5.3.1.5 The prime contractor shall ensure that all program participants are screened for diversion to
determine if they can gain access to other housing options and remain housed or be rehoused
temporarily or permanently instead of utilizing shelter services.

C.5.3.1.6 The prime contractor shall ensure that any participant who self-identifies as living with
HIV/AIDS shall be linked to housing resources available through agencies funded to
provide Housing Opportunities for Persons with Aids (HOPWA) services. This does not
prohibit the prime contractor from providing immediate housing or other services to
participants or allowing the prime contractor to deny access to such services.

C.5.3.1.7 The prime contractor shall ensure that subcontractors maintain a daily log to record all
shelter activities and that the daily log is maintained electronically in a designated
electronic database approved by the CA.

C.5.3.1.8 The prime contractor shall ensure that all approved Program Rules and procedures are
explained to each client. Additionally, the prime contractor shall provide them with details
of their rights and responsibilities as a resident of the program. The prime contractor shall
ensure that all clients sign the approved Program rules to be kept in the client record and
be given a copy of all documents.

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C.5.3.1.9 The prime contractor shall abide by all established policies and procedures regarding
administrative reviews, fair hearings, eligibility determinations, and due process. The
prime contractor shall initiate the appropriate process, as needed when grievances about
housing and/or service policies and/or requests for fair hearings are received.

C.5.3.1.10 The prime contractor shall be responsible for ensuring that the personal belongings of
those entering the shelter is inspected to ensure the safety and health of single homeless
adults and families receiving services.

C.5.3.1.11 The prime contractor shall, as required by the McKinney-Vento Act and as amended by
the HEARTH Act, provide documentation demonstrating that The prime contractor has
established education-related policies and practices for individuals and families enrolled in
the contractor’s program.

C.5.3.1.12 The prime contractor shall not only document the prime contractor’s education-related
policies and practices for the prime contractor’s clients but also document the process by
which the prime contractor established these policies and practices to ensure compliance
with the McKinney-Vento Act, as amended by the HEARTH Act.

C.5.3.1.13 The prime contractor shall, as required by the McKinney-Vento Act and as amended by
the HEARTH Act, designate a staff person to ensure that children participants are enrolled
in school and connected to the appropriate services within the community. The prime
contractor shall document, in writing, its process for identifying/hiring a designated staff
person, including any budget or resource implications, to ensure compliance with the
McKinney-Vento Act, as amended by the HEARTH Act.

C.5.3.1.14 The prime contractor shall ensure that individuals and families enrolled in the District of
Columbia Public Schools are connected to their appropriate homeless liaison.

C.5.3.1.15 The prime contractor shall ensure the verification of school enrollment and attendance. Any
signs of truancy shall be reported to the school’s homeless liaison.

C.5.3.1.16 The prime contractor shall ensure that student enrollment and attendance on a daily basis.
Any signs of truancy shall be reported in writing (electronically) to the school’s homeless
liaison within 24 hours.

C.5.3.1.17 The prime contractor shall not deny entry to the program based on suspicion of substance
abuse, insobriety, mental disorder, or criminal background, unless a client poses an
imminent threat to themselves, staff, or other clients. Further, the prime contractor is
prohibited from conducting drug or alcohol testing, criminal background checks or making
inquiries to verify that a client is clean and sober (free from alcohol or drug use) for entry
purposes. The prime contractor may enforce rules regarding substance abuse, insobriety,

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mental disorder, or criminal background, unless a client poses an imminent threat to
themselves, staff, or other clients once individuals or families enter the program.

C.5.3.1.18 The prime contractor shall ensure that program rules in Section C.5.2 are consistent with
policies regarding substance abuse, insobriety, mental disorder, or criminal background,
unless a client poses an imminent threat to themselves, staff, or other clients in accordance
with C.5.2.1.16 and a housing first approach.

C.5.3.2 LOW-BARRIER SHELTER SERVICES

C.5.3.2.1 The Prime Contract shall be responsible for the provision of low-barrier overnight
emergency shelter 365 days per year to single homeless adults who are in need of
temporary housing.

C.5.3.2.2 The prime contractor agrees to provide at minimum overnight shelter between the hours of
5:00 pm until 9:00am, seven days per week. The prime contractor shall provide extend
shelter hours to include 24/7 operations as needed by the District.

C.5.3.2.3 The prime contractor shall be responsible for the provision of low-barrier emergency
shelter to single homeless adults on a first come, first serve basis according to the
published rules for the homeless services continuum.

C.5.3.3 TEMPORARY SHELTER SERVICES

C.5.3.3.1 The prime contractor shall be responsible for the provision of overnight emergency shelter
365 days per year to homeless families who are in need of temporary housing.

C.5.3.4 SEVERE WEATHER SHELTER SERVICES

C.5.3.4.1 The prime shall ensure compliance with the District Winter Plan and ensure Hypothermia
services are operational during Hypothermia season from November 1st (1st) to April 15th
annually.

C.5.3.4.2 The prime contractor shall ensure that designated hypothermia beds at low-barrier and
temporary shelters are brought online and operational daily when the temperature falls to
or below 32 degrees Fahrenheit or as needed by the District during Hypothermia season.
The prime contractor shall also ensure the operations of hypothermia sheltering services
for 24 hours during a Cold Weather Alert including holidays.

C.5.3.4.3 The prime contractor shall research and secure appropriate Hypothermia Shelters to be
utilized during hypothermia season. The prime contractor shall ensure DHS-approved
locations are identified at a minimum of 120 days prior to the start of hypothermia
season.

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C.5.3.4.4 The prime contractor shall ensure ramp-up occurs at least 90 days prior to Hypothermia
season. The prime contractor shall ensure operational readiness to include but not limited
to the following:

1. Onboarding site operational teams.
2. Ensure supplies and equipment are available at each location.
3. Ensure training of onsite management and staff.
4. Award and execute sub-contract to permit at least a 60-day ramp for
subcontractors.

C.5.3.4.5 The prime contractor shall be responsible for coordinating training for subcontractors and
other providers/partners within the CoC during hypothermia. Training shall be completed
before the start of the Hypothermia season. The prime contractor shall ensure that training
occurs as needed to ensure the safety of sites throughout the hypothermia season.

C.5.3.4.6 The prime contractor shall ensure the subcontractors capture and enter all required data
into the Homeless Management Information System (HMIS) in accordance with the
District HMIS policies and procedures.

C.5.3.4.7 The prime contractor shall ensure subcontractors contact the Homeless Services Hotline
when they are unable to intake a client due to being at maximum capacity for the sites. The
prime shall ensure clients are connected to another Hypothermia Shelter with an available
bed and transportation is arranged through the Homeless Shelter Hotline.

C.5.3.4.8 The prime contractor shall ensure clean linens are issued at entry to each client, for
hypothermia shelters, clients shall be provided with one (1) freshly laundered twin flat
sheet each evening, which can be returned by the client at program exit in the morning.

C.5.3.5 TRANSITIONAL HOUSING SERVICES

C.5.3.5.1 The prime contractor shall provide shelter/housing services to individuals and families
experiencing homelessness who are preparing to move towards self -sufficiency and
transition to permanent housing. These services shall have a living space that has a bed, bed
linen, storage for personal belongings, common areas (dining, group activities, designated
outside smoking, and bathrooms), and administrative space.

C.5.3.5.2 The prime contractor shall provide access to a 24-hour residential environment:
a) An apartment-style or group home housing accommodation; and
b) Access to private space and personal time

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C.5.3.5.3 The prime contractor shall ensure that transitional shelter/housing units are maintained and
inspected weekly between the hours of 9:00 am to 9:00 pm with reasonable notice of the
planned inspection to ensure that minimal standards in the HSRA are met for unit upkeep.

C.5.3.5.4 The prime contractor shall cost transitional housing by units (beds and families). A unit
shall only be considered “filled” if it is occupied for more than half a month.

C.5.3.5.5 The prime contractor shall only invoice for transitional units that are considered filled.

C.5.3.6 COORDINATED ENTRY SERVICES

C.5.3.6.1 The prime contractor shall ensure that all its staff and subcontractors participate in the
CAHP.

C.5.3.6.2 The prime contractor shall monitor all CAHP participation to ensure that compliance is met
with the District’s CAHP procedures.

C.5.3.7 APARTMENT/ OTHER FACILITIES

C.5.3.7.1 The prime contractor shall provide operational, janitorial, and/or maintenance
services at sites designated as PSH/Apartment/Other in the Consolidated Shelter
List.

C.5.3.8 BLENDED/ MIXED SHELTERS

C.5.3.8.1 The prime contractor shall provide operational, food, case management, janitorial,
and/or security services for blended or mixed shelters (i.e. shelters that provide low
barrier, temporary, hypothermia, and/or transitional housing services).

C.5.3.9 SHELTER/HOUSING STANDARDS

C.5.3.9.1 The prime contractor shall ensure that any shelter provided under this SOW meets
the ICH Minimal Habitability Standards (under development), HSRA
requirements, and the requirements specified in this Statement of Work.

C.5.3.9.2 The prime contractor shall ensure that any inspectors performing housing or
shelter inspections under this SOW are appropriately certified to conduct the
specified inspection.

C.5.3.9.3 The prime contractor shall ensure that inspectors possess the HUD Housing
Quality Standards (HQS) certification.

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C.5.3.9.4 The prime contractor shall procure all applicable licenses or permits necessary to
meet the code regulations required to operate the Program funded under this SOW.
All applicable licenses or permits shall be housed at each shelter/housing facility.

C.5.3.10 BRIDGE HOUSING

C.5.3.10.1 Bridge housing is established to make case management services easier for PSH providers,
by having clients centrally located. This program aims to expedite PSH voucher
application and reduce the timeframe from voucher matching to securing permanent
residency for qualified clients. As such, the program's prime objective is moving clients
from bridge housing into permanent housing 90 days or less after arriving.

In order to facilitate the program’s success, the provider will:

1. provide housing-focused case management assistance,
2. expedite the housing process for clients who are matched to a housing voucher,
3. provide a new model to help encourage unsheltered individuals to take advantage
of this shelter,
4. provide temporary housing in apartment-style units.

In addition, the provider will ensure that:

1. breakfast and dinner are served every day,
2. clients have access to supportive services,
3. resident monitors are onsite 24 hour a day, seven days a week,
4. onsite case managers establish office hours in the morning and evening,
5. outside providers are allowed to continue to visit with clients outside of office
hours as needed,
6. PSH housing navigators are allowed for and/or provided to assist with unit
identification and viewings.

C.5.4 OPERATIONS

C.5.4.1 The prime contractor shall be responsible for day-to-day operations at District-owned
facilities. Operations are a separate and distinct set of function from case management;
they may be provided by the same entity, or they may be provided by separate entities.

C.5.4.1.1 Operations include all services provided to clients except janitorial, security, maintenance,
and case management services.

C.5.4.1.2 The prime contractor shall be responsible for serving as a liaison to other on-site
providers/subcontractors, including janitorial and maintenance staff, security staff, food
providers, and case management staff. In addition, the prime contractor shall identify a

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shift supervisor at each facility, which shall serve as the primary point of contact for the
prime contractor and the District.

C.5.4.1.3 The prime contractor shall create, maintain, and submit an electronic list of shift
supervisors for each facility to the CA, to be provided quarterly, one per facility.

C.5.4.1.4 The prime contractor shall be responsible for managing client intake at each facility,
including bed/unit assignment, orientation to the facility, and orientation to facility/program
rules.

C.5.4.1.5 The prime contractor shall provide clean linens upon program entry to each client.
a) For low-barrier shelters, clients shall be provided with one freshly laundered
twin flat sheet each evening, which shall be returned by the client at the program
exit in the morning.
b) For temporary shelters, clients shall be provided with one freshly
laundered twin flat sheet each evening, which shall be returned by the
client at the program exit in the morning.
c) For hypothermia shelters, clients shall be provided with one freshly
laundered twin flat sheet each evening, which shall be returned by the
client at the program exit in the morning.

C.5.4.1.6 The prime contractor shall capture and enter all required data into HMIS, in accordance
with District of Columbia HMIS policies and procedures.

C.5.4.1.7 The prime contractor shall be responsible for nightly bed counts at each facility. The
Prime shall enter the nightly bed counts into an electronic system designated by DHS.
These counts shall be hourly throughout the night for LBS and Hypothermia Sites.

C.5.4.1.8 The prime contractor shall be responsible for receipt of meals and verification of count
and quality of meals. The prime contractor shall also be responsible for plating/serving
food for clients, clean-up, and appropriate storage of any remaining items following the
meal service.

C.5.4.1.9 The prime contractor shall ensure that the shift supervisor at the facility receiving food
services is responsible for the receipt of meals and verification of count and quality of meals.
This shall be conducted on a daily basis and maintained as a log in electronic format as a
part of the records maintaining system.

C.5.4.1.10 The prime contractor shall ensure that client food is served only to clients. The prime
contractor’s staff shall not set aside or eat any of the food intended for clients.

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C.5.4.1.11 The prime contractor shall provide appropriate oversight of clients while in the facility and
enforce program rules. In so doing, the prime contractor shall retain a strong emphasis on
customer service and shall use practices including trauma-informed care, verbal judo, and
other de-escalation and conflict resolution techniques.

C.5.4.1.12 The prime contractor shall ensure that staff working an overnight shift stay awake and
alert during their shift. The prime contractor shall work to keep noise within the facility at
a minimum once light has been turned out for the night.
C.5.4.1.13 The prime contractor shall solicit client feedback per the requirements outlined in Section
5.1.5. The prime contractor shall also manage client grievances following the HSRA and
approved program rules.
C.5.5 GENERAL STAFFING REQUIREMENTS
C.5.5.1 The prime contractor shall ensure sufficient professional staff is available to provide
training, technical assistance, contract administration, financial management, oversight,
and monitoring for all provided services. The prime contractor shall ensure that staff
serving and occupying Service Provider protection-sensitive positions are subject to
general suitability, medical, and tuberculosis screening outlined in the suitability policy. At
a minimum, professional staff shall include key personnel listed
C.5.5.1.1 The prime contractor shall develop and submit a staffing plan to the CA that includes, at
minimum, the requirements listed in the Staffing Qualifications and Requirements for the
Prime and subcontractors. The prime contractor shall include recruitment strategies, staff
replacement strategies (i.e. when an unexpected vacancy occurs), organizational structure,
organizational charts, position descriptions, and staffing qualifications at minimum. The
staffing plan shall be submitted to the CA within thirty calendar days of subcontract
execution, updated annually, and when modified (as needed).
C.5.5.1.2 The District reserves the right to demand a change in or removal of any staff provided by
the prime contractor or the subcontractors based on unsatisfactory performance at no
additional cost to the District.
C.5.5.1.3 In compliance with Chapter 4 of Title 27 of DCMR, Criminal Background Checks for
District Government Contractors that Provide Direct Services to Children and Youth, the
prime contractor shall secure criminal background checks for individuals and
unsupervised volunteers, employees, and applicants for employment as required for
contracting entities contracting with the District of Columbia to provide direct services to
children or youth.
C.5.5.1.4 The prime contractor shall test all employees or staff who have direct contact with families
and children for drug and alcohol use. Service providers are Safety Sensitive employees as
defined by the Child and Youth, Safety and Health Omnibus Congressional Review
Emergency Amendment Act of 2004 (Act) and shall be tested pursuant to the Act. The

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prime contractor shall provide documents certifying negative drug and alcohol test results
for all subcontractors within 60 days of contract award to the CA within 60 days of the
contract award.
C.5.5.1.5 The prime contractor shall maintain job descriptions, resumes, and annual evaluations on
each staff person. The contractor shall provide updated information to the CA within 30
days when there is a change in personnel
C.5.5.1.6 The prime contractor shall provide and maintain staff documents in a locked file with
access by senior management staff and District monitors.

C.5.5.1.7 The prime contractor shall maintain an organizational chart that shows the reporting
relationships and functions of key staff members.

C.5.5.1.8 The prime contractor shall maintain a written job description for each position funded
through the contract that must be included in the contractor's files and be available for
inspection on request by the CA. The job description shall include:
a. Education, experience, and/or licensing/certification criteria,
b. A description of duties and responsibilities,
c. Hours of work, and
d. Performance evaluation criteria.

C.5.5.1.9 The prime contractor shall maintain an individual personnel file for employees working
under the contract which shall contain:
a. The application for employment,
b. Professional and personal references,
c. Applicable credentials/certifications,
d. Personnel actions including time records,
e. Documentation of all training history,
f. An annual evaluation for the current or preceding year,
g. Notation of any allegations of professional or other misconduct,
h. The contractor's action with respect to these allegations, and
i. The date and reason for the contractor's actions if staff member is terminated.
j. Documentation of a current Tuberculosis Test

C.5.5.1.10 The prime contractor shall make available all personnel materials to the CA upon request.
The prime contractor shall provide orientation sessions for each staff member and volunteer
covering administrative procedures, program goals, and policies and practices to be adhered
to under this SOW.

C.5.5.1.11 The prime contractor shall maintain if volunteers are used, a personnel file for each
volunteer that shall contain:
a. Background check requirements

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b. Documentation of professional and personal references,
c. Applicable credentials/certifications,
d. Training completed,
e. Information documenting skills that contribute toward the success of this
contract,
f. Notation of any allegations of professional or other misconduct
g. The Contractor's action with respect to the allegations and
h. The date and reason for the Contractor's actions if the volunteer is
terminated from the contract,
i. Documentation of a current Tuberculosis Test for those staff having direct
contact with participants.
C.5.5.1.12 The prime contractor shall provide any changes in staffing patterns in advance and in
writing to the CA for approval.

C.5.5.1.13 Changes in staffing patterns include, but are not limited to, organization restructures,
key personnel turnover, or staff augmentation.

C.5.5.1.14 The prime contractor shall maintain documentation of the names and reporting
relationships of the key personnel that shall be used to perform the work under the
proposed contract. The prime contractor shall also maintain documentation that
personnel possess adequate training, certifications, qualifications, and competence to
perform the duties to which they have been assigned.

C.5.5.1.15 The prime contractor shall ensure the subcontractor employs at least one bilingual staff
member to provide culturally competent and linguistically appropriate services to
individuals and families. The prime shall ensure bilingual support is provided at sites with
a large population of non-English speaking clients. The prime shall ensure that culturally
competent and linguistically appropriate services are provided to individuals and families.
The prime contractor shall ensure the ability of appropriately trained and qualified staff,
service partners, and subcontractors to deliver or ensure access to services in a manner that
effectively responds to the languages, values, and practices present in the various cultures
of its participants so the subcontractor can respond to the individual needs of each
participant. The prime contractor shall also have a comprehensive listing of resources
and/or language lines to ensure that non-English speaking participants can be linked to
appropriate services.

C.5.5.1.16 The prime contractor shall ensure that each person who is experiencing homelessness
with foreign language needs receives housing -focused case management services
without any interruption or delay in service delivery. The prime contractor shall ensure
that persons with bilingual needs meet the minimum case management requirements.

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C.5.5.1.17 The key personnel are considered to be essential to the work being performed hereunder.
Prior to diverting any of the specified key personnel for any reason, the prime contractor
shall notify the CA at least 30 calendar days in advance and shall submit justification,
including proposed substitutions, in sufficient detail to permit evaluation of the impact
upon the contract. The prime contractor shall obtain written approval of the CA for any
proposed substitution of key personnel.

C.5.5.2 STAFFING QUALIFICATIONS AND REQUIREMENTS

C.5.5.2.1 The prime contractor shall ensure the subcontractor professional staff is available to
provide training, technical assistance, contract administration, financial management,
oversight, and monitoring for all provided services. The prime contractor shall ensure that
staff are in compliance with the Suitability Screening Policy -C.5.2.3.2. At a minimum,
professional staff shall include key personnel listed in section C.5.5.2 -Staffing
Qualifications and Requirements.
i. Program/Project Director (or equivalent): The Program Director Shall have a
bachelor's degree and five years of experience in human services or a related field
OR 10 years of experience in Human Services. A master's degree in a Human
services-related field is preferred. He/she must have at least four years of
professional supervisory and/or managerial experience in human services
delivery. The Program/Project Manager must have professional knowledge of
social service delivery systems' theories, principles, techniques, and practices.
ii. Case Manager Supervisor: The Case Manager Supervisor shall have a master's
degree in social work, mental health counseling, or related human services field
from an accredited college or university. A licensed Independent Clinical Social
Worker (LICSW) or a Licensed Professional Counse lor (LPC) in the District of
Columbia with two years of case management experience is preferred. Case
Manager Supervisors shall have at least two years of experience in case
management, mental health services, and direct servic e delivery and meet the
additional preferred requirements listed. The District will consider candidates who
are Licensed Graduate Social Worker (LGSW) and/or Licensed Graduate
Professional Counselor (LGPC) if at least one LICSW and /or LPC is already on
staff and assigned to guide LGSW and/or LGPC. The Case Manager Supervisor
must have professional knowledge of social service delivery systems' theories,
principles, techniques, and practices. They must also have a minimum of two
years of professional experie nce providing counseling and/or case management
services to individuals/families experiencing homelessness or other marginalized
populations. The Provider may submit a candidate with a bachelor's degree in the
human services field and four years of work ex perience providing case
management services to individuals/families for consideration and the District's
approval. The Provider shall ensure at least one key personnel is a LICSW or LPC

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to provide clinical support. Employees hired before July 1, 2024, and good
performance standings shall be exempted from
iii. Program/Project Manager Qualifications.
Employees hired after July 1, 2024, shall meet the Qualifications outlined for
Program/Project Manager.

d. SOAR Specialist at minimum two: must have at a minimum an associate degree
or two years of college. Instead of the education requirement, the SOAR Specialist
shall have a minimum of two years of experience with homeless services programs
or the provision of social servic es. The two SOAR specialists serve as Key
Personnel for the Prime Contractor. General Requirements Include but not limited
to:
i. Maintain and active SOAR certification; newly hired SOAR staff shall
be SOAR certified within 60 days of hire.
ii. Assist with SSI and/or SSDI application process
iii. Work with referral sources and community partners to identify
applicants through team meetings, outreach, and referrals.
iv. Complete interviews with individuals to gather information to complete
SSI/SSDI applications.
v. Gather medical records and other information to complete SSI/SSDI
applications.
vi. Write SOAR Medical Summary Reports for individual applications.
vii. Accompany individuals to appointments at the Social Security
Administration office.
viii. Coordinate visits to medical doctors, psychiatrists, and other specialists
to obtain evidence for the application.
ix. Coordinate housing -focused case management services with partners
and help with providing housing -focused case management services to
individuals when needed.
x. Assist the team with administrative tasks as needed.
iv. Case Manager: A Case Manager must have a minimum of an associate degree or
two years of college. In lieu of the education requirement, the Subcontractor shall
ensure the case manager has a minimum of two years of experience with homeless
services programs or provision of social services. Any individual without a degree
in any of the human services fields who serves as a case manager or any individual
providing direct services within this SOW must have documented minimum training

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and experience in the below areas within 3 months of being employed by the
Subcontractor. Note, that the two years of experience may be waived if the candidate
for employment can document having experienced homelessness. Both education
and work experience can be substituted if an individual has received a Peer Case
Management Certification through DHS’s Peer Case Management Institute.
i. Knowledge of the HRSA Standards
ii. Knowledge of HIIPPA Standards
iii. Knowledge of the CAHP process
iv. A minimum of 3 hours of ethics training
v. Knowledge of ADA and Reasonable accommodation
vi. Engagement/Building Trust
vii. Motivational Interviewing
viii. Service Plan Development
ix. Clinical Documentation and Maintaining Case Records
x. Training in Developing and Setting Goals with participants
xi. Training in Sensitivity with Diverse Populations
xii. Knowledge of Substance Abuse Disorders
xiii. Knowledge of Mental Health Disorders
xiv. Any additional training as provided by this SOW
General Responsibilities included but not limited to:
a. Serve as the case manager and service coordinator for assigned participants.
b. Facilitate and ensure connection to needed Community Services and work in
collaboration with Community Agencies to ensure effective communication and
participant engagement.
c. Connect assigned participants to and ensure their engagement in needed supportive
services that shall address barriers and challenges they face.
d. Document the participant's progress/engagement/ participation in supportive
services, workforce development, and employment training.
e. Complete case notes in Data/Assessment/Plan (DAP) format. Enter case notes into
HMIS within 24 hours.
f. Complete all required individual service plans, documents, files, and assigned
reports related to participants/case activity.
g. Develop and maintain individual participant's records/files that comply with all

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federal laws as well as the District program standards.
h. Input participant data and program activities into the designated software database
as assigned.
i. Complete documentations for participants Quarterly Recertification
j. Prepare and issue all Notices to participants i.e. Exit, Termination, Extension
Notices
k. Enter participant housing information into HMIS within 72 hours of lease-up.
l. Complete screening within 72 hours of hosing -focused case management
enrollment to identify the need for SOAR Specialist referral.
Employees hired before July 1, 2024, and good performance standings shall be exempted from
Case Manager Supervisor Qualifications.
C.5.5.3 CASE MANAGEMENT REQUIREMENTS

C.5.5.3.1 The prime contractor shall provide housing-focused case management services that:

1. Support individuals and families experiencing homelessness to access permanent
housing as quickly as possible.
2. Support individuals and families who are exiting homelessness to maintain
housing; and
3. Facilitate meaningful, coordinated connections to needed services and supports
outside of the homeless system.
4. Shall ensure a ratio of no more than 10 Case Managers to one Supervisor;
Supervisors do not need to be
on-site.
4. Shall ensure that case managers use the proper tools for documentation. Case
Managers providing services to TANF clients are also expected to use CATCH
for documentation; use of the Step Tool in QuickBase may also be required.

C.5.5.4 CASE MANAGEMENT FOR INDIVIDUALS IN LOW-BARRIER, TEMPORARY
AND TRANSITIONAL HOUSING SHELTERS

C.5.5.4.1 The prime shall ensure that housing-focused case management services for individuals in
low barrier shelters, temporary shelters, bridge housing, and transitional housing are
consistently offered to residents and are provided on-site during the hours residents are in
the building.

C.5.5.4.2 Each case manager shall maintain an ongoing caseload of approximately 25 residents.
Protocol for identifying and enrolling clients in case management services shall be
determined in coordination with and approved by DHS.

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C.5.5.4.3 The prime shall submit for DHS approval, within 45 days of award, a communications plan
to market information about relevant community-wide services available to residents. Once
approved, the prime shall implement the plan, update it annually, and take measures to
ensure the information provided is up-to-date.

C.5.5.4.4 The prime contractor shall operate a housing-first system that appropriately ensures
programs funded through this contract are accessible and accept referrals from DHS and
partner agencies and other public and private agencies operating in the District without
undue barriers to entry.

C.5.5.4.5 The prime contractor shall conduct intake, including the collection of all HUD-required
demographic information. The intake will determine the participant’s eligibility for services
and the circumstances causing or contributing to their homelessness or imminent risk of
homelessness condition.

C.5.5.4.6 The prime contractor shall establish procedures for screening case management participants
at program entry and performing intake for eligibility for mainstream benefits, particularly
relative to Supplemental Security Income (SSI) and/or Social Security Disability Insurance
(SSDI), and shall assist participants in applying for mainstream benefits for which they are
eligible. The prime contractor shall ensure that SOAR-certified staff are on-site to assist
with SSI and/or SSDI. Screenings should occur within 72 hours of case management
enrollment.

C.5.5.4.7 All programs shall incorporate harm reduction policies and procedures into their program
design and shelter operations.

C.5.5.4.8 Case Managers are considered mandated reporters of suspected child and senior abuse and
shall report suspicions of child or senior abuse as required by District Law.

C.5.5.4.9 ENGAGEMENT IN CASE MANAGEMENT SERVICES

C.5.5.4.9.1 The prime contractor shall offer case management and supportive services; every attempt
shall be made to engage participants in the services offered. Participation in these services
is not required as a condition of receiving low-barrier shelter services. All attempts and
engagements shall be documented using the DAP in HMIS or the applicable database
system The prime shall conduct targeted engagement of the residents with the longest stays
in the low barrier system, per protocol established with and approved by DHS. The prime
shall monitor and provide shelter operators with reports of longest-stayers and track

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engagement attempts among targeted long-stayers who are not connected to other outreach
or housing providers in HMIS.

C.5.5.4.9.2 The prime shall engage priority populations (e.g., Veterans and Youth) per DHS guidance.

C.5.5.4.9.3 The prime contractor shall provide crisis intervention services to participants of the
program as needed.

C.5.5.4.9.4 Housing Assessments and Connection to Coordinated Assessment and Housing Placement
(CAHP) System

C.5.5.4.9.5 Shelter Operators shall participate in the District’s CAHP System and shall attend bi-
weekly matching meetings.

C.5.5.4.9.6 The prime shall oversee the completion of participant screening/assessment using the
District’s assessment tool (VI-SPDAT, SPDAT) for all program participants who either
request case management services or clients identified by an alert in the DC CoC HMIS
system as high priority for assessment due to their chronic homeless status and their
participation in multiple, prior year low-barrier/emergency shelter programs. Assessments
shall be scheduled and completed as soon as possible for all participants who meet the
criteria above and who have stayed for at least five consecutive nights in the shelter.
Assessments may be completed by case management or other appropriate trained staff or
by Coordinated Entry System staff or partner agencies responsible for coordinated entry
system operation in the geographic area where the low-barrier/emergency shelter is
located.

C.5.5.4.9.7 Intake and all completed assessments shall be entered into HMIS, with appropriate HMIS
consent, within 24 hours of client intake

C.5.5.4.9.8 The prime shall assist with locating individuals matched to housing who are staying in
low-barrier shelters and facilitate the connection between these clients and their housing
navigator/case manager, as assigned through the CAHP system.

C.5.5.4.9.9 The prime shall ensure that case management staff partner with DHS housing placement
case managers/vocational development specialists (VDS) and cooperate in a
multidisciplinary case management model. Case managers should facilitate appointments
with DHS housing placement case managers /VDS and with Housing Navigators for those
participants who have been prioritized for matching to permanent housing.
C.5.5.4.9.10 Prime shall ensure that case management staff coordinate with TEP provider or other
TANF-related services, and document interactions in CATCH per DHS guidance.

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C.5.5.4.9.11 The prime contractor shall monitor children’s school participation/attendance and shall
assist households in troubleshooting any issues or concerns.

C.5.5.4.10 STANDARDS FOR CASE MANAGEMENT SERVICES AND DOCUMENTATION

C.5.5.4.10.1 The prime contractor shall ensure that case management staff supports individuals to collect
all necessary documentation to obtain housing or other support. Documentation shall
include but is not limited to, identification cards, birth certificates, social security cards,
income statements, and medical records.

C.5.5.4.10.2 The prime contractor shall ensure subcontractors provide clinical support to clients by
ensuring the Case Manager Supervisors meet requirements in section C.5.5.2.1 (b).

C.5.5.4.10.3 The prime contractor shall ensure that case management makes appropriate referrals to
alcohol and substance abuse treatment, and mental health services and supports clients to
access public benefit programs, based on the assessment need and will of the client to
engage in services.

C.5.5.4.10.4 The prime contractor shall establish referral and follow-up procedures to confirm all
referrals made to other services. Documentation of referrals made and referral
confirmation shall be maintained in the participant file (HMIS record).

C.5.5.4.10.5 The prime contractor shall establish effective working relationships with employment
programs and support participation in services to prepare for and obtain employment.

C.5.5.4.10.6 The prime contractor shall maintain a file for each participant that contains the following,
but not limited to:
a) Referral documentation (if applicable)
b) CoC CAHP Standardized Assessment Form (VI-SPDAT) (if applicable)
c) Individualized Housing Plan (if applicable)
d) Documentation verifying the participant’s eligibility to receive assistance
e) A photo of the participant taken at the time of enrollment
f) A copy of the participant’s photo ID

C.5.5.4.10.7 The prime shall ensure that case managers routinely document the content and outcome of
case management meetings with participants and document their progress in achieving the
desired outcomes. Case managers shall document all meetings, collateral contacts,
referrals, missed meetings, and any other relevant information about the client’s progress
towards obtaining housing, and other services and support. Progress notes shall be updated
within 24 hours of a client meeting.

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C.5.5.4.10.8 The prime shall ensure that case managers actively participate in the “warm handoff”
process with community providers (i.e., outreach staff RRH/PSH/TAH case managers,
or housing navigators) to facilitate housing placements.

C.5.5.4.10.9 The prime contractor shall establish a process that ensures when an individual has
refused housing resources (while in shelter), that the assigned case manager
documents a follow-up offer in HMIS at least every two weeks.

C.5.5.5 HOUSING-FOCUSED CASE MANAGEMENT

C.5.5.5.1 Housing-Focused Case Management assists client overcome barriers and access
resources for finding and keeping stable housing. Housing -Focused Case Managers
assist clients with obtaining documentation necessary to apply for housing vouchers, or
to obtain other housing resources. Additionally, Housing Focused Case Management
assists clients with resolving barriers to housing, such as rental history, debt, budgeting,
criminal justice system involvement, mental health, addiction, or cognitive impairment.
Housing Focused Case Managers also provide linkage to employment resources, and
mainstream benefits, and provide training to clients on how to utilize community
resources.

C.5.5.5.2 The prime contractor shall ensure Housing-Focused Case Management is provided to
clients at all Low-Barrier, Bridge Housing, Transitional Shelter, Work Bed Temporary
Shelter program, Senior/ Medically Vulnerable Temporary Shelter program, and
Medical Respite program. The Work Bed Temporary Shelter program includes District
residents at risk of or experiencing homelessness who are currently working or in an
educational program for at least 20 hours a week. The Senior/ Medically Vulnerable
Temporary Shelter program includes District residents at risk of or experiencing
homelessness and are sixty-five (65) years old or older, or medically vulnerable
individuals. The Medical Respite program includes District residents that are at least
eighteen (18) years old who are experiencing homelessness and determined by a
qualified medical professional licensed in the District to require medical assistance. (See
D.C. Official Code § 4-751.01(26A.) The prime contractor shall also be responsible for:
C.5.5.5.2.1 Orientation, Screening, and Bed Placement. Upon entering the shelter, every client
seeking a bed in a low barrier or hypothermia shelter shall receive screening for
immediate referral to the onsite Project Reconnect Rapid Exit staff. If Rapid Exit is not
an option, the client shall then receive:

a) An orientation to the low barrier shelter, Bridge Housing, and transitional
shelter programs, and provide an explanation of the program rules that clients
must sign and receive a copy. The prime contractor shall ensure that a second
copy is uploaded to the clients’ electronic file;
b) Initial screening for onsite programs and services to determine any critical,
immediate needs and a copy of clients individualized housing/move-on plan;

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c) A request to complete a CAHP Housing Assessment within forty -eight (48)
hours entry into the low -barrier system and an invitation to participate in
Housing-Focused Case Management; and
d) A bed assignment. The prime contractor shall develop an electronic system for
tracking bed assignments in coordination with the DHS/ FSA Grant
Administrator. The bed assignment process shall include the real-time tracking
of shelter bed lists at each facility. The prime contractor shall be responsible
for identifying which staff position(s) are responsible for tracking the
availability of beds in its Staffing Plan (e.g., Case Manager, Shift
Supervisor(s) (or equivalent), or Program Assistant (PA)).
C.5.5.5.3 At the low barrier shelter sites any clients that are housing motivated and wish
engage in shelter exit planning shall be assigned to a Case Manager. At the
transitional shelters, all clients shall participate in housing-focused case
management. The prime contractor shall ensure all case managers for low barrier
shelters and transitional shelters maintain an ongoing caseload of 25 clients, and
shall be responsible for the following:
1. Client Housing Assessment: The prime contractor shall ensure
every client has an up -to-date housing assessment using the
Vulnerability Index -Service Prioritization Decision Assistance
Tool (VI-SPDAT) or other tool as determined by the DHS. The
prime contractor case managers shall complete an assessment for
clients who do not have a current assessment within 48 hours of
enrollment on the caseload.
2. Housing Plan: The prime contractor shall work with the client to
develop (or update, as applicable) a Housing Plan. This includes:
a) Completing a Housing Preference Survey, using a tool to be
determined by DHS.
b) Reviewing the likelihood of the client being matched to a
subsidy within a three month timeframe, based on their
assessment score and the District’s CAHP prioritization
policy.
c) Assisting clients to consider options realistically available in
the short-term based on their household income (e.g., staying
with family, renting a room, identifying a roommate, finding
a self -pay fair market rental option ± continuing to revisit
Rapid Exit strategies).
d) Reviewing the client’s household income and supporting the
client to develop a housing budget.
e) The case manager shall conduct a benefit screening (either
directly or with the help of a team member specializing in
mainstream benefits) to ensure clients receive all of the
benefits for which they are eligible.
f) Assisting clients to map out measurable goals, action steps,
and target timeframes that support progress towards the
clients identified housing pathway.

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g) The prime contractor shall ensure housing stability plans are
completed within seven days following the enrollment of a
client in case management, which information shall be
documented in HMIS, or another system determined by
DHS. In the event that a client has not achieved permanent
housing within ninety (90) days, housing plans shall be
formally reviewed with the client and updated on a quarterly
basis.

C.5.5.5.4 Benefit Application: The prime contractor shall assist clients apply for all eligible
benefits, including but not limited to the following:
1. Supplemental Nutrition Assistance Program ;
2. Supplemental Security Income (SSI), and/or Social Security
Disability Insurance (SSDI) in coordination with the
coordinator with the SOAR specialist;
3. Veterans benefits;
4. Earned Income Tax Credit ;
5. Coronavirus Economic Impact Payments (or similar future
benefits);
6. Medicaid/Medicare/DC Alliance Insurance; and/ or
7. Other health -related benefits (e.g., Elderly and Physically
Disabled Waivers, Assertive Community Treatment).

C.5.5.5.5 Employment Support: The prime contractor shall ensure clients interested in
employment services receive an employment assessment, which is administered
either directly or through an employment specialist. The prime contractor
employment assessment shall determine the clients’ skills, work experience, and
interests, in order to assist clients develop an immediate earning strategy directed at a
long-term career pathway. The prime contractor shall document the client’s
employment goals and action steps in the client’s Housing Stability Plan.

C.5.5.5.6 Identification Documentation: The prime contractor shall offer all clients, regardless
of their exit plan, assistance with applying for an identification card and social
security card. Support clients in obtaining needed documents to apply for housing
(specific documents needed will depend on the client’s Individual Service Plan (ISP).

C.5.5.5.7 Communication Tools: The prime contractor shall assist clients without a phone to
obtain a free cell phone through SafeLink, Lifeline, or other similar government-
funded services to facilitate communication and support progress on the client’s
Housing Stability Plan.

C.5.5.5.8 Case Coordination: The prime contractor shall serve as a liaison for other service
providers working with the client including, but not limited to: housing providers (e.g.
Rapid Rehousing (RRH) or Permanent Supportive Housing (PSH) Case Manager);
health/behavioral health providers; and/or employment and training providers. The
prime contractor case manager is responsible for helping clients connect to all

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necessary support services, including scheduling appointments, participating in three-
way check-ins as appropriate and as requested by the client, and ensuring clients have
other helpful resources such as transportation tokens to follow through on appointments
and other housing related commitments.

C.5.5.5.9 In-Person Support: The prime contractor shall ensure case managers are prepared to
accompany clients to appointments in instances where greater levels of assistance or
support is needed.

C.5.5.5.10 Case File Documentation: The prime contractor shall ensure case managers establish
and maintain electronic case files in HMIS for every client. The prime contractor case
managers shall routinely document the content and outcome of case management
meetings with clients, including the client’s progress in achieving the desired outcomes.
Case managers are expected to document all meetings, collateral contacts, referrals,
missed meetings, and any other relevant information pertaining to the client’s progress
towards housing attainment and supporting goals in HMIS. If a case manager is
documenting missed meetings in a case note, the case note must also contain the
additional steps the case manager took to reach the client and reschedule the meeting.

C.5.5.5.11 Engagement of Long-Term Stayers: In addition to services provided to clients enrolled
in Housing-Focused Case Management, the prime contractor shall be responsible for
identifying and continuously engaging Long-Term Stayers to participate in Housing-
Focused Case Management, using techniques such as motivational interviewing,
relational strategies, and other evidenced-based social work practices. The prime
contractor shall document engagement efforts in HMIS in accordance with protocol to
be established in coordination with DHS.

C.5.5.5.12 Case management engagement: The prime contractor shall maintain engagement
requirements with clients until exit. Exit can be voluntary exit, self-resolved, or exit to
housing.

C.5.5.6 MONITORING, OVERSIGHT AND CAPACITY BULDING OF CASE
MANGEMENT SERVICES

C.5.5.6.1 The prime contractor shall monitor and provide technical assistance as needed to ensure
that case managers are actively and effectively working with clients, their family
members, and other service providers as applicable, to meet their housing and other goals.

C.5.5.6.2 The prime contractor shall notify DHS of major problems or risks related to specific cases
as appropriate.

C.5.5.6.3 The prime contractor shall monitor, train, and provide oversight to ensure quality case
management services are provided. The prime contractor will make recommendations to
DHS as appropriate

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C.5.5.6.4 The prime contractor shall provide bilingual staff or interpretation services to meet the
needs of those persons experiencing homelessness and imminently at risk of homelessness
receiving services and benefits in accordance with the DC Language Access Act, the DHS
Human Rights Act, and the Americans with Disabilities Act.

C.5.5.6.5 The prime contractor shall abide by all local, state, and federal confidentiality laws.

C.5.5.6.6 The prime contractor shall ensure that no shelter or housing program, without prior
approval from CA or CO, stores or otherwise handles client medications, except upon
request by the client as a reasonable accommodation and approved by the CA or CO.

C.5.5.7 CASE MANAGEMENT FOR FAMILIES IN TEMPORARY SHELTER,
TRANSITIONAL HOUSING, APARTMENT-STYLE HOUSING (NOT
INCLUDING HOUSING PLACEMENT SERVICES, WHICH WILL BE
PROVIDED BY DHS)

C.5.5.7.1 The prime contractor shall ensure that each family in emergency shelter, temporary shelter
(C.5.2.3), transitional housing (Section C.5.2.5), and apartment-style housing (Section
C.5.2.7) will be assigned a case manager and provided housing focus case management
services upon entry into the program. DHS will provide direct services in overflow
locations outside of this contract.

C.5.5.7.2 Each case manager shall maintain a caseload of approximately 25 families.

C.5.5.7.3 Family participation in case management and developing a Family Stabilization Plan is
required.

C.5.5.7.4 The prime contractor shall submit a communications plan for DHS approval within 45
days of awarding to market information about relevant community-wide services available
to residents. Once approved, the prime contractor shall implement the plan, update it
annually, and take measures to ensure the information provided is up-to-date.

C.5.5.7.5 All programs shall incorporate harm reduction policies and procedures into its program
design and shelter operations.

C.5.5.7.6 Case managers are considered mandated reporters of suspected child and senior abuse
and shall report suspicions of child or senior abuse as required by District Law.

C.5.5.8 STANDARDS FOR HOUSING-FOCUSED CASE MANAGEMENT SERVICES
AND DOCUMENTATION

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C.5.5.8.1 The prime contractor shall ensure that case management staff collect all necessary
documentation to support assistance. Documentation shall include but is not limited
to, identification cards, birth certificates, social security cards, income statements, and
medical records.
C.5.5.8.2 In coordination with DHS VDS, case management staff shall collect all necessary
documentation for housing applications.
C.5.5.8.3 The prime contractor shall ensure the subcontractor professional staff is available to
provide training, technical assistance, contract administration, financial management,
oversight, and monitoring for all provided services. The prime contractor shall ensure
that staff are in compliance with the Suitability Screening Policy -C.5.2.3.2. At a
minimum, professional staff shall include key personnel listed in section C.5.5.2 -
Staffing Qualifications and Requirements.
C.5.5.8.4 The prime contractor shall ensure that case management makes appropriate referrals to
alcohol and substance abuse treatment, mental health services and supports clients to
access public benefit programs, based on assessment need.
C.5.5.8.5 The prime contractor shall establish referral and follow-up procedures to confirm all
referrals made to other services. Documentation of referrals made and referral
confirmation shall be maintained in the participant file (HMIS record).
C.5.5.8.6 The prime contractor shall maintain a file for each participant that contains the
following, but not limited to:
a) Referral documentation- initial triage assessment and other applicable
assessments (administered by DHS or Prime Contractor)
b) Family Stabilization Plan
c) Documentation verifying the family’s eligibility to receive assistance
d) A photo of the participant taken at the time of enrollment
e) A copy of the participant’s photo ID

C.5.5.8.7 Family Stabilization Plans should be created within seven days of the initial case
management session and documented in HMIS.
C.5.5.8.8 Case managers shall document relatives, family connections, and other supports that
contribute to the well-being of the family.
C.5.5.8.9 The prime contractor shall ensure that case managers actively participate in the “warm
handoff” process with community providers (i.e. outreach staff RRH/PSH/TAH case
managers, or housing navigators) in order to facilitate housing placements.

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C.5.5.8.10 The prime contractor shall establish a process that ensures when an individual has
refused housing resources (while in shelter), that the assigned case manager
documents this refusal in HMIS and notifies a client that refusal of three permanent
housing opportunities may result in a termination. The prime shall ensure that all
required notices are issued in accordance with the HSRA.
C.5.5.8.11 The prime contractor shall ensure that case managers work with clients in meeting
their family stabilization plan goals. This includes coordinating, monitoring, and
evaluating all supportive services. Case managers shall serve as the client’s advocate.
C.5.5.8.12 The prime contractor shall ensure that case management staff document all progress
on goals into the designated system within 24 hours of engagement with clients.
progress notes shall include updates with the date, time, and status of the meeting. The
prime contractor shall ensure that case management staff document all client and
family information, including data required by DHS.

C.5.6 CASE MANAGENEMENT FOR FAMILIES IN TEMPORARY SHELTER,
TRANSITIONAL HOUSING, APARTMENT-STYLE HOUSING, (INCLUDING
HOUSING PLACEMENT SERVICES)
C.5.6.1 The prime contractor shall in addition to housing focus case management provisions
included in C.5.4.2 provide the following:
a) Each Case Manager shall maintain a caseload of approximately 25 families

b) Family participation in case management and the development of a plan to attain
permanent housing is required.
c) All Family Housing and Stabilization Plans (FHSP) shall include the transition to
rapid rehousing unless otherwise directed by DHS. Housing plans shall be
documented in HMIS.
d) Case Managers shall help families understand what housing assistance is available
through the homeless system and provide housing navigation, housing search, and
landlord engagement support.
e) The prime contractor shall document all housing offers to the client in the District’s
STEP Tool.

C.5.6.2 PROGRAM ASSISTANT (PA): Program Assistants shall have a minimum of a high
school diploma or equivalent. Note that the educational experience may be waived if
the candidate for employment can document having experienced homelessness. The
subcontractor shall ensure the duties assigned to each Program Assistant match their
qualifications, skills and competence to perform the assigned task. Program Assistants
are responsible for observing and reporting at each Low Barrier Shelter (LBS) &
Transitional Housing sites.

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General Responsibilities Include but are not limited to:

a. The provider shall provide 24-hour onsite monitoring services to support the safety
and well-being of Low Barrier Shelter residents, staff, and of the building.
b. The provider shall ensure program assistants are stationed at the front desk to
monitor the closed-circuit television (CCTV), greet participants and guests as they
enter the building and support client check-ins as needed. Training on CCTV will
be provided.
c. The provider shall ensure that the program assistants lead/assist with client
belongings for intake.
d. The provider shall ensure that the program assistants assist in receiving meals from
food vendors(s) and submitting food service inventory reports for the applicable
shifts.
e. The provider shall ensure program assistants work cooperatively with program staff
at all levels to ensure quality of service by performing hourly inspections of the
building and the immediate building exterior, along with documenting/reporting
any incidents as required by this SOW.
f. The program assistants shall provide de-escalation services as needed and report
accurate pertinent information to appropriate case managers and supervisory senior
staff. The program assistants shall assist in the planning and organization of
recreational activities and events.
g. The provider shall ensure program assistants shall rove occupied floors to monitor
and observe the building and all individuals for compliance with the program and
the facility’s posted rules and regulations.
h. The provider shall provide and ensure program assistants carry two-way
communication devices during their entire tour of duty to provide real-time updates
and emergency response as necessary.
i. The provider shall ensure that program assistants adhere to the following guidelines
to maintain professionalism and focus:
a. The program assistants shall wear attire that clearly identifies them as staff
members to clients and guests of the shelter.
b. Under no circumstances should program assistants possess personal radios,
reading materials, smartphones, games, or any other distractions during
their shifts.
c. The program assistants are required to remain awake and alert at all times
while on duty, ensuring they can provide assistance and support effectively.

C.5.6.3 ADMIN SUPPORT/ DATA ANALYST: must have a minimum of an associate’s
degree or two years of related professional experience. Demonstrate the ability to
communicate and collaborate effectively with individuals and teams at all levels,
internally and externally.

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General responsibilities include but not limited to:

a. Maintain supplies/inventory by checking stock to determine inventory level,
anticipating needed supplies, and placing and expediting orders for supplies.
b. Ensure equipment operation by completing preventive maintenance requirements,
calling for repairs, maintaining inventories, and evaluating new equipment and
techniques.
c. Work closely with the program manager to ensure staff training requirements are
documented/tracked.
d. Aid the program manager with required monthly program reports.
e. Coordinate and schedule meetings, interviews, and groups, and maintain the
calendar of appointments/events.
f. Organize and deploy equipment such as laptop and desktop computers, mobile
devices, monitors, and printers.
g. Be proficient in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and a
variety of data systems.
h. Have experience with Smartsheets project management software to help with
project planning and delivery
i. Collaborate with team members to collect and analyze data into one or more
databases, documents, or spreadsheets.
j. Perform data collection design, aggregation, cleaning, and analysis.
k. Perform other related duties as assigned.

C.5.7 RESERVED

C.5.8 RESERVED

C.5.9 RESERVED

C.5.10 LEASING SERVICES-FAMILIES
C.5.10.1 The prime contractor shall conduct and facilitate lease up and Program Orientation for
new FRSP participants and can facilitate Lease Ups Monday through Friday.
C.5.10.2 The prime shall ensure orientation includes a video explaining the FRSP program, the
financial responsibilities of the participant, and other supporting materials needed to
facilitate lease-ups.
C.5.10.3 The prime contractor shall review and determine participant eligibility within the
STEP Tool for FRSP and notify landlords of approval/denial within three business
days after the application is completed.
C.5.10.4 The prime contractor shall review the FRSP Landlord Packet for validation. The
Landlord packet shall include, at a minimum:

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1. Landlord W9,
2. Basic Business License,
3. Certificate of Occupancy,
4. Landlord ID, and
5. Landlord Direct Deposit information.

Then, The prime contractor shall initiate a request for unit inspection via STEP Tool upon
Landlord packet approval.

C.5.10.5 The prime contractor shall ensure that landlord packets are validated and/or revalidated
within one business day after the packets are uploaded into the STEP tool.
C.5.10.6 The prime contractor shall ensure lease-ups are scheduled no more than one business
day after the approved unit inspection results are uploaded into the STEP Tool. lease-
ups shall occur within three business days after the results are uploaded into STEP
Tool.
C.5.10.7 If lease-ups are canceled for any reason, the prime contractor shall re-schedule the
lease–up within one business day. The lease-up shall occur within two business days
after the cancellation date.
C.5.10.8 The prime contractor shall notify the landlord, participant, case manager and case
manager supervisor connected to the case in STEP Tool of the scheduled lease-up, as well
as any contacts designated by the District.
C.5.10.9 The prime contractor shall notify entities connected to the participant’s case in STEP
Tool or any designated District system of the scheduled lease-up, as well as any contacts
designated by the District. A minimum the prime contractors shall notify the following
of the schedule lease-up:
1. Landlord,
2. Participant,
3. Short Term Family Housing (STFH)
4. Homeless Prevention Program (HPP) case manager,
5. Assigned FRSP Provider and Supervisory case manager

C.5.10.10 The prime contractor shall advise the participant or Landlord of any additional required
documents needed to complete the lease-up
C.5.10.11 The prime contractor shall complete calculations for the participant's portion of their
monthly rent based on the participant’s income. The prime contractor shall input the
participant's initial rental portion amount in the STEP Tool and ensure the accuracy of
the calculated amount.

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C.5.10.12 The prime contractor shall ensure all lease-up documents are provided to the participant
and the FRSP Case Manager at the scheduled lease-up.
C.5.10.13 The prime contractor shall document in STEP Tool the status of the participant and
landlord enrollment in the Rental Partnership (RPI). No. C.5.4.5.13 The prime
contractor shall coordinate with the landlord and participant to ensure the signed lease,
applicable documentation, and housing assistance payment agreements are collected
within one week of lease-up completion. The prime contractor shall ensure all
applicable lease documents are signed and completed and shall conduct follow-ups as
needed to obtain finalized lease documents. C.5.4.5.14 The prime contractor shall
upload and record all executed lease documents into the STEP tool for FRSP payments
to be rendered. FRSP payments to include:
1. First Month’s Rent,
2. Security Deposit, and
3. Backdated payment (amounts that a Landlord is owed.)

C.5.11 LEASING PROGRAM MANAGER
C.5.11.1 One program manager or equivalent: must have a bachelor’s degree and five years of
experience in a Human Services or related field or ten years of experience. A master’s degree
is preferred. He/she must have at least four years of professional supervisory and/or
managerial experience in human services delivery. The ;program/project manager must have
professional knowledge of social service delivery systems' theories, principles, techniques,
and practices.
General responsibilities include but not limited to:

a. Responsible for the day-to-day operations of the program.

b. Ensure leases- up are occurring

c. Coordinate lease-ups with the District prime contractor managing FRSP rental
payments.

d. Supervise and direct leasing coordinates

e. Lead on all aspects of the leasing-up process

f. Ensure active engagement with landlords

g. Ensure the leasing coordinator completes all required documents need to
process initial payment and secure participant units.

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h. Facilitate mediation with participants and leasing coordinators as required.

i. Develop tracking systems to allow for accurate reporting.

j. Identify training needs and assist with training staff.

k. Participate in monthly District/Staff meetings.

l. Maintain knowledge regarding community resources for marginalized
communities

m. Ensure the agency follows all District policies and procedures related to
homeless service programming
n. Develop and implement quality control and quality improvement strategies

o. Review and ensure applicable databases for data quality and completeness.

p. Monitor program performance regularly.

C.5.11.2 LEASING SPECIALIST
C.5.11.3 Leasing specialist at a minimum four: All leasing specialist must have a minimum of a
bachelor’s degree in business administration, social work, psychology, sociology,
counseling, or related service/science disciplines and one year of experience involving
engagement with landlords or property managers, in real estate, or conducting
appropriate connections of individuals, especially those experiencing homelessness, to
housing services. Knowledge of housing resources, subsidy programs, and the
Continuum of Care for individuals experiencing homelessness, as well as experience
working with landlords and property managers, is preferred.
C.5.11.4 Where necessary and appropriate, a leasing specialist without a bachelor’s degree can
meet minimum qualifications by substituting at least three years of work experience in
social service and/or human service field, business administration, or experience
involving engagement with landlords or property managers, in real estate, or
conducting appropriate connections of individuals, especially those experiencing
homelessness, to housing services. Certification and/or licensure in a relevant
discipline (e.g., certified addictions counselor) may also substitute for educational
requirements. Individuals who have experienced homelessness are encouraged to
apply.
General responsibilities include but not limited to:

a. Process required documentation to ensure quick lease-ups.

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b. Using a Housing First approach

c. Will post any known available units in Central Unit Repository.
d. Helping participants gather documents needed for housing placement.

e. Completing the housing and subsidy application process.

f. Assist with moving and securing basic housing needs.

g. Should have knowledge, skills, and resources to understand landlords’
perspectives, understand landlord and tenant rights and responsibilities, and
negotiate landlord support.
h. Assist case managers with triaging issues that arise to ensure landlord
concerns are responded to by the appropriate Agency/Provider promptly and
assist case management staff in mediating any landlord-tenant issues that may
arise.
i. Conduct regular community outreach initiatives to increase the number of
landlords participating in District programs and expand the number of units
available to participants served through the FRSP.
j. Stay updated with best practices related to housing individuals in the FRSP,
including shared housing opportunities.
k. Conducting outreach to ensure all required lease-up documents are attained
and uploaded to the STEP tool within the noted timelines

C.5.11.5 PROGRAM ASSISTANT
a. On behalf of the Department of Human Service facilitates the execution of
Housing Assistance Payment contracts between tenants and landlords
b. Will post any known available units in the central unit repository.
c. Responsible for the eligibility determination of all FRSP households by
documenting the results in the Shelter to Exit Planning Tool
d. Notify landlords of household eligibility while informing them of next steps in
the housing process

e. Conduct regular community outreach initiatives to increase the number of
landlords participating in District programs and expand the number of units
available to participants served through the FRSP.

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f. Enter and request rental payments for FRSP households to the Greater
Washington Urban League (GWUL)
g. Assist in troubleshooting payment discrepancies between the DHS, GWUL,
tenants, and landlords as applicable and the FRSP team
h. Assist case managers with triaging issues that arise to ensure landlord
concerns are responded to by the appropriate Agency/Provider promptly and
assist case management staff in mediating any landlord-tenant issues that may
arise.
i. Implement data tracking needs to prepare and develop required reports
j. Reconcile records of newly leased-up families under FRSP to ensure
payments are generated in a timely manner C.5.11.17 In support of Federal or
District audits and monitoring, the prime contractor shall provide the District
with FRSP participant documents including but not limited to the participant's
lease agreement, Housing Assistance Payments agreement, participant rental
portion calculation worksheet, and income documentation supporting rental
portion calculation.
C.5.11.6 Documents shall be signed and dated by participants, landlords, case managers, and/or
other staff as appropriate. Any changes in agreements (increase in monthly rent,
participant move, participant rental subsidy change) should be documented.

C.5.12 BRIDGE HOUSING
C.5.12.1 The prime contractor shall provide operational, food, case management, maintenance
and/or janitorial, and/or security services for bridge housing shelters
C.5.12.2 The prime contractor shall ensure that units are inspected and maintained. Units are to
be cleaned and prepared before assigning to new clients.
C.5.12.3 The prime contractor shall ensure case management services that:
a. accommodates onsite morning and evening office hours for PSH providers;
b. provide appropriate behavioral health supports and interventions;
c. aid in identifying, locating, and viewing housing units;
d. assist clients in obtaining necessary documents for obtaining housing leasing
including but not limited to, government identification, birth certificates, Social
Security Cards, proof of income, and proof of residence;
e. assist clients with finding permanent housing within 90 days of arrival
f. oversee the completion of participant screening/assessment using the District’s
assessment tool (VI-SPDAT, SPDAT) as necessary;
g. include participation in the District’s CAHP System and shall attend matching
meetings; and

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h. include intake and all completed assessments e entered into HMIS, with
appropriate HMIS consent, within 12 hours;

C.5.12.4 The prime contractor shall maintain a file for each participant that contains the
following, but not limited to:
a. referral documentation (if applicable)
b. CoC CAHP Standardized Assessment Form (VI-SPDAT) (if applicable)
c. Individualized Housing Plan (if applicable)
d. Documentation verifying the participant’s eligibility to receive assistance
e. Photo of the participant taken at the time of enrollment
f. a copy of the participant’s photo ID

C.5.12.5 The prime contractor shall collect the following data metrics and provide to the DHS
CA monthly:
a. number of clients referred to the program;
b. number of clients residing in each bridge housing location;
c. client’s length of stay including the number of clients whose stay exceeds 90
days;
d. client satisfaction measures;
e. summary of case management activities including document status, barriers to
obtaining permanent leases, and corrective actions to address leasing challenges
on a per-client basis;

C.5.12.6 The prime shall ensure that case managers actively participate in the “warm handoff”
process with community providers (i.e. outreach staff RRH/PSH/TAH case managers,
or housing navigators) to facilitate housing placements.
C.5.12.7 The prime contractor shall monitor and provide technical assistance as needed to
ensure that case managers are actively and effectively working with clients, their
family members, and other service providers, as applicable, to meet their housing and
other goals.
C.5.12.8 The prime contractor shall provide bilingual staff or interpretation services to meet the
needs of those persons experiencing homelessness and imminently at risk of
homelessness receiving services and benefits in accordance with the DC Language
Access Act, the DHS Human Rights Act, and the Americans with Disabilities Act.
C.5.12.9 The prime contractor shall abide by all local, state, and federal confidentiality laws.
C.5.12.10 The prime contractor shall implement the following program rules as part of their
requirements.
a. All Bridge Housing Apartments will be considered transitional housing.
v. Clients can come and go from the premises at will.

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vi. Clients are able to leave Bridge Housing at any time, but they must notify their
case manager. If the client is absent for longer than three consecutive days without
notifying a case manager, the client may lose their placement in the program. Once
the client leaves bridge housing there is no guarantee there will be enough space
for them to come back.
vii. Refusal of housing – clients can be removed from the program if the client refuses
more than 3 offers of suitable housing.
viii. Clients
are required to meet with their case manager on a weekly basis. More than three
consecutive missed appointments with a case manager can be grounds for
dismissal from the program.
ix. The client is responsible for keeping their own apartment unit and room safe and
clean.

C.5.13 FACILITIES MANGEMENT
C.5.13.1 The prime contractor shall ensure that the requirements in Section 5.5 apply to facility
services provided centrally for all district-owned and leased buildings. The prime
contractor shall use these standards as a guide when subcontracting with providers in
buildings that are not owned or leased by the District, particularly in regard to
maintenance standards, service response times, and janitorial standards.
C.5.14 MAINTENANCE
C.5.14.1 The prime contractor shall provide consolidated maintenance services including the
management, supervision, labor, material, supplies, and equipment to ensure effective
performance of building operations, maintenance, and repair (OM&R) services at all
District owned and leased facilities for non-structural repairs as advised by DGS.
C.5.14.2 The prime contractor shall possess and maintain a working knowledge of each district-
owned and leased facility’s electrical and lighting systems. The prime contractor shall
provide the required maintenance and repairs for continued optimal operation per
directives by DHS.
C.5.14.3 The performance of Consolidated Maintenance Services under this Statement of Work
(SOW) shall be carried out in a safe and legal manner. The prime contractor shall
comply with the most recent versions and any future revisions of all applicable standard
industry practices, Federal and District laws, Court Orders, regulations, and policies and
procedures including but not limited to the Occupational Safety and He alth Act
(OSHA).
C.5.14.4 The prime contractor shall be responsible for mobilizing labor, equipment, and
materials required to perform requested repairs. Work areas shall be maintained in a
safe condition and cleaned up after completion of work. Any D.C. government-owned
property or equipment damaged by the prime contractor shall be restored to its original
condition.

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C.5.14.5 The prime contractor shall provide all materials required to complete the repair in a
proper and professional manner. Any “temporary” repairs are to be brought to the
immediate attention of the CA and shall be permanently corrected upon receipt of the
part(s).
C.5.14.6 The prime contractor understands that materials required to perform the services under
this contract may, in some instances, be specified by the CA. Any material substitutions
shall be approved by the CA. Use of hazardous materials is strictly prohibited unless
authorized in writing by the CA.
C.5.14.7 The prime contractor shall deliver materials and equipment in the original, properly
labeled, unbroken packages, containers, cartridges, or bundles and in such quantities
and such ample time that the progress of work will not be delayed.
C.5.14.8 The prime contractor shall protect materials and products against any damage or
deterioration during transit to the site, unloading, delivering, and storing on -site,
installation or erection, and during the period(s) between installation or erection and
final acceptance by the District, that shall include, but not limited to:
a) Minimum exposure to weather during delivery
b) Storage off-ground in dry, well-ventilated spaces
c) Covering, as necessary, for adequate protection from soiling and wetting

C.5.14.9 The prime contractor shall be responsible for safeguarding its materials, tools, and
equipment. DHS shall not assume any responsibility for vandalism and/or theft of
materials, tools, and/or equipment.
C.5.14.10 The prime contractor understands that all work shall be subject to inspection by one or
more representatives of DHS. Any work that has not been completed in compliance
with approved specifications or that has not been in compliance with local code
requirements will be corrected at the prime contractor’s expense.
C.5.14.11 The prime contractor shall develop and provide a Building Operating Plan (BOP) for
the Facility’s operating systems. The prime contractor will provide a draft BOP 30 days
after the award. The prime contractor shall update and revise the BOPs as needed but at
a minimum once a year. The BOP shall be submitted for the review and approval of the
CA and shall include at a minimum:
a) Emergency response procedures;
b) Other documentation procedures necessary to meet contract requirements;
c) Maintenance schedules, procedures, and guides;
d) Identify and document the Hours of Operation for HV AC equipment;
e) Preventive Maintenance guides, methodologies, frequencies and

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schedule, and a description of the work to be done for each maintenance
item identified;
f) Service call program and tenant environment;
g) Hours of operation;
h) Repairs, replacement items, and associated standards;
i) Excess snow removal plan;
j) Integrated Pest Management Plan and Locksmith services;
k) Contingency Plan;
l) Vandalism Remediation plan;
m) Description of staffing, responsibilities, and schedule;
n) List of key personnel along with complete contact information;
o) Identification of appropriately licensed and certified technicians;
p) Quality control program

C.5.14.12 The prime contractor shall comply with the most recent versions and any future revisions
to all applicable Federal and District laws, Court Orders, regulations, and policies in the
fulfillment of the required services.
C.5.14.13 The contracted maintenance staff shall not deviate from the directions provided by the
BOP except in emergencies or as directed by the CA. The DHS CA may modify, amend,
and/or revise the BOP to change shift duties, start and stop times, and post locations
provided the change is within the SOW scope and has no impact on price. Such changes
shall not require modification to the SOW.
C.5.14.14 The prime contractor shall possess all licenses and certifications to perform the
maintenance and repair services referenced in this SOW. The prime contractor bears the
sole burden for ensuring that all legally required licenses and permits are obtained and
renewed as specified by the regulating agency. The prime contractor shall verify and
comply with all federal, state, and local requirements.
C.5.14.15 The prime contractor shall be responsible for non-structural management. The prime
contractor shall determine the threshold in the BOP. The prime contractor shall report
structural maintenance issues to DGS immediately for emergency requests and within
24 hours for non-emergency requests.
C.5.14.16 The prime contractor shall be allowed to provide additional services based on surge
level or needs beyond the level 1 requirements listed in this SOW. The prime contractor

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shall only execute the additional services upon written approval in the form of an official
task order from the CA or the CO.
C.5.15 ELECTRICAL SERVICE MAINTENANCE
C.5.15.1 The prime contractor shall replace failed ballasts with new high -efficiency electronic
ballasts that match the fixture wattage requirements.
C.5.15.2 The prime contractor shall replace failed fluorescent lamps with new lamps of the same
temperature color, and a Color Rendering Index (CRI). For the purpose of re-lamping
the main foyer (as necessary), the prime contractor shall demonstrate they have the
necessary equipment too annually or as needed to re-lamp 25 feet or above.
C.5.15.3 The prime contractor shall safely handle, store, and manage fluorescent lamps and
broken lamps in accordance with Federal and local laws.
C.5.15.4 The prime contractor shall troubleshoot the problem:
a) identify the cause of the problem,
b) identify the components affected,
c) conduct the repair in a professional and timely manner for any units,
plumbing equipment, excavation, pneumatic controls, electronic controls,
and/or any other component that makes up the plumbing and pipe system
including associated mechanical, plumbing a nd electrical/electronic
connections.

C.5.16 PLUMBING SERVICES MAINTENANCE
C.5.16.1 The prime contractor shall possess and maintain a working knowledge of each district-
owned and leased facility’s plumbing systems and provide the required maintenance
and minor repairs for continued optimal operation.
C.5.16.2 The prime contractor shall maintain and perform minor repairs to the Facility’s
plumbing systems including repairs of toilets, urinals, showers, shower heads, and
sinks.
C.5.16.3 The prime contractor shall ensure that water is maintained in all indoor drain traps so
that they do not dry out and prevent odors and gases from entering the facility through
the drain system. In areas where there is no regular spillage through drains, the prime
contractor shall add a small amount of mineral oil to the water to prevent drying out.
T h e prime contractor shall also propose the use of trap primers where appropriate.
C.5.16.4 The prime contractor shall coordinate with DHS to facilitate DGS repairing any
incident(s) not classified as minor.

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C.5.16.5 The prime contractor shall operate, service, and maintain rainwater storage systems
and building gray water systems.
C.5.17 ARCHITECTURAL, STRUCTURAL, AND FIXTURES MAINTENANCE
C.5.17.1 The prime contractor shall possess and maintain a working knowledge of the required
building signage services required for the Facility’s continued optimal operation.
C.5.17.2 The prime contractor shall provide all necessary labor and materials to install, change,
maintain, repair, and replace wall and door-mounted identification plaques and signs
and numbers including the information displayed in the building lobby directories and
way-finding systems.
C.5.17.3 The prime contractor shall replace, alter, or change room numbers, narrative room
identification signage, lobby and location directory information due to changes in the
building population or area use.
C.5.17.4 The prime contractor shall protect all surrounding surfaces, e.g., carpet, marble, and all
others surfaces to avoid stains, scratches, tears, or any other damage.

C.5.18 OPERATIONS, MAINTENANCE, REPAIR, AND IMPROVEMENT
SERVICES
C.5.18.1 The Contractor shall provide all Operations, Maintenance and Repair (OM&R) services
for the Facility in an efficient, economical, and reliable manner. The contractor shall
maintain an acceptable level of performance for the required non -structural repair and
improvement services.
C.5.18.2 The specific requirements identified herein are not intended to provide a comprehensive
list of tasks, which may be necessary to meet the general requirements of this contract
and shall not be interpreted as exclusionary. It is the responsibility of The prime
contractor to include specific operational tasks in the Building Operating Plan (BOP).
C.5.18.3 Except as otherwise specifically provided herein, the following are excluded from the
scope:
a) Base building and structural equipment that is maintained and managed by
DGS.
C.5.18.4 The prime contractor shall update and revise the BOPs as needed but at a minimum once
a year.
C.5.18.5 The prime contractor shall develop and provide a BOP for each District owned and leased
facility. The final BOP shall be submitted for the review and approval of the CA within
10 days of contract award and shall include and address at a minimum:
a) Emergency response procedures

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b) Other documentation procedures necessary to meet contract requirements
c) Maintenance schedules, procedures and guides;
d) Identify and document the Hours of Operation for HV AC equipment;
e) Service call program and tenant environment;
f) Hours of operation;
g) Repairs, replacement items, and associated standards;
h) Integrated Pest Management Plan and Locksmith services;
i) Contingency Plan;
j) Vandalism Remediation plan;
k) Description of staffing, responsibilities and schedule;
l) List of key personnel along with complete contact information;
m) Identification of appropriately licensed and certified technicians;
n) Quality control program

C.5.19 REPAIRS
C.5.19.1 The prime contractor shall ensure that it possesses properly working tools, equipment,
and materials to successfully perform all repairs in this agreement. The prime contractor
shall replace broken, damaged, or faulty tools, equipment and materials as soon as
possible or as otherwise agreed upon with the CA. The prime contractor shall take
measures to temporarily meet the operational needs of the Facility while repairs are
pending. The prime contractor shall provide labor, and equipment to perform all non -
structural repairs, to the Facility interior and exterior including, but not limited to:
a) Lighting systems (interior only),
b) Plumbing systems (minor interior repair only),
c) Interior walls,
d) Furniture
e) Doors (interior only),
f) Door-locks (interior only),
g) Door hinges,
h) Floor coverings,
i) Concrete floors,
j) Hardwood flooring,
k) Carpeting,
l) Ceramic tile,
m) Interior and exterior stairways,
n) Ceiling tiles and ceiling structure systems,
o) Blinds and shades, and
p) Bathroom, and kitchen plumbing and fixtures.

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C.5.19.2 The prime contractor shall repair or replace all equipment damaged by misuse of
equipment by any person(s) other than the prime contractor, his representative(s) or
employee(s) or by reason(s) of any other cause beyond the control of the prime
contractor. Any damage caused by the prime contractor, his representative(s) or
employee(s) shall be repaired or replaced by the prime contractor at no cost to the
District.
C.5.19.3 The prime contractor shall include in the BOP a plan to deter and remediate vandalism
(e.g. breaking windows, arson, graffiti, egging, and other destructive acts). The prime
contractor shall replace or restore any deficiencies or breakdowns caused by public
vandalism, misuse, abuse, or natural disaster.
C.5.19.4 The prime contractor shall complete repair work, including touch -up painting and
operational performance checkouts of systems or system components. The prime
contractor shall ensure that the quality of work for repaired areas are fully compatible
with and match adjacent surfaces or equipment.
C.5.19.5 The prime contractor shall submit to the CA for approval, a list of “on the shelf”
replacement and expendable parts and materials that the prime contractor intends to
stock at the building. The CA may require the prime contractor to add or delete items
from this list. The prime contractor’s inventory of replacement parts shall include but
not be limited to: Toilet seats, office door locks and keys, incandescent light bulbs,
fluorescent light bulbs and ballast’s, toilet and urinal flush valves, various sizes of air
handling equipme nt shaft bearings, pulleys and fan belts, air filters, manufacturer’s
recommended preventive maintenance parts and any other expendable mechanical,
electrical, and cleaning (janitorial) materials or items the prime contractor intends to store
and use at the Facility. This inventory shall be maintained at the same levels of items
on a continuous basis. When any item is used, a replacement part shall be ordered to
keep the inventory at full stock at all times. Where lights, parts and materials are visible
to tenants they shall match the existing adjacent ones exactly in appearance.
C.5.19.6 All of Prime Contractor’s replacement items shall match existing dimensions, materials,
quality of work, finish, color, design, and performance. During all stages of work, the
prime contractor shall not allow the debris to spread into adjacent areas or accumulate
in the work area.
C.5.19.7 The prime contractor shall remove all such debris, excess material, and parts at the end
of each day while work is in progress. Upon work completion, the prime contractor
shall remove all stains and other unsightly marks.
C.5.19.8 The prime contractor shall complete all repair or alteration work, including touch -up
painting and operational checks. The prime contractor shall ensure that the quality of
the work and the Repaired areas are fully compatible, visually and operationally, with
adjacent surfaces or equipment. The prime contractor shall ensure that all replacements
match existing in dimension, material, quality of work, finish, color, and design. Upon

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completion of work, prime contractor shall remove any stains, and other unsightly
marks.
C.5.19.9 The CA shall follow up on all work orders and will conduct site visits and periodic
inspections.
C.5.20 SERVICE CALL OPERATIONS
C.5.20.1 The prime contractor shall develop and operate a service call program that includes
policies and procedures for responding to all service calls. This plan shall be submitted
to the Department for approval within 30 days of contract award.
C.5.20.2 The prime contractor shall ensure that its service call program incorporates the DHS
Maintenance and Repair Tool in its policies and procedures. All maintenance and repair
requests shall be formally submitted electronically through the DHS Maintenance and
Repair Tool.
C.5.20.3 The District reserves the right to demand a change in or removal of any Prime
Contractor’s service call program based on unsatisfactory performance at no additional
cost to the District.
C.5.20.4 The prime contractor shall report maintenance issues for District owned and leased
facilities within 24 hours of identification via the DHS Maintenance and Repair Tool.
For any emergency maintenance issues during non-operating hours, the on-site staff shall
immediately report the issue to the prime contractor Emergency Hotline Number and
the DHS Facilities Coordinator.
C.5.20.5 The District unilaterally reserves the right to modify the Contractor’s required non -
emergency service calls response time based on unsatisfactory performance.
C.5.20.6 The prime contractor shall at a minimum perform an analysis of the problem, and
adjustment of operating or monitoring controls or other immediate corrective action.
C.5.20.7 The prime contractor shall provide normal, business operating hours from 8:00am to
5:30pm Monday through Friday.
C.5.20.8 The prime contractor shall have a 24-hour telephone number available for the purpose
of notification of the need for services that can be performed on an emergency basis.
C.5.20.9 The prime contractor shall immediately notify the CA of the need for emergency
services for operating and maintenance, and repairs and improvements. Upon approval
by the CA, the prime contractor shall respond on -site to the emergency within 30
minutes (sufficient and adequate on -site action which mitigates the emergency is
required), upon notification or identification of the emergency by the prime contractor,
unless the CA and the prime contractor agree upon another time period.
C.5.20.10 The prime contractor shall ensure that the District has access 24 hours per day, and seven
days per week to the on-site technician, or another representative of the Prime Contractor.

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C.5.20.11 The prime contractor shall maintain all environmental standards, within the range
defined by OSHA, and if applicable LEED requirements. If the building design does
not permit operation to current standards, the prime contractor shall demonstrate and
document their concerns to the CA and maintain conditions as close to the modern
standards as possible given the existing equipment of the building.
C.5.21 EMERGENCY SERVICE CALL OPERATIONS
C.5.21.1 The prime contractor shall provide emergency service call services between regular
examinations of facility equipment. The prime contractor shall perform emergency
services on a 24 -hour basis, seven days a week. The prime contractor shall provide
response times in accordance with the following:
a) Respond within two hours to emergency service calls -- service calls that
consist of correcting failures during Normal Occupant Working Hours that
constitute an immediate danger to persons or property, a fire, life, safety
emergency, damage to the building is occurring, and/or when the CA, or
designated representative, has determined it is an emergency;
b) Respond to service shall require an emergency response to any service call,
repair, adjustment, or other problem(s) identified to the prime contractor by
the District or the tenant agency; and
c) Remain on-site for the job until each emergency situation is corrected or
mitigated; and
d) Ensure any required additional support shall be onsite within two hours.
C.5.21.2 The Prime Contractor’s response time for emergency service calls shall begin when a
service call is initially submitted to and acknowledged by the prime contractor.
C.5.22 NON-EMERGENCY SERVICE CALL OPERATIONS
C.5.22.1 The prime contractor shall provide non -emergency service call services. The prime
contractor shall at a minimum:
a) Respond to non -emergency service calls within 48 hours during Normal
Occupant Working Hours;
b) Respond within 48 hours notification of the request or the next business day
after Normal Occupant Working Hours. If the request for service is made on a
Friday, the prime contractor shall respond no later than the following Tuesday,
unless Tuesday is a District or federal Holiday, in which case, Wednesday
would be the deadline for responding to the call.
C.5.22.2 The Prime Contractor’s response time for non -emergency service calls after Normal
Occupant Working Hours shall begin the next business day when business operating
hours begin.
C.5.23 JANITORIAL SERVICES

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C.5.23.1 The prime contractor shall possess and maintain a working knowledge of the custodial
and janitorial services required for each District owned and leased facility.
C.5.23.2 The prime contractor shall be responsible for the janitorial services of designated
District-owned and leased facilities utilized within the continuum of care. The cleanable
square footage for each facility is referenced in applicable document #16.
C.5.23.3 The prime contractor shall develop a comprehensive Janitorial Facility Assignment
Record (directives) for each facility designed to adequately staff and meet the standard
service level requirements outlined in this Statement of Work and in accordance with
the most current industry standards. The prime contractor shall comply with the most
recent versions and any future revisions to all applicable Federal and District laws,
Court Orders, regulations, and policies in the fulfillment of the required services. The
directives define the specific duties and hours of operation that the contracted janitorial
staff are to perform. The contracted janitorial staff shall not deviate from the directions
provided by the directives except in emergencies or as directed by the CA. The DHS CA
may modify, amend, and/or revise the directives to change shift duties, start and stop
times, and post locations provided the change is within the SOW scope and has no
impact on price. Such changes shall not require modification to the SOW.
C.5.22.3 The prime contractor shall perform all cleaning and services under this SOW shall be
carried out in a safe and legal manner in accordance with all applicable federal, state,
and local laws and regulations.
C.5.22.4 The prime contractor shall possess all licenses and certifications to perform services.
The prime contractor bears the sole burden for ensuring that all legally required licenses
and permits are obtained and renewed as specified by the regulating agency. The prime
contractor shall verify and comply with all federal, state, and local requirements.
C.5.22.5 The prime contractor shall ensure that all requirements in Section C.5.5.2 are
documented and posted in public view. For example, the prime contractor may post a
cleaning log at entrances that provide the date and time of services provided.
C.5.22.6 The prime contractor shall in no way use materials and chemicals in a way that threatens
the health or safety of District employees, subcontractors, or clients, or disrupts tenant
agency operations due to undesirable odors or fumes.
C.5.23 FLOOR CARE SERVICES
C.5.23.1 The prime contractor shall ensure floors, base moldings, and grout are clean and free of
debris Including, but not limited to, dirt, water streaks, mop marks, string, gum, tar, and
other foreign matter. The prime contractor shall ensure floors maintain their natural
luster and not have a dull appearance and wet -mopped floors shall be cleaned using
disinfectant cleaner(s) with additional scrubbing. Additionally, the prime contractor
shall ensure floors are not slippery, surfaces, baseboards, and corners are clean and dry,
walls, baseboards, and other surfaces shall be free of splashing and markings from the

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equipment and there shall be no visible buildup of finish in corners or crevices. In
addition, the prime contractor shall at a minimum:
a) Sweep all non-carpeted floors, including staircases, closets, and offices,
minimally two times daily, or as frequently as required to maintain
standards set herein.
b) Dispose of all material collected from sweeping.
c) Vacuum all carpeted floors daily or as frequently as required to maintain
the standards set herein.
d) Mop all non-carpeted floors with clean disinfectant water, including
staircases minimally daily or as frequently as required to maintain
standards set herein.
e) Supply, place and remove appropriate and proper signs/warning signs for
wet floors in order to ensure end user safety.
C.5.23.2 The prime contractor shall ensure that the water/disinfectant solution used for damp -
mopping floors shall be changed when or sooner than when it becomes “dirty” such that
the definition and standards of a damp-mopped floor (a method that uses clear water,
chemical free mopping) in the preceding section cannot be met.
C.5.23.3 The prime contractor shall use separate dust mops and damp mops for bathrooms. Such
implements shall be clearly identified as to their use. Any implement used in the
bathroom shall not be used on a non-bathroom floor until or unless sanitized by laundry
or similarly cleaned.
C.5.23.4 The prime contractor shall ensure that the water/disinfectant damp -mopping solution
shall never be used for a non-bathroom floor (once used) and shall be changed for each
application.
C.5.23.5 The prime contractor shall place “Wet Floor” caution signs, with appropriate symbols,
and written in both English and Spanish on the floor in any area being damp mopped or
is wet due to weather-related instances until the floor is dried. The restrooms shall be
closed to public use during cleaning. All other damp -mopped areas shall remain
accessible with appropriate signage.
C.5.23.6 The prime contractor shall ensure all cleaning products are used as directed by
manufacturer. Concentrated products shall be diluted to the specified ratio; required
protective apparatus (e.g., gloves) shall be worn; setting or soaking periods shall be
adhered to; and rinsing shall occur if directed.
C.5.23.7 The prime contractor shall provide floor care services as described below:
a) Laminated Flooring (ADP Floors): Damp mopping shall be the only
method of wet cleaning for floors in Automated Data Processing (ADP)
space.
b) Asphalt Floors: Damp mopping shall be the only method of wet cleaning

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for floors containing asphalt material.
c) All applicable floor areas shall be maintained in accordance with the prime
contractor’s Quality Control Plan. Surfaces shall be maintained clean and
free of smudges, dust, dirt, and removable soil substances. Surfaces shall
present a uniform luster. Marble surfaces should be cleaned with a
dampened dust cloth.
d) Loading Dock Floors: Spill residue and clean -up materials shall be
disposed of in accordance with the Environmental Protection Agency
(EPA) (Applicable Document #2). The prime contractor shall maintain
these areas to ensure that trash, debris, and other discarded materials do
not accumulate. Policing should be done, at a minimum, three times a
day.
e) Stripping, Sealing, and Waxing: The prime contractor shall perform full-
scale stripping, sealing, and waxing standard planned services on a semi -
annual basis. The old finish or wax shall be removed in accordance with
standard commercial practices. Spots shall be eliminated. There shall be
no evidence of gum, burns, scuff marks, or wax build-up in corners or
crevices. Walls, baseboards, and other surfaces shall be free of finish
residue and marks from equipment. Floors shall be free of streaks, mop
strand marks, and skipped areas. The finished area shall have a uniform
luster.
f) Buff and Shine: All floors shall be buffed to an industry standard or The
prime contractor shall perform buffing in high-traffic areas standard
planned services on a bi-weekly basis and low -traffic areas on a monthly
basis, manufacture standard.
g) Sealing: The prime contractor shall apply industry -standard sealant to
appropriate floors on a semi -annual basis. The sealant shall adhere to the
floor. Floor areas shall be evenly coated with a slip-resistant seal. Sealant
shall only be applied to appropriate floors.
h) Stairwells and Landings: Surfaces shall be free of dust, dirt, spillage, and
other removable soil substances. Carpeted surfaces shall be free of obvious
dirt, dust, spots, and spillages as further defined in Room Cleaning.
i) Wood Floors: There shall be no water solutions used on wood flooring.
There shall be no dry stripping methods used on wood flooring. The prime
contractor shall mop all non -carpeted floors, including staircases or as
frequently as required to maintain standards set herein.
j) Carpet and Rug Service: Carpeted areas shall be maintained, cleaned, and
free of spots and odors. The prime contractor shall vacuum all carpeted
floors as frequently as required to maintain the standards set herein.
k) Carpeting in Main Public Areas: The prime contractor shall maintain rugs

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and carpets clean and free of spots and odors. There shall not be any visible
dirt, soil substances, spillages, or removable stains. Build-ups, spills, and
crusted material shall be removed along with spots and smears. Cleaned
areas of carpets and rugs shall be reasonably blended with surrounding
carpets.
l) Spot Cleaning: Carpet surfaces shall be free of removable spots, soiled
traffic patterns, dirt, dust, debris, gum, and crusted material. Spot cleaning
shall be accomplished by cleaning only the immediate affected area to
remove any evidence of the dirt, soil, debris, liquid, stains, or other foreign
materials that made the cleaning necessary.
i. Carpet spotting shall be completed, wherever necessary.
ii. If carpet spotting does not accomplish the goals outlined in item l
above, Prime Contractor shall notify the CA if carpet/flooring
needs replacement.
m) Vacuuming: Carpet surfaces are to be free of dirt, dust, crumbs, and other
debris. Basic vacuuming (e.g. all high traffic areas and main
hallways/walkways) shall be minimally three times daily or as frequently
as required to maintain standards set herein. Detail vacuuming (e.g. all
high traffic areas, all main hallways/walkways, all offices, all conference
rooms, cubicles, and all workrooms) shall be throughout the day as needed.
i. The prime contractor shall utilize vacuum cleaners that meet the
requirements of the Carpet and Rug Institute "Green Label/Green
Label Plus" Testing Program
n) Carpet Shampooing and Extraction Cleaning: The prime contractor shall
take measures to prevent the growth of mold. The carpet shall be dry before
tenants occupy the building on the next business day. Moving of
duplicating equipment, computer equipment, and similar type electric and
electronic equipment shall be coordinated with the CA, BM, and BMS
prior to cleaning the carpet. Any furnishings moved are to be returned to
their original positions. Carpet shampooing and extraction cleaning
standard planned services shall be on a semi-annual basis.
o) Carpeting in Conference Rooms, Offices, and Other Rooms: These areas
shall be cleaned in accordance with the above standards
p) Rubberized or Specialized Mats: Certain facilities have specialized
flooring, for further details regarding specialized flooring needs.
q) Vinyl Composition Tile (VCT): These floors shall be swept and cleaned
with disinfectant mop water three times daily or as frequently as required
to maintain the standards set herein.
r) Concrete: These floors shall be swept and cleaned with a damp mop.

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C.5.24 RESTROOMS, SHOWERS AND LOCKERS
C.5.24.1 The prime contractor shall provide standard restroom, shower room, and locker room
cleaning services for the work items listed below. The prime contractor shall provide
Restroom(s), Shower Room(s), and Locker Room(s) Services in accordance with
Occupational Safety and Health Administration (OSHA) 29 CFR 1910.1030 and in the
case of human waste or fluids all cleaning and disposal shall follow Blood Borne
Pathogens as specified in (OSHA) 29 CFR 1910.1030.
C.5.24.2 The prime contractor shall ensure at a minimum:
a) Restroom(s) Services: The prime contractor shall clean these areas in
accordance with the above standards. Additionally, they shall be free of
discarded material and trash shall be emptied to prevent the containers
from overflowing. Restrooms shall be policed minimally every two hours
to prevent trash from accumulating. Commode seats and sinks shall be
wiped during policing to maintain a clean appearance. Full restroom
cleaning services shall be provided a minimum of three times daily or as
frequently as required to maintain standards set herein.
b) Locker Room(s) Services: The prime contractor shall wipe disinfect all
lockers inside and out of each locker room daily or as frequently as required
to maintain standards set herein. This includes all vertical and horizontal
surface areas including the tops of lockers and baseboards.
c) Service Standards & Expectations:
i. Standard Restrooms, Shower Rooms, and Locker Rooms: All
standard restrooms, shower rooms, and locker rooms services are
provided in accordance with the above standards, a minimum of
two times daily or as frequently as required, to maintain standards
set herein.
ii. Scrub Restroom, Locker-room, Shower room Floors/Hard Surface
including Partitions and Walls
iii. Close restroom, locker -room, shower room, remove all movable
objects from area and place approved “closed” signage to area prior
to beginning task. Apply approved cleaning solution at approved
dilution to area to be scrubbed, not allowing solution to dry.
Quickly agitate small section coated with solution with approved
stiff bristle brush.
iv. Be sure grout is clean. Thoroughly mop rinse are with clean cotton
mop and clear water twice. Make sure all walls, doors, baseboards,
etc. are also thoroughly rinsed.
v. Plumbing fixtures, Surfaces, and Additional Fixtures: All
plumbing fixtures, surfaces, and additional fixtures including

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pipes, washbasins, urinals, modesty panels, toilets, shower stalls,
and etc. shall be clean, disinfected, and bright with no obvious dust,
stains, streaks, soil substances, rust, mold, or encrustation and
cleaned a minimum of three times daily or as frequently as required
to maintain standards set herein.
vi. Floor and Wall Grout: All floor and wall grout shall be maintained
free of any dirt, grime, or finish buildup. Grout shall be deep
cleaned on a quarterly basis with a grout machine to the satisfaction
of the CA.
vii. Partitions, Doors, Shower Curtains, Vents, Sills, and other Walls:
Partitions, doors, shower curtains, vents, sills, and walls shall be
free of grime, mildew, dust, dirt, bodily fluid, waste, and graffiti.
There shall be no sign of obvious dust, soil substances, or dirt on
the walls, mirrors, stalls, and metal surfaces. These areas shall
present a clean and sanitized appearance and shall be mai ntained
odor free. All partitions, doors, shower curtains, vents, sills, and
other walls shall be cleaned, at a minimum, three times daily or as
frequently as required to maintain standards set herein.
viii. Blood and Bodily Fluids: Should blood, bodily fluid substances, or
any unsanitary condition be present, the prime contractor shall
clean the substance and sanitize as appropriate and per government
regulations. Policies and procedures shall adhere to OSHA
standards. Employees are required to practice universal precautions
as the method of infection control and comply with all policies for
preventing the transmission of infections. Employees shall report
all exposure incidents of blood and body fluids immediately to the
prime contractor and CA. Employees shall follow and adhere to
all hand- washing/hand hygiene procedures and protective barrier
precautions when performing cleaning task.
ix. Waste receptacles and sanitary Napkins: Waste receptacles and
sanitary napkin containers shall be emptied and disinfected with
new bags inserted at a minimum of three times daily or as
frequently as required to maintain standards set herein.
x. Dispensers: The District shall provide dispensers unless otherwise
specified by the CA. The prime contractor shall replenish supplies
and fill dispensers as a standard service monthly or as frequently
as required to maintain the standard set herein. The supplies for the
provided dispensers shall be compatible with the dispenser
manufacturer's requirements. The prime contractor shall supply
automatic air fresheners in all restrooms, locker rooms above the

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lockers and door rooms. Automatic air-fresheners shall be
replenished as per manufactures recommendations. Supplies for
dispensers including but not limited to toilet seat covers, toilet
tissue, paper towels, soap, hand sanitizer, etc., shall be
continuously maintained and refilled throughout the day as
necessary to meet the needs of the tenants.
I. All soap and hand sanitizer dispensers shall be refilled each
time levels become 75% finished.
II. All loose paper towel dispensers shall be refilled each time
levels become 75% finished.
III. All rolling paper towel dispensers shall be replaced when
levels become 80% finished.
xi. Floors: Unless otherwise indicated, the quality standard for this item
is the same as that described in "Floor Care" of this contract under
Section
xii. Mirror Cleaning: All mirrored surfaces shall be clean and free of
dirt, dust, streaks, watermarks, spots and grime, and shall not be
cloudy.

C.5.25 ROOM/DORM/LIVING QUARTER CLEANING
C.5.25.1 The prime contractor shall provide standard room cleaning services for the work items
listed herein. The basic standard of services provided shall be of the highest quality. The
custodial/housekeeping/housekeeping services provided shall be of the highest quality
and policed at a frequency to maintain a clean appearance at all times. These areas shall
be completely free from removable dirt, dust, soil substances, stains, or marks. The
prime contractor shall maintain, at a minimum, provide the following services:
a) Entrances and Lobbies: The basic standard of services provided shall be consistent
with “Room Cleaning” and “Floor Services” specifications of this contract;
however, entrances and lobbies are high visibility areas, therefore, The prime
contractor shall give special attention to these areas. The custodial/housekeeping
services provided shall be of the highest quality and policed at a frequency to
maintain a clean appearance at all times. All entrances and lobbies shall be serviced
three times daily or as frequently as required to maintain the standards set herein.
b) Corridors and Areaways: The prime contractor shall clean floor surfaces
to make sure they are free of trash, debris, dirt, marks, or foreign matter.
The floor surfaces shall have a uniform appearance without unsightly
buildup of debris or dust and shall be slip-resistant. Walls and baseboards
shall be free of water splashes and markings. Metal surfaces shall be
polished. Glass surfaces shall be clean and free of dirt, grime, dust, streaks,

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watermarks, and spots and shall not be cloudy. All corridors and areaways
shall be serviced three times daily or as frequently as required to maintain
standards set herein.
c) Shelter/Dorm Room Areas: The Contract shall clean these areas in
accordance with all standards set within the full body of the SOW. In
addition to the daily service standards, The prime contractor shall wipe
down (or spray) with approved disinfectant all bed surfaces and mattresses
(all sides) daily. The prime contractor’s representative shall report any
evidence or suspicion of bed bugs or any other pestilence to the shift
Supervisor and the CA immediately. The prime contractor shall coordinate
immediate pest control and quarantine measures with the CA to prevent
and suppress further spread of pestilence.
d) Elevators: The prime contractor shall clean all vertical and horizontal
surfaces. All surfaces shall be clean and free of obvious dirt, dust, smudges,
soil substances or other foreign matter. Metal surfaces shall be free of
obvious smears, smudges, or soil substances. Carpeted surfaces and
elevator door tracks shall be clean and maintained free of soil or foreign
substances. Surfaces shall be clean and free of finger marks, smudges, and
spills. Floors requiring a finish shall be maintained at a high luster. All
elevators shall be serviced daily.
e) Exposed Surfaces, Treads, Risers and Landings: Stairways, escalators,
entrances, landings, railings, risers, ledges, grills, doors, radiators, and
surrounding areas shall be free of dirt, dust, litter, and debris. All stairwells,
escalators, entrances, landings, railings, riders, ledgers, grills, doors and
surrounding areas shall be serviced daily or as frequently as required to
maintain standards set herein.
f) Guard Booth/Desk or Counters: Services provided shall be consistent with
“Room Cleaning” specifications of this contract. Guard booths shall be
serviced three times daily or as frequently as required to maintain
standards set herein.
g) Interior Loading Areas/Platforms/Ramps: The prime contractor shall
maintain these areas to ensure that trash, debris, and other discarded
materials do not accumulate. Frequent policing is required. Interior
loading areas/platforms and ramps shall be serviced three times daily or as
frequently as required to maintain standards set herein.
h) Vending Areas, Breakrooms, Kitchen, Pantry and Lunch Areas: The prime
contractor shall perform exterior and interior refrigerator cleaning
standard planned services three times daily or as frequently as required to
maintain standards set herein. All areas that are included in the vending
space and seating areas shall be clean, sanitized, and free of spillages, food

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crumbs, spots, smudges, marks, soil, and show no signs of obvious trash
and debris. Due to daily, heavy personnel usage, additional cleaning and
policing shall be provided to ensure these areas and furniture therein are
clean and sanitary. Counters, exterior of vending machines, and all
appliances shall be maintained clean and free of spillages, spots, smudges,
or marks. The finished floor area shall be free of dirt, spots, spillages, and
soil and shall be maintained in accordance with the “Floor Services”
portion of this contract. The interiors and exteriors of the refrigerators
shall be completely emptied and cleaned on a weekly basis (every Friday.)
The exterior and interior of all microwave appliances shall be wiped down
and cleaned on a daily basis; all appliances' interior surfaces shall be
cleaned three times daily or as frequently as required to maintain the
standards set herein. Vending areas break rooms, kitchen, pantry and lunch
areas shall be serviced a minimum of three times daily or as frequently as
required to maintain the standards set herein.

C.5.26 SURFACE CLEANING SERVICES
C.5.26.1 The prime contractor shall ensure building surfaces are maintained as follows:
a) Horizontal Surfaces: All surfaces shall be free of dust, dirt, oil spots, or
smudges. Cabinets and desks with papers, computers, and keyboards shall
not be disturbed.
b) Metal, Brass, and Woodwork: Surfaces (including corners, crevices,
moldings, ledges, handrails, grills, doors, doorknobs, doorframes, kick
plates, etc.) shall be free of dust, streaks, spots, hand marks, oil, smudges,
dirt, soil substances, encrustation, and streaks and shall present a uniform
polished appearance.
c) Glass Cleaning: All glass, clear partitions, mirror surfaces, bookcases, and
other glass (within approximately 70’’ of the floor) shall be clean and free
of dirt, dust, streaks, smudges, watermarks, spots and grime, and shall not
be cloudy. There shall be no water spots on the glass or adjacent fixtures and
furniture. Glass cleaning shall be done every third business day with the
exception of restroom mirrors. Restroom mirror service shall be
completed three times daily or as frequently as required to maintain the
standards set herein.
d) Drinking Fountains: All fountains shall be free of dirt, watermarks, and all
other debris or encrustations. Drinking fountains shall be sanitized and
present a lustrous appearance. Drinking fountain service shall be provided
three times daily or as frequently as required to maintain standards set
herein.

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e) General Fixtures: Fixtures and surfaces shall be clean with no dust, spots,
soil substances, discoloration, mold, build-up, or excess moisture.
f) Walls: Clean Spots and/or Marks: Wall surfaces shall be free of smudges,
marks, dirt, and spots. Cleaning should not cause discoloration.
g) High Dusting/Cleaning: High dusting/cleaning is any interior room
cleaning of 70” and above. High dusting services shall be completed
weekly or more frequently as needed to maintain standards set herein.
Surfaces shall be free from all dust, lint, litter and soil beyond 70". Walls
shall be free from dirt, smudges, and markings. The ceiling shall be free
from cobwebs and loose dirt.

C.5.27 TRASH, WASTE AND RECYCLING SERVICES
C.5.27.1 The prime contractor shall provide the following trash, waste, and recycling services:
a) Trash: All trash and recycling throughout the entire building, including but
not limited to restrooms, office spaces, conference areas, clinic, kitchen,
and cafeteria shall be collected and removed throughout the day. Trash and
recycling containers shall be emptied and kept clean, odor -free, and free
of dirt, dust, debris, residue, and spilled materials. Plastic liners for all
trash containers, debris containers, and recycling bins shall not be torn,
worn, or contain residue.
b) Recycling: The prime contractor shall provide all labor, equipment, and
means to collect and transport recyclable materials from recycling bins and
containers located throughout the building to storage and loading areas.
Recycling containers shall be emptied and kept clean, odor -free, and free
of dirt, dust, debris, residue, and spilled materials. Plastic liners for all
trash, debris containers, and recycling bins shall not be torn, worn, or
contain residue. Cardboard side of desk recycling boxes shall be provided
by prime contractors to each individual within the facility. Multiport Trash
and Recycling common area bins shall be provided by the prime
contractors to each common area (i.e. break room, lunchroom, etc.) within
the facility.
c) Trash and Recyclables Collection Process: The standards established from
the ruling in the District case DC Gov. VS. Sierra Club 2001(Revised
2005) (Applicable Document #8) dictates responsibilities for District
solicitations of recycling services and Prim e Contractor reporting of
recycling data. Therefore, the following protocol shall be followed.
d) Collection and Disposal: The prime contractor shall provide clearly
labeled “Recycling Only” Utility Collection Carts to collect and transport
recyclable materials within the Facility. The prime contractor shall never

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store or transport recyclables and trash together even if bagged separately
in the same Utility Collection Cart, unless is a compartmentalized cart in
order to avoid or give the appearance of contamination.
i. The prime contractor shall collect recyclables on a daily basis from
offices where large and mid -sized centralized containers are
located. Centralized containers may be large white corrugated
boxes approximately 42” high holding white ledger paper and/or
mixed paper and smaller corrugated boxes approximately 18” high
holding newspapers. Other centralized containers may also be
composed of plastic material. Utility Collection Carts containing
recyclable materials shall be taken to the loading dock or
designated hauling pick-up point within the premises to be emptied
into “Recycling” designated hauling containers for t ransport to a
recycling center.
ii. The prime contractor shall provide descriptive labels Spanish and
English on all containers used to transport trash or recyclables to
the loading dock or designated hauling pick -up point within each
building.
iii. The p rime contractor shall, at a minimum collect, for recycling
purposes the following materials mixed office paper, including
newspapers and inserts, soft cover publications, catalogs,
unwanted mail, magazines, all other paper, any color any size,
paperboard, corrugated boxes, food and beverage containers made
of glass, plastic, tin and aluminum, toner cartridges, or other
recyclable materials as deemed appropriate by the District.
iv. The p rime contractor shall pull corrugated containers from the
trash stream and place them in designated recycling containers.
The prime contractor shall, if necessary, bundle or bind the
corrugated containers to facilitate transport by the recycling hauler.
Note: corrugated cardboard shall never be placed in trash
dumpsters or compactors for disposal.
v. The prime contractor shall set aside all broken furniture, wooden
pallets, and similar large objects for bulk collection pick up.
vi. The prime contractor shall weigh each week all recycling materials
using scales (1) at facilities with existing scales, (2) for facilities
without scales, and the prime contractor shall complete and submit
the Weekly Recyclable and Trash Weight forms to the CA. The
forms shall include, at a minimum; location, date, size of container,
container contents, weight of container (if applicable), quantity of
full containers and partially filled containers to the nearest quarter.

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All forms shall be approved by the CA.
e) Plate Glass: All glass including glass over and in exterior and vestibule
doors, spandrel glass, and all plate glass around entrances, lobbies, and
vestibules shall be clean and free of dirt, grime, streaks, and moisture and
shall not be cloudy.
f) Window Washing-Interior: Window sashes, sills, woodwork, and other
surroundings of glass shall be wiped free of drippings and other
watermarks. In addition, windows shall be thoroughly cleaned free of dirt,
grime, streaks, and moisture, and shall not be cloudy from corner to corner
on the interior on a daily basis.
i. Windows Blinds & Coverings not including Drapes, Curtains, &
Unique Coverings
ii. Windows and blinds services shall be completed minimally on a
semi-annual basis.
iii. Dusting: All blinds and coverings, cord tapes, and valances shall
be clean and free of dust and spots. Non -operational blinds and
coverings shall be reported to the CA, BM and/or BMS for repair.
iv. Washing: Both sides of blinds and coverings shall be washed.

C.5.28 EXTERIOR CLEANING SERVICES
C.5.28.1 The prime contractor shall provide exterior standard services for the work items listed
below. The prime contractor shall ensure all exterior areas are clean in appearance, free
of litter, dirt, trash, debris, and discarded items with no obvious signs of removable
stains or foreign matter on concrete, brick, or other hard surfaces. The prime contractor
shall take into consideration that exterior grounds are heavily used as a smoking area;
therefore, the prime contractor shall ensure all exterior areas surrounding the building
are policed during service hours (7:00 a.m. through 9:00 p.m.) at a frequency minimum
of every four hours to prevent trash and debris from accumulating; this includes the
possible deposition of syringes, human and avian excrement.
C.5.28.2 The prime contractor shall take into consideration that exterior grounds are heavily used
as a smoking area; therefore, the prime contractor shall police these areas the minimum
three-hour frequency or more frequently as required to maintain the standards set herein.
Power washing down exterior areas surrounding the building may be required by the
CA, BM, and/or BMS, weather permitting. When exterior cleaning or policing is
performed, persons shall use all safety equipment and procedures required by
Occupational Safety and Health Administration (OSHA) 29 CFR 1910.1030.
C.5.28.3 The prime contractor shall provide the following exterior cleaning services:
a) Servicing Outside Area: The prime contractor shall ensure, at a minimum,
the following exterior cleaning services are provided,

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i. Policing: All areas including lawn, grounds, planted areas,
sidewalks, hard surfaces, parking areas, garages, docks,
trash/recycling bins, platforms, driveways, ramps, lanes, etc.) shall
be clean of gum, litter, debris, paper, trash, and other discarded
material;
ii. Unimproved Grounds: All areas shall be cleared of trash, debris,
and other discarded material.
iii. Fence Lines: Fence lines shall be cleared of trash, debris, and other
discarded material;
iv. Exterior Trash Dumpsters, Compactors, and Recycle Bins: The
prime contractor shall maintain the areas around the exterior bins
free of trash, debris, and clutter.
b) Exterior Plate Glass: The prime contractor shall ensure all glass including
spandrel glass, glass over and in exterior and vestibule doors, and all plate
glass around entrances, lobbies, and vestibules is clean and free of dirt,
grime, streaks, and moisture, and shall not be cloudy.
c) Exterior Window Washing: The prime contractor shall perform exterior
window washing standard planned services on a semi-annual basis. The
prime contractor shall clean both sides of the glass to ensure the glass is
clean and free of dirt, grime, streaks, and moisture, and shall not be cloudy.
The prime contractor shall wipe and clean window sashes, sills,
woodwork, and other areas surrounding the glass so that the area is free of
drippings and other watermarks. Cleaning frequencies that are additional
to standard planned services shall be completed on a supplemental
reimbursement basis to the prime contractor.
i. The prime contractor shall ensure window washing work is
performed consistent with safety requirements promulgated by the
OSHA including adequate fall protection for window washers.
d) Exterior Canopies: The prime contractor shall ensure all canopies and
anything affixed to or included in the surfaces of canopies shall be clean
and free of all dirt, dust, cobwebs, nests, bird excrement, trash, and debris
on an annual basis.
e) Exterior Hard Surface Areas: The prime contractor shall ensure all areas
including sidewalks, brick areas, hard surfaces, parking areas, garages,
docks, moats, platforms, driveways, ramps, lanes, etc. shall be clean and
free of dirt, debris, gum, litter, gravel, weeds, oil, and grease with no
residual dirt. In addition, the prime contractor shall ensure all spill residue
and clean-up materials be disposed of in accordance with the EPA and local
regulatory agency requirements.
i. The prime contractor shall provide, for the purpose of removal of

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trash, debris, and spill residue exterior hard surface area services
cleaning three times daily or as frequently as required to maintain
standards set herein; at a minimum of once during 1st shift and
once during 2nd shift.
ii. The prime contractor shall provide, for the purpose of removal of
gum, hard debris, oil and grease, exterior hard surface services
shall be performed every other week.
f) Exterior Ash Receptacles and Trash Containers: The prime contractor shall
collect and remove all trash to a location designated by the CA, BM and/or
BMS. The prime contractor shall empty trash containers and ash
receptacles and ensure receptacles are emptied and kept clean, odor -free,
and free of dirt, dust, ash, cigarette butts, debris, residue, and spilled
material. The prime contractor shall replenish sand in ash receptacles as
necessary. The prime contractor shall replace and ensure plastic liners for
all trash containers are not torn, worn, or contain residue. The prime
contractor shall provide exterior ash receptacles and trash container
services on three times daily or as frequently as required to maintain
standards set herein, unless otherwise specified by the CA.
g) Exterior Surfaces (Signs, Vending machines, Tables, and etc.): The prime
contractor shall clean exterior surfaces ensuring the surface is free of dirt,
dust, residue, streaks, spots, soil substances, discoloration, or cloth streak
with spill residue and clean-up materials /disposed of properly.
h) Parking Structures, Parking Lot(s), Garages, and Exterior Loading Dock
Areas: The prime contractor shall remove all dirt, debris, residue, gum,
grease, and tar in an environmentally sound manner to minimize the
amount of waste washed into the storm sewers or onto the ground. The
prime contractor shall ensure areas are clean and free of dirt, water, streaks,
mop marks, and oil spill(s). Spill residue and clean-up materials shall be
disposed of in accordance with the Environmental Protection Agency
(EPA) and local regulatory agency requirements.
i. The prime contractor shall maintain these areas to ensure that trash,
debris, and other discarded materials do not accumulate. The
p rime contractor shall perform policing no less than three times
daily at 8 a.m., 12 p.m. and 8 p.m. and additionally as required to
maintain the standards set herein.
ii. The prime contractor shall conduct annual pressure washing of all
floors and walls of the exterior loading dock areas only. Cleaning
frequencies that are additional to standard planned services shall
be completed on a supplemental reimbursement basis to the prime
contractor.

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iii. The prime contractor shall police parking Structures, parking lots,
garages, and exterior loading docks services no less than three
times daily at 8 a.m., 12 p.m., and 8 p.m. and additionally as
required to maintain the standards set herein.
i) Exterior Excrement Removal (Human): The prime contractor shall ensure
all steps and stairs, entrances, sidewalks, arcades, landings, balconies, and
ledges shall be cleaned of all excrement while following established safety
precautions as outlined in the Center of Disease Control (CDC) protocols.
The prime contractor shall maintain knowledge of cautionary
requirements in cleaning areas contaminated by human excrement. The
prime contractor shall ensure staff designated to perform these services do
so in accordance with OSHA standards.
i. Historically, excrement removal practices often mandate the
application of a disinfectant on the excrement prior to its removal
and/or on the affected surfaces after the removal process.
Nowadays, most authorities agree that there is no need to apply
anything to the excrement except water, although the use of a
detergent will help remove the excrement from the surface. Since
the route of the infection with harmful organisms living in the
excrement is via respiration, they are rendered biologically neutral
if they are not airborne. In many cases, the most efficient way to
apply water under low pressure to dry excrement is by means of a
hand-operated sprayer.
j) Pest & Rodent Removal: All trapping devices used to achieve rodent
control inside occupied buildings are monitored. The prime contractor is
responsible for notifying the building manager and CA in writing within
24 hours of locating any trapped rodents in authorized trapping devices.

C.5.29 PEST MANAGEMENT
C.5.29.1 The prime contractor shall implement methods to prevent and suppress pest populations
through sanitation; waste management and assessment of the effectiveness of these
methods from pests including but not limited to:
a) Indoor and outdoor populations of rodents, such as rats, mice, squirrels, pigeons, and
insects, including cockroaches, bed bugs, arachnids, and other arthropods, and
flying insects such as flies, bees, and wasps.
b) Outdoor populations of potentially indoor-infesting species that are within the
property boundaries.
c) Nests of stinging insects within the property boundaries.
d) All excluded pest populations that are incidental invaders inside the building,

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including winged termite swarmers emerging indoors.
e) The Prime Contractor’s representative shall report any evidence or suspicion
of bed bugs or any other pestilence to the shift Supervisor and the CA
immediately. The prime contractor shall coordinate immediate pest control
and quarantine measures with the CA to prevent and suppress further spread
of pestilence.
f) The prime contractor shall immediately notify the shift Supervisor and the CA
if it notices any pests and shall assist in the control unless the CA instructs
otherwise.

C.5.29.2 Short-Term Family Housing Pest Management
a. The prime contractor shall develop and implement an Integrated Pest
Management Program (IPM) to control pest population in the facility with
the least amount of risk to the people and the facility.
b. The prime contractor shall implement measures necessary to suppress the
population of crawling or flying insects, bugs, mice, rats or any other
species, that become a problem in or around the facility.
c. The prime contractor Integrated Pest Management Program (IPM) shall
include but shall not be limited to the following:
1. Identification of pests and environmental conditions and controls that limit
the spread of pests.
2. Monitor, track and maintain records including regular sampling and
assessment of pests, remedial actions taken and the effectiveness of the
services.
3. Prevent pest entry and movement, monitor and maintain the structure and
grounds, including sealing cracks, eliminating moisture intrusion, and
accumulation and add barriers if needed to eliminate entry and movement.
4. The prime contractor shall suppress the pest population through regular and
thorough inspections, accurate identification of pests, and assessment of
conditions of the facility and application of the appropriate control methods.
5. The prime contractor shall provide a bi-weekly preventative maintenance
schedule that includes the areas treated and the type of product used by the
on-site Program Director and /or Operations Manager and designated DHS
staff.
6. The prime contractor shall provide detailed reports after each visit detailing
the current conditions, services provided during the visit, any remediation
needed, next scheduled visit and follow-up services to the on-site Program
Director and /or Operations Manager and designated DHS staff.
7. The prime contractor shall provide a minimum 48-hour notice for routine
visits or a detailed schedule for routine services to the on-site Program
Director and /or Operations Manager and designated DHS staff.

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d. In addition to the regular recurring services, the prime contractor shall
provide bed bug services (and any similar services) when necessary. The
prime contractor shall take corrective actions necessary to remove all “bed
bugs” and execute follow up treatments. The prime contractor shall respond
and be onsite within 24 hours to begin services and continue services until
the problem is abated.
e. In the event of an infestation, the prime contractor shall respond within 24
hours onsite to provide a service to mitigate the issue. The prime contractor
shall provide a detailed report on the infestation and remedy taken and if
additional visits and services are needed.
The prime contractor service estimate should include the following facilities:
a. The Terrell
b. The Brooks
c. The Kennedy
d. The Sterling
e. The Aya
f. The Horizon
g. The Triumph
h. The Rolark
C.5.30 JANITORIAL MEETINGS
C.5.30.1 The prime contractor shall attend quarterly meetings held between the prime contractor
and the CA. The purpose of these meetings will be to discuss the Prime Contractor’s
performance, areas of deficiencies, areas of satisfaction, and tenant needs or concerns.
Frequencies of these meetings may be increased or decreased depending upon
performance as determined by the CA.
C.5.30.2 The CA shall initiate and schedule the quarterly meetings between The prime contractor
and DHS.
C.5.30.3 The prime contractor shall provide the CA of the facility notification at least 30 days in
advance of the following activities:
a) Annual power washing of building entry/exit points and loading dock.
b) Annual cleaning of the exterior windows.
c) Semi-annual cleaning of the lockers in the locker room.
d) Semi-annual cleaning of the carpeted areas.
e) Quarterly Annual cleaning of the canopies.
f) Annual wipe down of personnel duty lockers.
g) Quarterly Semi-annual stripping, sealing, and waxing of the VCT areas.
h) Monthly fumigating/application of infested areas.

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C.5.30.4 The prime contractor shall establish and implement a complete Quality Control Plan
(QCP) to ensure the required services are provided effectively and successfully. The
prime contractor’s \QCP shall be a system for identifying and correcting deficiencies in
the quality of service delivery before the level of performance becomes unacceptable
and identify areas to improve service delivery. The QCP shall be prepared by the prime
contractor and provided to the CA for review and approval. The prime contractor shall
not start work until the QCP is accepted and the proper security clearances are obtained.
C.5.30.5 The Prime Contractor’s QCP shall be a living document and shall adjust to ensure the
optimum delivery of service and the satisfaction of tenants. The QCP shall, at a minimum,
include or address the following:
a) How The prime contractor will control quality of supplies and services;
b) How project management, inspections, plan implementation, process
improvement changes, correction of deficiencies, and green cleaning
compliance will be accomplished;
c) How it will monitor and respond to service calls and the resolution of
complaints;
d) Integration of resolutions to complaints and corrective actions to improve
service delivery;
e) An inspection plan or checklist tailored to the specific building(s) being
cleaned and serviced under this contract. The inspection plan or checklist
shall detail how services at the work site shall be inspected to ensure that
the outcome of the work meets all the quality standards outlined in the
Contract and shall include, but is not limited to:
a. Date of inspection perform
b. Location of inspection
c. Description of findings
d. Description of action(s) taken (if necessary)
e. Signature and date of completion

C.5.31 SECURITY SERVICES
C.5.31.1 The prime contractor shall possess and maintain a working knowledge of the facility
security system and provide the required support services for continued, optimal
operation.
C.5.31.2 The prime contractor shall ensure that security patrol and management is provided for
district-owned and leased facilities.
C.5.31.3 The prime contractor shall possess all licenses and certifications to perform services.
The prime contractor bears the sole burden for ensuring that all legally required
licenses and permits are obtained and renewed as specified by the regulating agency.

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The prime contractor shall verify and comply with all federal, state, and local
requirements.
C.5.31.4 The prime contractor shall develop a comprehensive Security Guard Post Assignment
Record Post Orders for each facility designed to adequately staff and meet the standard
service level requirements outlined in this Statement of Work and in accordance with
the most current industry standards. The post orders shall define the number of guards,
specific duties, hours of operation, and training requirements. The security guards shall
not deviate from the directions provided by the post orders except in emergencies or as
directed by the CA. The DHS CA may modify, amend, and/or revise the post orders to
change shift duties, start and stop times, and post locations provided the change is
within the BPA scope has no impact on price. Such changes shall not require modification
to the BPA or call.
a) The duties of most security guard posts require that a security guard not
leave his post until properly relieved. Where this is required, it will be
specifically stated on the post orders. Additionally, each task order will
identify posts that require relief breaks.
b) Changes to the post orders that increase or decrease the number of hours
specified, that increase or decrease the amount of equipment and/or
supplies required, or otherwise affect the Prime Contractor’s cost or the
call price, shall be made by the CO through a written modification to the
individual call. The prime contractor may be financially liable for
accepting or implementing changes by anyone other than the CO;
therefore, the prime contractor shall be responsible for verifying with the
CO whether any requested changes should be provided pending issuance
of a BPA or call

C.5.31.5 The prime contractor shall include security training in its training plan. The training
included but is not limited to the following:
A. Hypothermia In-Service Training
a. Americans with Disabilities Act and Reasonable Accommodation
b. 2004 Language Access Act
c. Customer Service
d. Medical Hypothermia Overview
e. Responding to synthetic drug ingestion
f. Unusual Incident Report Management Training
g. Welcoming and Affirming for LGBTQ+ People

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B. Trauma Informed Care- (Must be completed within the first 120 days of the
contract period)
C. Crisis Intervention & Non-Violent Crisis Intervention
D. Conflict Resolution & Non-coercive Approaches to Conflict Management
E. Cultural Competency
F. Mandated Reporter Training (Must be completed online within the first 30
days of contract)
G. Emergency Preparedness
H. Boundaries and Confidentiality
I. Creating Safe Space-LGBTQ Youth Homelessness Competency & Sensitivity
Training
J. NARCAN Training
C.5.31.6 The prime contractor shall ensure that security guards will perform a variety of
security-related duties, depending on the type of posts to which they are assigned. Each
security guard post will have a Security Guard Post Assignment Record Post Order.
C.5.31.7 The prime contractor shall ensure that security guards are thoroughly familiar with
the post orders at all posts where they are assigned to work. Under no circumstance should
any security guard neglect his/her assigned duties in order to familiarize him/herself
with post orders.
C.5.31.8 The prime contractor shall ensure that security guard post assignments may include, but
are not limited to the following duties and responsibilities:
a) Access control
b) Package screening
c) Personnel screening
d) Traffic control
e) Visitor processing
f) Communications and dispatching
g) Patrol operations
h) Emergency and event response
C.5.31.9 The prime contractor shall ensure that security guards should be familiar with the area
of their posts. Off-going guards should provide a brief to on-coming guards of the events
and occurrences that have recently happened, are continuing, or are anticipated for the
post.

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C.5.31.10 The prime contractor shall ensure that security guards shall be mentally alert and
physically ready to operate and enforce the access/egress control.
C.5.31.11 The prime contractor shall develop and submit a Code of Conduct policy for all security
staff. The policy shall ensure that staff are professional towards clients at all times
during shift hours.
C.5.31.12 The prime contractor shall ensure that security guards assigned to access/egress posts
shall be knowledgeable of the location and use of the nearest first aid kit, fire
extinguisher, fire alarm, emergency exit, and duress alarm (if any), and shall be ready,
willing, and able to use them as necessary and as required by the post orders.
C.5.31.13 The prime contractor shall ensure that security guards will control access to the post
area by observing, detecting, and reporting violations of post regulations as directed by
the post orders. Security guards shall provide and maintain complete and effective
surveillance, inspection, and protection of all internal and perimeter areas within the
designated parameters and limits of the assigned post.
C.5.31.14 The prime contractor shall ensure that security guards will process visitors as directed
in the post orders by verifying visitors’ identification, contacting agency sponsors or
escorts, fabricating and issuing visitor passes, entering and maintaining data on visitor
logs or automated visitor database programs, and ensuring visitors are presented for
appropriate personnel and package screening.
C.5.31.15 The prime contractor shall ensure that security guards perform package inspection when
and as directed by the Security Guard Post Assignment Record Post Orders or as
directed by the CA in the event of an emergency or an elevated security posture. These
inspections may be conducted using automated technology or by manual, visual
surveillance and include, but are not limited to, inspection of packages, briefcases,
purses, canisters, bags, valises, and other containers in the possession of visitors,
employees, and other persons arriving on, working at, visiting, or departing from the
facility. Admittance will be denied to those persons refusing to submit to a voluntary
inspection, except for those persons exempted by specific Government directives.
C.5.31.16 The prime contractor shall ensure that security guards will be responsible for operating
all security equipment on post, such as X-ray machines, magnetometers, and closed-
circuit television (CCTV). No security guard shall be permitted to work alone on any
post containing security equipment without prior training on that specific equipment.
C.5.31.17 The prime contractor shall ensure that security guards will be required to conduct and
report on security equipment performance tests as directed in the post orders. Daily,
weekly, or monthly performance tests may be conducted on security equipment such as
walkthrough and hand -held magnetometers, x -ray machines, ionizers, air samplers,
under-carriage inspection systems, active traffic barriers, and other automated security
devices. The results of the tests are to be recorded as directed in the post orders.

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C.5.31.18 The prime contractor shall ensure that security guards will be required to answer
questions and provide directions to clients regarding non -programmatic-related
inquiries. Prior to arriving on duty, each security guard shall be familiar with the name,
address, and location of his/her post, as well as the post orders of the assigned post. Each
security guard shall be familiar with the locations within the facility of the most
commonly sought-after offices or locations, such as service offices, restrooms,
elevators, entrances and exits, retail spaces, and parking areas, and shall provide that
information to any visitor upon request.
C.5.31.19 The prime contractor shall ensure that security guards will conduct patrols in
accordance with routes and schedules established in the Post Orders. They will observe,
detect, report, and respond to all suspected or apparent security violations. Roving
security guards will be responsible for maintaining logs, reports, and files of all
incidents and occurrences encountered during the patrol tour. Patrol duties will be
performed in a professional manner, with the security guards responsible for observing
the environment, and, when necessary, questioning those people whose activities arouse
suspicion. Patrol security guards will serve as the first responder to all security alarms
and emergencies occurring within the area of assignment.
C.5.31.20 The prime contractor understands that some posts may require a combination of fixed
hours at a security guard booth and roving patrols. Security guards should adhere to the
patrol schedule as outlined in the post orders or as directed by the CA.
C.5.31.21 The prime contractor shall ensure when required by the post orders, security guards will
direct traffic vehicular and pedestrian, control parking, issue traffic courtesy violation
notices, and observe the environment for suspicious vehicles or persons. Security guards
may operate traffic control points and identify, delay, and detain all suspicious vehicles
and personnel as necessary to maintain a level of security sufficient to ensure the safety
and protection of all personnel, property, and resources within the facility property lines.
C.5.31.22 The prime contractor understands that based on the Post Orders and coordination with
the CA, security guards will be responsible for receiving and using keys, “key cards,”
lock combinations, etc., that are issued for the security guards’ use. Keys and access
control devices shall be safeguarded and secured as sensitive assets as directed by Post
Orders. All such keys and access devices are the property of the Government and are to
be returned to the issuing agency at the expiration of the agreement.
C.5.31.23 The prime contractor shall ensure that security guards are not be permitted to remove
the keys and other access control devices from the facility premises unless specifically
authorized by the CA. Keys or access control devices that are missing, lost, unusable,
and/or stolen s hall be immediately reported to the CA, and the security guard’s
supervisor as soon as the security guard detects the loss or the problem. The prime
contractor shall reimburse the Government for costs associated with lost, stolen, or
damaged keys and access control devices that were under the control of a contract
security guard at the time of their disappearance.

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C.5.31.24 The prime contractor shall ensure that security guards will monitor and operate building
alarm systems, closed circuit television systems, automated access control systems,
package and personnel screening systems, communications systems, and other
protection devices or building equipment located on or near the post, in accordance with
the Post Orders.
C.5.31.25 The prime contractor shall ensure that when an alarm sounds, the security guard shall
immediately report and record the incident as required by the post orders. The prime
contractor shall record the incident in an electronic log that will be submitted to the CA
on a monthly basis.
C.5.31.26 The prime contractor shall ensure that security guards do not disengage, shut off,
remove, reposition, obstruct, or in any way interfere with the Government video
surveillance cameras/systems.
C.5.31.27 The prime contractor shall ensure that security guards immediately notify their
supervisor, the CA, and DHS if any of the systems under their control malfunction, fail
completely, or otherwise need maintenance.
C.5.31.28 The prime contractor shall understands that security guards may be required to lock or
unlock specific entrances/exits and turn on/off lights in their duty area at specific times
as prescribed in the post orders.
C.5.31.29 The prime contractor shall understand that security guards are not janitors, building
maintenance staff, delivery persons, receiving officials, or mechanics, and will not be
required or expected to provide any building systems services except the very basic
functions as required in the post orders.
C.5.31.30 The prime contractor shall ensure that security guards will monitor and observe building
occupants and visitors for compliance with the program and the facility’s posted rules
and regulations. Security guards shall also identify, report, delay, or detain those persons
who violate the rules and regulations as appropriate and in accordance with the post
orders.
C.5.31.31 The prime contractor shall ensure that security guards maintain physical security, law
and order as prescribed by statute, regulation, and post orders. Security guards are
responsible for detecting, delaying, detaining, and/or apprehending persons attempting
to gain unauthorized access to Government property or otherwise violating laws, rules,
and regulations.
C.5.31.32 The prime contractor shall ensure that security guards shall prevent, discover, delay,
and/or detain persons attempting to gain unauthorized access to property and/or
personnel at the facility being protected. Security guards shall report all such incidents
in accordance with established procedures as detailed in the post orders, which shall
include reporting on unusual incidents.

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C.5.31.33 The prime contractor shall ensure that security guards shall turn off unnecessary lights;
check safes and security containers, lock repositories and cabinets; close and secure open
windows; close and secure doors, gates, and other facility access points; and perform any
other additional duties as prescribed in the Post Orders.
C.5.31.34 The prime contractor shall ensure that security guards shall prepare and maintain
required reports in accordance with the post orders regarding security-related issues, such
as accidents, fires, bomb threats, unusual incidents and unlawful acts, and provide these
reports to those officials specified by the CA. The prime contractor shall maintain these
reports electronically and will submit to the CA the following business day.
C.5.31.35 The prime contractor shall ensure that while on duty, security guards shall verbally
report threatening circumstances and potentially threatening activities they observe to
the DC Metropolitan Police Department and, when possible, to the CA. Whenever
possible, security guards are encouraged to report a serious or potentially serious
problem before responding so that they may receive all necessary backup and support
to lessen or eliminate the potential threat.
C.5.31.36 Any call that comes from shelters are routed to a central dispatcher who determines
whether MPD or PSD is notified.
C.5.31.37 The prime contractor understands that security guards may be required to testify in
various judicial proceedings on behalf of the Government.
C.5.31.38 The prime contractor shall ensure that security guards will be required to perform other
such functions as may be necessary in the event of situations or occurrences such as civil
disturbances, attempts to commit espionage, sabotage, or other criminal acts adversely
affecting the security and/or safety of the staff, program participants, DHS employees,
or visitors.
C.5.31.39 The prime contractor shall ensure that in case of an emergency condition requiring
immediate attention, the security on-site supervisor or the shift supervisor shall take
action at the direction of or coordination with the prime contractor, to divert
uniformed personnel from their normal assigned duties to meet the condition and
summon appropriate assistance as may be required in the Occupant Emergency Plan.
The prime contractor shall immediately notify the CO and/or CA, as applicable, of action
taken, and shall immediately contact DHS to report the same information. No additional
cost shall be charged the Government for the diversion, and the prime contractor shall
not be penalized for the normal daily work not completed which was otherwise
scheduled. Incidents of this nature shall be reported in accordance with procedures
outlined in the Officer's Duty Book. As soon as the situation is resolved, the prime
contractor employees should return to their assigned posts and duties.

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C.5.31.40 The prime contractor understands that in some situations, security guards may be
required to act independently as the primary security response until law enforcement
assistance arrives.
C.5.31.41 The prime contractor shall ensure that security guards and staff sign in when reporting
for work and shall sign out when leaving. The prime contractor employees who patrol
between buildings will sign in and out at each building visited. The Government shall
specify the onsite registration points and the prime contractor shall use those points for
this purpose. Relief security guards will sign in and out at each post visited.
C.5.31.42 The prime contractor shall ensure that security guards treat clients at a high standard of
professionalism, dignity, safety, service quality, and respect. No client shall be a victim
of verbal, emotional, or physical abuse by staff.
C.5.31.43 The prime contractor shall be allowed to provide additional services based on surge
level or additional security needs listed in this SOW. The [rime Contractor shall only
execute the additional services upon written approval from the CA and must notify the
CO.
C.5.32 FOOD SERVICES
C.5.32.1 The prime contractor shall submit a food services plan, which shall include but is not
limited to, menus, a process for reporting the daily number of meals and special meals
served, delivery schedule, meal preparation, protocol for food delivery, food inspection
upon delivery, food correction procedures (upon issues of inspection), protocol for
plating/serving food, food certifications acquisition and maintenance (preparation,
storing, deliver ing, and serving), food packaging/marking/labeling, and emergency
preparation and procedures for unusual or special events. The food services plan, at
minimum, shall incorporate requirements set forth in Section C.5.
C.5.32.2 The prime contractor shall prepare meals for program participants in accordance with
the most current recommendations in the Dietary Guidelines for Americans published
by the federal Department of Health and Human Services and the Department of
Agriculture. Changes to the menus shall not be permitted without prior approval from
DHS.
C.5.32.3 The prime contractor shall ensure that compliance is upheld for all local, state, and
federal food service laws, rules, and regulations.
C.5.32.4 The prime contractor may also serve meals at hypothermia sites as needed upon written
request from CA.
C.5.33 MEAL MENUS AND PREPARATION
C.5.33.1 The prime contractor shall prepare meals for program participants in accordance with
the Food Guide Pyramid Serving Sizes as a guideline. Changes to the menus shall not
be permitted without prior approval from DHS.

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C.5.33.2 The prime contractor shall acquire approval from the CA prior to deviating from the
sample menus.
C.5.33.3 The prime contractor shall assure that all products used in the preparation of food are
USDA Inspected in accordance with federal laws and regulations.
C.5.33.4 The prime contractor shall ensure that health and sanitation requirements and food
certifications are met at all times, which include Serve Safe certification.
C.5.33.5 The prime contractor shall provide food substitutions that are required due to allergies or
religious reasons when requested within established protocol.
C.5.33.6 The prime contractor shall prepare all foods to meet the food and food operations
requirements and standards outlined in 23 DCMR Alcoholic Beverages and Food,
Subtitle B Food and Food Operations, Chapters 24-30.
C.5.33.7 The prime contractor shall ensure that all uncooked food items are clean and free from
blemish.
C.5.33.8 The prime contractor shall accept and comply with request for increases and/or
decreases in the number of meals ordered by and delivered to designated shelters when
notices received established by protocol.
C.5.33.9 The prime contractor shall maintain a continuous quality assurance control program to
ensure that all meals are prepared, assembled and delivered in accordance with 23
DCMR Alcoholic Beverages and Food, Subtitle B, Food and Food Operations Chapters
24-30. The prime contractor shall deliver the grade, quality and quantity of food
components and meals, as specified in the with the most current recommendations in the
Dietary Guidelines for Americans published by the federal Department of Health and
Human Services and Department of Agriculture and the terms and conditions of this
contract as the budget permits.
C.5.33.10 The p rime contractor shall insure that all meat and meat products, except sausage
products, shall have been slaughtered, processed and manufactured in plants inspected
under a U.S. Department of Agriculture approved inspection program and bear the
appropriate seal. All meat and meat products shall be sound, sanitary, and free of
objectionable odors or signs of deterioration on delivery. Local, grass-fed, free-range,
hormone and antibiotic free meats are to be used whenever possible.
C.5.33.11 The prime contractor shall ensure that all food services employees shall wear hair
restrains such as hair coverings or nets, beard restraints, and clothing that cover body
hair. Long hair hanging out of hats do not meet this requirement.
C.5.33.12 The prime contractor shall ensure that single-use, food-service gloves shall be worn when
handling ready-to-eat foods, meal service, and/or meal packaging. Gloves shall be

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changed during shifts or on an as needed basis such as when staff take out trash, clean,
prepare, or serve food
C.5.34 MEAL DELIVERY
C.5.34.1 The prime contractor shall deliver all meals and milk and juice together to each
center location. The milk and juice and cold food shall be delivered in refrigerator
trucks or insulated coolers at a maximum temperature of 40 degrees.
C.5.34.2 The prime contractor shall utilize vehicles for transportation of food that comply
with regulations set forth in 23 DCMR Alcoholic Beverages and Food, Subtitle B,
Food and Food Operations, Chapters 24-30.
C.5.34.3 The prime contractor shall ensure condiments and utensils are provided.
C.5.34.4 The prime contractor shall package and deliver only dairy products that identify the
expiration date on each container. For the dairy products, the expiration date shall
not exceed five days beyond the delivery date. For example: milk delivered on the
27th or 30th of the month shall have an expiration date of the 22nd or 23rd of the
month.
C.5.34.5 The prime contractor shall package and deliver only juices that identify the
expiration date on each container. The expiration date for juice shall not exceed 10
days beyond the delivery date. For example: Juice delivered on the 17th of the
month shall have an expiration date of the 27th or 28th of the month.
C.5.34.6 The prime contractor shall deliver only items and quantities ordered by the DHS.
Shortages in quantities as a result of an error made by the prime contractor shall be
corrected with a "Special" delivery before the scheduled serving time. "Special"
deliveries will undergo inspection consistent with regularly scheduled deliveries.
C.5.34.7 The prime contractor shall acquire a signature and the date of delivery on the
delivery ticket from the designated staff at each facility to verify that all food milk
and juice were delivered to the center in accordance with the meal schedule
included in the food services plan.
C.5.34.8 The prime contractor shall instruct its drivers to wait at least ten minutes after
delivery of the food while the designated prime contractor’s staff at each facility
inspects the food items delivered for compliance. If the food does not comply with
the requirements of the contract, the designated staff at each facility shall instruct
the drivers to return the food to them and indicate on the delivery ticket the number
of meals that are being returned and the reason the meals are being returned. The
prime contractor shall provide the DHS or designated contracted staff at each
facility with a copy of the delivery ticket.
C.5.34.9 The prime contractor shall not be paid for unauthorized menu changes, incomplete
meals, meals not delivered within the specified delivery time period, and meals
rejected because they do not comply with Schedule B and the USDA Required Meal
Pattern and not replaced before the time for serving meals.

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C.5.34.10 In the event that circumstances beyond the control of the prime contractor prevent
the prime contractor from delivering meals per the approved menu, the prime
contractor shall obtain verbal and written authorization from the CA for food
substitution prior to delivery of the meals. The prime contractor shall notify the CA
within 24 hours to permit consideration of the substitution request and timely
delivery of the affected meal.
C.5.35 FACILITIES, EQUIPMENT, STORAGE AND SUPPLIES
C.5.35.1 The prime contractor shall maintain its facilities, equipment, storage, and supplies
in accordance with 25 DCMR and shall include the following:
C.5.35.2 The prime contractor shall provide and maintain state or local health certification for
the facility(s) to be used to prepare meals for the required services. In addition, the
prime contractor shall provide and maintain applicable licenses and permits required
by USDA and other Federal and Local laws and regulations, or applicable
jurisdiction.
C.5.35.3 The Prime Contractor's refrigeration equipment and equipment for storage shall
have thermometers that are easily readable, in proper working condition, and
accurate, within a range of plus or minus two degrees (±2°). The prime contractor
shall ensure that is operates, at minimum, refrigerators and warming ovens.
C.5.35.4 The Prime Contractors' refrigeration equipment shall be properly maintained and
defrosted as necessary to prevent the accumulation of frost or ice.
C.5.35.5 The prime contractor shall maintain adequate and appropriate facilities and storage
space needed for the proper storage of food, utensils, equipment, and supplies when
not in use.
C.5.35.6 The prime contractor shall not store supplies unrelated to the food operation in the
food preparation area.
C.5.35.7 The prime contractor shall maintain an adequate supply of detergents, sanitizers,
sanitary-type towels, toilet tissue, and other materials required to maintain proper
personal hygiene and to maintain proper sanitation of the equipment and premises
these supplies shall be readily accessible in the places where they are normally
needed.
C.5.35.8 The prime contractor shall maintain adequate facilities for the collection and
storage of all garbage, trash, and other refuse accumulating in its cooking facility.
C.5.35.9 All trash and storage areas in the Prime Contractor's cooking facility shall be
vermin proof.

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C.5.35.10 The prime contractor shall maintain a copy of it current health and facility
number(s) for its cooking kitchen and storage/warehouse facility such as the
following;
a) Location/Name (s);
b) License Number (s);
c) Date of Last Rating; and
d) Last Rating Score.

C.5.36 PACKAGING, MARKING AND LABELING
C.5.36.1 The following instructions shall be used for packaging:
1. Fresh fruit, bread products, pastries and any other food components that are
not delivered in bulk, shall be individually packaged in plastic or paperboard
wedges, and sealed with polystyrene film.
2. Each food package shall be identified on a nametag and contain an
expiration date, if applicable.
C.5.37 INSPECTION
C.5.37.1 The District reserves the right to inspect the Prime Contractor's facilities without
notice at any time during the contract period, including the right to be present during
the preparation and delivery of meals and to request meal quality tests.
C.5.37.2 The District reserves the right to inspect and to determine the quality of food
delivered and may reject and refuse payment of any meals that do not comply with
the requirements and USDA Required Meal Pattern in the applicable documents
sections of the SOW.
C.5.37.3 The District and USDA reserve the right to inspect Federal or District reports on the
quality of the specific meals to be delivered under this contract.
C.5.38 MOVE SERVICES
C.5.38.1 The prime contractor shall provide moving and relocation services for individuals
and families who are experiencing homelessness. Services include, but are not
limited to, clients in shelters, hotels, or alternative sites within a 24 -mile radius of
the District.
C.5.38.2 The prime contractor shall pick up pre-packed personal items from each individual
or family’s location, load them onto the moving vehicle, unload all the items at the
specified site, and deliver them to the living space.

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C.5.38.3 The prime contractor shall provide all supervision, labor, transportation, supplies,
and equipment necessary to relocate personal items. On average, the prime
contractor can expect five bags per individual or family.
C.5.38.4 The prime contractor shall possess extensive knowledge, experience, and
capabilities to handle fragile electronic equipment, which includes, but is not
limited to, televisions, gaming systems, and computers.
C.5.38.5 The prime contractor shall be responsible for coordinating the entire move process
for each individual or family. This includes but is not limited to, details for the
pickup and delivery site, the use of loading docks, and confirming vehicle capacity.
C.5.38.6 The prime contractor shall maintain insurance and take any necessary actions to
treat vehicles, equipment, and/or workers that are exposed to bed bugs.
C.5.39 FURNITURE SERVICES
C.5.39.1 The prime contractor shall provide furniture services, which include, but is not
limited to, the purchase, shipping, delivery, and setup of furniture.
C.5.39.2 The prime contractor shall provide furniture packages for studio, one -bedroom,
two-bedroom, and three-bedroom units. Additionally, the prime contractor shall
provide mattress packages as necessary.
C.5.39.3 The prime contractor shall submit a pricing schedule for each package to the CA
for approval. The prime contractor shall only purchase furniture that is included in
each approved package.
C.5.39.4 The prime contractor shall purchase, ship, deliver, and set up furniture for clients at
designated sites by the CA
C.5.40 BARBERING SERVICES – 801 EAST
The prime contractor shall be responsible for providing oversight of the barbering
services to clients experiencing homelessness who are accessing services at the 801
East Day Center, located at 2722 Martin Luther King Jr. Ave., SE, Washington, DC.
The prime contractor shall also be responsible for working with Licensed
Subcontractors to provide haircuts to clients seeking services.
C.5.40.1 BARBERING STAFFING MODEL
• The prime contractor shall provide a minimum of 2 licensed subcontractors 1
day a week not to exceed 2 licensed subcontractors 2 days a week.
C.5.40.2 BARBERING REQUIREMENTS
• The prime contractor will be responsible for ensuring subcontractor is required
is registered with DC Board of Barber and Cosmetology

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• Services: The prime contractor, TCP will hire a subcontractor to provide
haircuts. If applicable, services may also include shampoo, basic haircuts (fade,
taper, buzz, line-up, scissor trim), beard and mustache trimming, facial and head
shaving.
• The subcontractors should also be responsible for keeping the barber shop, tools
and equipment clean and hygienic in accordance with the DC Department of
Health Requirement.
• The subcontractors are required to provide their own supplies.
C.5.40.2.1 The subcontractor shall have extensive knowledge and experience in performing
the following functions:
C.5.40.2.2 The subcontractor shall have a discussion and consultation with individuals in care
prior to service delivery. Discussion and consultation must occur to ensure
everyone understands the services that shall be provided and received and to ensure
that their request is understood by the barber. Services should be explained overall
at the beginning and throughout the provision of services for each step.
C.5.40.2.3 The subcontractor shall discuss with individuals in care their requirements prior to
cutting hair using clippers, shears, scissors, or razors.
C.5.40.2.4 The subcontractor is prohibited from bringing razors into the facilities unless
special authorization is given by the Prime Contractor.
C.5.40.2.5 The subcontractor shall create the barbering appointment schedule to reflect 20-30-
minute service increments specific to the haircut style.

C.5.40.2.6 The subcontractor shall maintain a sign -in log sheet for all haircare services to
document appointment scheduling, individuals served, type of service, and any
issues that occurred during the service. The Sign -In sheets for record keeping will
be reviewed by the CA monthly.
C.5.40.2.7 The subcontractor shall immediately notify the prime contractor of any accidents,
potential hazards, or other issues arising from the performance of work that involve
bodily injury to workers, building occupants, visitors, or other persons.
C.5.40.2.8 The prime contractor shall provide all requested documentation to the CA at any
time during the contract period
C.5.40.3 BARBERING HOURS OF OPERATIONS
o Barbershops will be operational two days per week (days TBD).
o The barbershop will be open for 5 hours per day (hours TBD at award).
o Prime Contractor will provide 2 subcontractors on duty each day.
o The current Barbershop schedule should be posted outside of the
Barbershop as well as in the Day Center. Clients will register for
appointments.

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o Barbering services are free to all clients. Subcontractors are prohibited
from charging a fee and cannot request tips.
C.5.40.4 BARBERING SECURITY REQUIREMENTS
C.5.40.4.1 The Prime contractor shall secure and safeguard all security devices (including, but
not limited to, ID Badges, keys, and key cards) that are provided to it by the District.
The contractor shall not permit any employee to access any locked and /or secured
areas on the job sites until approved by the CA. The contractor shall immediately
report to the CA all security devices issued to it by the District. The contractor shall
be responsible for all the costs the District incurs as a result of the Contractor's loss
of the keys. These costs include but are not limited to the expense of changing locks
and/or replacing keys.
C.5.40.4.2 The prime contractor shall ensure that its Subcontractors on the job site visibly
display Contractor-issued ID badges at all times.
C.5.40.4.3 The subcontractor's employees shall enter and leave the facility through entrances
approved/designated by the DHS. DHS reserves the right to deny entry into the
facility to employees, Contractors, or subcontractors during investigations of
suspected violations of the law and/or DHS rules and regulations.
C.5.40.4.4 The prime contractor shall ensure that, under no circumstances, any of its
Subcontractors shall enter a prohibited area not authorized for access by the CA. All
breaches of security on the job site by the Subcontractor shall be immediately
reported to the CA.
C.50.40.4.5 The prime contractor shall ensure that, under no circumstances, any of its
Subcontractors shall not bring in the facility any form of weapons or contraband;
shall be subject to search; shall conduct themselves in a professional manner at all
times; and shall not cause any disturbance in the facility; and shall be subject to other
rules and regulations of the facility and the DHS. The Subcontractor shall be
provided with a copy of all applicable rules and regulations of the facility. The prime
contractor shall ascertain that each subcontractor is issued a copy of said rules and
regulations and signs a statement acknowledging its receipt. The acknowledged
receipt shall be maintained by the contractor.
C.5.40.5 BARBERING REPORTING
• Subcontractor will be responsible for Tracking the number of clients seen per
day.
• The subcontractor should document their time in and out via a tracking sheet.
• The tracking sheet should be submitted daily/per shift to the Day Center
Manager.
• The barber should document the number of customers served per shift via a
tracking sheet.

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• The tracking sheet should be submitted daily to the Day Center manager.
C.5.41 Security Personal Guardtek
C.5.41.1 HOURLY REPORTING
C.5.41.1.1 The prime contractor shall ensure that the subcontractor officers complete reports
and tours hourly at each post.
C.5.41.1.2 The subcontractor shall report what occurs during that hour they completed the
report.
C.5.41.1.3 The prime contractor shall ensure that the subcontractors report details should never
say all clear or nothing to report.
C.5.41.1.4 The prime contractor shall ensure that the subcontractors report details briefly
describing what happened during that hour of the report.
C.5.41.2 HOURLY TOURS
C.5.41.2.1 The prime contractor shall ensure that the subcontractors officers complete their
assigned tour according to the post.
C.5.41.2.2 The prime contractor shall ensure that if an officer ski p an NFC tag during their
tour, they must indicate why they cannot patrol that area in their tour notes.
C.5.41.3 INCIDENT REPORTS
C.5.41.3.1 The prime contractor shall ensure that the subcontractors complete all incident
reports in Guardtek before the end of the shift.
C.5.41.3.2 The subcontractor shall ensure that Incident reports are completed based on the type
of report. If no report fits that incident, you should use the “unusual incident report.”
C.5.41.3.3 The subcontractor when completing an incident report involving an individual who
may have sustained injuries, must ask permission to photograph their injuries and
document the verbal permission in their notes.
C.5.41.4 REQUEST FOR POSSIBLE OUTCOMES OF DISCIPLINARY ACTION
C.5.41.4.1 The prime contractor shall ensure if the subcontractor isn’t adhering to the
responsibilities of Guardtek, DHA will request that the following disciplinary
actions are taken. The prime contractor should ensure the subcontractor provides
proof that the following disciplinary actions are met.
1st Action – A Verbal warning for not adhering to the responsibilities
of Guardtek.
2nd Action – Written warning for not adhering to the responsibilities
of Guardtek.

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3rd Action – Site removal until scheduled retraining is completed for
not adhering to the responsibilities of Guardtek.
4th Action – Remove from site for not adhering to the responsibilities
of Guardtek.

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SECTION D: PACKAGING AND MARKING

D.1 The packaging and marking requirements for this contract shall be governed by
clause number (2), Shipping Instructions-Consignment, of the Government of the
District of Columbia's Standard Contract Provisions for use with Supplies and
Services Contracts, dated July 2010. (Attachment J.1)

D.1.1 The Contractor shall package and mark all deliverables in such a manner that shall
ensure acceptance by common carrier and safe delivery at the destination.

D.1.2 Address
Unless otherwise specified, all deliverables under the contract shall be shipped
prepaid, FOB Destination, to the Contract Administrator as specified in G.9.

D.1.3 All reports shall prominently show on the cover of the report.
a. Name and business address of the Contractor
b. Contract number
c. Name of the report

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SECTION E: INSPECTION AND ACCEPTANCE

E.1 The inspection and acceptance requirements for this contract shall be governed by
clause number five Inspection of Supplies and clause number six , Inspection
of Services of the Government of the District of Columbia’s Standard Contract
Provisions for use with Supplies and Services Contracts, dated July 2010.
(Attachment J.1)

E.2 Inspection and Acceptance – Destination
Inspection and acceptance of the supplies/services to be furnished hereunder shall
be made at destination by the Contract Administrator (CA) or his or her duly
authorized representative.

E.3 Inspection and Acceptance – Right to Enter Premises

The District of Columbia Department of Human Services, Office of Contracting
and Procurement, or any authorized representative of the District of Columbia, the
U.S. Government Accountability Office, or their authorized representatives shall, at
all reasonable times, have the right to enter Contractor’s premises or such other
places where duties under the Contract are being performed to inspect, monitor, or
otherwise evaluate (including periodic systems testing) the work being performed.
Contractor and all subcontractors shall provide reasonable access to all facilities.
All inspections and evaluations shall be performed in such a manner as to not
unduly delay work.

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SECTION F: PERIOD OF PERFORMAMCE AND DELIVERABLES

F.1 TERM OF SOLE SOURCE CONTRACT

The term of the contract shall be for a period of three months from date of award
specified on the cover page of this contract.

Sole Source Contract Term: October 1, 2025 through December 31, 2025

F.2 The total duration of this contract, including the exercise of any option under this
clause, shall not exceed, three (3) months.

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
(CA) identified in section G.9 in accordance with the following:

No. Deliverable Reference Section QTY Format
Method
of
Delivery
Frequency Notes
1 The prime contractor
shall develop and
submit a staffing plan to
the CA.
C.5.5.1.1 STAFFING
QUALIFICATIONS
AND
REQUIREMENTS –
under General Staffing
Requirements
1 Electronic Quarterly Within 30
calendar
days of
subcontract
execution,
updated
quarterly,
and when
modified (as
needed)
2 The prime contractor
shall ensure that staff
serving and occupying
Service Provider
protection-sensitive
positions are subject to
general suitability,
medical, and
tuberculosis screening
outlined in the
suitability policy.
C.5.5.1 STAFFING
QUALIFICATIONS
AND
REQUIREMENTS –
under General Staffing
Requirements
12 (1 per
staff)
Electronic Monthly Within 60
calendar
days of
contract
award,
monthly
thereafter for
all new
staff or as
requested by
the CA

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3 The prime contractor
shall provide the
Contract Administrator
(CA) and the
Contracting Officer
(CO) with a copy of all
solicitation requests and
contractor responses.
C.5.2.2.41 GENERAL
MONITORING
REQUIREMENTS Under
Fiscal and Financial
Monitoring
1 for each
solicitation
and response
Electronic Quarterly Within 30
calendar
days after the
solicitation is
posted and
responses are
submitted to
the Prime
Contractor,
and quarterly
thereafter
4 The prime contractor
shall submit the
monitoring plan to the
CA that incorporates all
requirements outlined in
the Monitoring Plans
subsection (C.5.2.2.13)
C.5.2.2.12
MONITORING
REQUIREMENTS Under
Monitoring Plans
1 Electronic Quarterly Within 30
days of
contract
award, and
quarterly or
as needed
thereafter
5 The prime contractor
shall establish a shared
electronic database
(Smartsheet or other
shareable database) to
file and store all
subcontractor
agreements, monitoring
results, and any other
required documentation
for contract compliance
of this SOW.
C.5.2.2.15
MONITORING
REQUIREMENTS Under
Monitoring Plans
1 per
subcontractor
Electronic Once Within 30
days of
agreement
execution,
and as
needed, it
can be
accessed
upon
request.
6 The prime contractor
shall complete and
submit to the CA a
compliance report
following each
monitoring visit.
C.5.2.2.19
MONITORING
REQUIREMENTS Under
Corrective Actions and
Remediation
12 (1 per
facility)
Electronic Monthly By the 15th
day of the
following
month
7 The prime contractor
shall obtain background
check documents for all
employees, all
subcontracted staff, and
volunteers with direct
contact with program
participants, and shall
maintain a database of
C.5.2.3.1 SECURITY
CLEARANCES AND
BACKGROUND
CHECKS under Security
Clearances and
Background Checks
12 (1 per staff
member)
Electronic Monthly Within 60
calendar
days of
contract
award;
updated
monthly
thereafter for
all new staff

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all staff cleared to work
on programs or projects
within this contract
award.
8 The District will
provide the prime
contractor with an
evacuation plan for each
District-owned and
leased facility. The
prime contractor shall
post the plan in
appropriate locations
(i.e. near exit signs,
elevators, hallways,
stairwells).
C.5.2.4.2
REQUIREMENTS under
Facilities Management
and Compliance
1 per facility Electronic Quarterly Within 30
calendar
days of
contract
award,
updated on
an as-needed
basis
9 The prime contractor
shall conduct monthly
fire drills and maintain
logs at each facility. A
summary report of each
drill, with time and date,
shall be sent to the CA
monthly.
C.5.2.4.2
REQUIREMENTS under
Facilities Management
and Compliance
12 (1 per
facility)
Electronic Monthly Within 10
calendar
days of the
following
calendar
month
10 The prime contractor
shall submit a spending
plan at the start of the
contract period.

C.5.2.2.30
REQUIREMENTS under
Fiscal and Financial
Monitoring
1 Electronic Quarterly At the start
of the
contract and
each option
year
11 The prime contractor
shall submit a quarterly
burn rate report
outlining the allowable
expenditures for the
quarter.
C.5.2.2.32
REQUIREMENTS under
Fiscal and Financial
Monitoring
4 Electronic Quarterly Submit
quarterly per
the CA’s
request
12 The prime contractor
shall submit a quarterly
report of all other
federal earmarked
expenditures, separate
by each grant (if
applicable), to the CA
C.5.2.2.30
REQUIREMENTS under
Fiscal and Financial
Monitoring
4 Electronic Quarterly Submit
quarterly per
the CA’s
request
13 The prime contractor
shall identify the
leverage of any
C.5.2.2.40
REQUIREMENTS under
4 Electronic Quarterly At the
beginning of
the option

137

additional resources at
the beginning of the
option year and submit a
report to the CA.
Fiscal and Financial
Monitoring
year, and
updated
quarterly
14 The prime contractor
shall collaborate with
the District and the ICH
in developing the
Winter Plan for
hypothermia season.
C.5.1.7
REQUIREMENTS under
Administrative
Management Oversight
1 TBD Quarterly The Winter
Plan
Development
shall occur
by
September
1st
15 The prime contractor
shall identify all
programs exempt from
the DC CoC HMIS
participation and shall
report the daily census
in a manner prescribed
by the District’s daily
census tool.
C.5.1.10 PRIME
GENERAL
REQUIREMENTS under
Administrative
Management Oversight
365 Electronic Daily Within the
close of the
next business
day
16 The prime contractor
shall establish Program
Rules in accordance
with requirements.
C.5.1.11
REQUIREMENTS under
Administrative
Management Oversight
1 Electronic Quarterly Within 30
days of
subcontract
execution;
updated
quarterly
17 The prime contractor
shall develop and
submit a Code of
Conduct policy for the
District’s approval.
C.5.1.13
REQUIREMENTS under
Administrative
Management Oversight
1 Electronic Quarterly Within 30
days of
subcontract
execution;
updated
quarterly
18 The prime contractor
shall establish and
maintain a financial
management system for
the monthly
disbursement of
payments to
subcontractors/providers
in the Continuum of
Care.
C.5.2.1.1
REQUIREMENTS under
Financial Management
and Invoicing
1 Electronic Quarterly Within 30
days of
contract
award;
updated as
needed
19 The prime contractor
shall submit monthly
invoices to the CA
C.5.2.1.4
REQUIREMENTS under
12 Electronic Monthly Within 15
calendar
days after the

138

through the approved
invoice system.
Financial Management
and Invoicing
close of each
month
20 The prime contractor
shall report the 10%
match in an itemized
format with its annual
budget submission.
C.5.2.1.14
REQUIREMENTS under
Financial Management
and Invoicing
1 Electronic Quarterly Within 60
days of
contract
award; and
10 days of
Option
Exercise
21 The prime contractor
shall submit monthly
summary reports to the
CA regarding the
progress toward task
completion and SOW
requirements.
C.5.2.5.1
REQUIREMENTS under
Reports
12 Electronic Monthly Submit by
the 15th of
the following
month.
22 The prime contractor
shall report unusual
incidents through the
DHS unusual incident
database immediately
upon the occurrence of
the incident to the
appropriate DHS-
designated offices (to be
provided within 30 days
of contract award).
C.5.2.5.7
REQUIREMENTS under
Reports
As Needed Electronic Immediately
or Next
Business
Day
No later than
two hours or
the next
business day
of the
incident
23 The prime contractor
shall submit a final
annual report to the CA
no later than the 30th
day after the end of the
current performance
period.
C.5.2.5.9
REQUIREMENTS under
Reports
1 Electronic Quarterly Within 30
calendar
days of the
contract
expiration
24 The prime contractor
shall conduct an annual
Customer Satisfaction
Survey of the homeless
clients and provide the
CA a sampling of the
Customer Satisfaction.
C.5.2.5.11
REQUIREMENTS under
Reports
1 Electronic Quarterly Within 75
calendar
days after the
annual
execution of
a survey
25 The prime contractor
shall submit expenditure
reports monthly or as
requested to the District
C.5.2.5.15
REQUIREMENTS under
Reports
12 Electronic Monthly Submit by
the 15th of
the following

139

vetting funding requests
for merit and
authenticity.
month or as
requested
26 The prime contractor
shall ensure that the
system for record
maintenance shall cover
all services in this
SOW.
C.5.2.6.2
REQUIREMENTS under
Recordkeeping
1 Electronic Quarterly Within 60
calendar
days of the
contract
award;
updated
quarterly
thereafter
27 The prime contractor
shall create a centralized
complaint 24-hour
hotline for clients to file
grievances.
C.5.2.7.4
REQUIREMENTS under
Client Grievances
1 Electronic Quarterly Within 30
calendar
days of
subcontract
execution,
updated
quarterly
28 The prime contractor
shall conduct an
inventory report for all
equipment valued at
$50.00 or more at each
facility.
C.5.2.8.3
REQUIREMENTS under
Supplies and Equipment
1 Electronic Quarterly At the
beginning of
the contract
award,
updated
quarterly
thereafter
29 The prime contractor
shall develop and
implement a training
plan for all staff,
including subcontracted
staff.
C.5.2.10.2
REQUIREMENTS under
Training
1 Electronic Quarterly Within 30
calendar
days of
contract
award,
updated
quarterly or
modified as
needed
30 The prime contractor
shall create, maintain,
and submit an electronic
list of shift supervisors
for each facility to the
CA.
C.5.4.1.3
REQUIREMENTS under
Operations
4 (1 per
facility)
Electronic
Quarterly
Within 60
calendar
days of
contract
award, to be
provided
quarterly,
one per
facility

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31 The prime contractor
shall provide the CA
with an Emergency
Preparedness Plan.
C.5.2.12.1
REQUIREMENTS under
Emergency Preparations
1 Electronic Quarterly Within 45
days of
contract
award,
updated as
needed
thereafter
32 The prime contractor
shall submit a
Continuity of
Operations (COOP)
plan to the District for
approval.
C.5.2.12.6
REQUIREMENTS under
Emergency Preparations
1 Electronic Quarterly Within 45
days of
contract
award or
upon request
to the
District for
approval
33 The prime contractor
shall, as required by the
McKinney-Vento Act
and as amended by the
HEARTH Act, provide
documentation
demonstrating that the
prime contractor has
established education-
related policies and
practices for individuals
and families enrolled in
the Contractor’s
program.
C.5.3.1.11 GENERAL
SHELTER
REQUIREMENTS
1 Electronic Quarterly Within 45
days of the
contract
award
34 The prime contractor
shall submit for DHS
approval a
communication plan to
market information
about relevant
community-wide
services available to
residents.
C.5.5.4.3
REQUIREMENTS under
Case Management for
Individuals in Low
Barrier Shelter &
Transitional Housing
1 Electronic Quarterly Within 45
days of
contract
award,
updated as
needed
thereafter
35 The prime contractor
shall develop and
provide a Building
Operating Plan (BOP)
for the Facility’s
operating systems.
C.5.14.11
REQUIREMENTS under
Maintenance
1 per facility Electronic Quarterly Within 30
days of
award,
updated as
requested 30
calendar
days after

141

option year
execution or
modified as
needed
36 The prime contractor
shall submit to the CA
for approval a list of “on
the shelf” replacement
and expendable parts
and materials that The
prime contractor intends
to stock at the building.
C.5.19.5 FACILITIES
MANAGEMENT
REQUIREMENTS under
Repairs
1 Electronic Quarterly Within 60
days of
contract
award; and
as requested
thereafter
37 The prime contractor
shall provide the CA
with the facility
cleaning notification
listed in the Janitorial
Meetings subsection
C.5.30.3 FACILITIES
MANAGEMENT
REQUIREMENTS under
Janitorial Meetings
1 per facility Electronic As needed At least 30
days in
advance of
the following
activities
listed
38 The prime contractor
shall establish and
implement a complete
Quality Control Plan
(QCP) to ensure the
required services are
provided effectively and
successfully.
C.5.30.4 FACILITIES
MANAGEMENT
REQUIREMENTS under
Janitorial Meetings
1 Electronic Quarterly Within 60
calendar
days of
contract
award;
updated
quarterly
thereafter
39 The prime contractor
shall develop and
operate a service call
program that includes
policies and procedures
for responding to all
service calls.
C.5.20.1 FACILITIES
MANAGEMENT
REQUIREMENTS under
Service Call Operations
1 Electronic Quarterly Within 30
days of
contract
award;
updated as
requested
thereafter
40 The prime contractor
shall submit a Janitorial
Facility Assignment
Record (directives) for
each facility to the CA.
C.5.23.3
JANITORIAL SERVICE
REQUIREMENTS
1 per facility Electronic Quarterly Within 30
days of
contract
award, or
modified as
needed
41 The prime contractor
shall submit a Security
Guard Post Assignment
Record (Post Order) to
the CA.
C.5.31.3 SECURITY
SERVICE
REQUIREMENTS under
Post Orders
1 per facility Electronic Quarterly Within 30
calendar
days of
contract
award;
updated or

142

modified as
needed
42 The prime contractor
shall include security
training in its training
plan
C.5.31.5 SECURITY
SERVICE
REQUIREMENTS under
Security Training
12 Electronic Monthly By the 15th
of each
month for
the previous
month
include the
number of
staff and site
name.
43 The prime contractor
shall record alarm
incidents by the site in
an electronic log to
include the number of
security staff, shift, and
site name.
C.5.31.25 SECURITY
SERVICE
REQUIREMENTS under
Reporting
12 Electronic Monthly By the 15th
of each
month for
the previous
month
44 The prime contractor
shall submit a staffing
security report
C.5.5.1.1 SECURITY
SERVICE
REQUIREMENTS under
Reporting
12 Electronic Monthly By the 15th
of each
month for
the previous
month
include
45 The prime contractor
shall develop and
implement a food
services plan.
C.5.32.1 FOOD
SERVICE
REQUIREMENTS
1 Electronic Quarterly Within 30
days of
contact
award;
updated
quarterly
46 The prime contractor
shall submit a pricing
schedule for each
package to the CA for
approval.
C.5.39.3 FURNITURE
SERVICE
REQUIREMENTS
1 Electronic Quarterly At the
beginning of
the contract
award,
updated as
needed
thereafter

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SECTION G: CONTRACT ADMINISTRATION
G.1 INVOICE PAYMENT

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

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

G.2 INVOICE SUBMITTAL

G.2.1 The Contractor shall submit proper invoices on a monthly basis or as otherwise specified
in Section G.4. Invoices shall be prepared in duplicate and submitted to the agency Chief
Financial Officer with concurrent copies to the CA specified in Section G.9 below. The
address of the CFO is:

Hayden Bernard
Department of Human Services
Office of the Controller/Agency Fiscal Officer
64 New York Avenue, NE, 4th Floor
Washington, DC 20002
Telephone: 202-671-4240

G.2.2 To constitute a proper invoice, the Contractor shall submit the following information
on the invoice:

G.2.2.1 Contractor’s name, federal tax ID, and invoice date (date invoices as of the date of
mailing or transmittal);

G.2.2.2 Contract number and invoice number;

G.2.2.3 Description, price, quantity, and the date(s) that the supplies or services were delivered
or performed;

G.2.2.4 Other supporting documentation or information, as required by the Contracting Officer;

G.2.2.5 Name, title, telephone number, and complete mailing address of the responsible official
to whom payment is to be sent;

G.2.2.6 Name, title, and phone number of the person preparing the invoice;

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G.2.2.7 Name, title, phone number, and mailing address of the person (if different from the
person identified in G.2.2.6 above) to be notified in the event of a defective invoice;
and

G.2.2.8 Authorized signature.

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

G.3.2 No final payment shall be made to the Contractor until the agency CFO has received the
Contracting Officer’s final determination or approval of waiver of the Contractor’s
compliance with 51% District Residents New Hires Requirements and First Source
Employment Agreement requirements.

G.4 PAYMENT

G.4.1 PARTIAL PAYMENTS

Unless otherwise specified in this contract, payment will be made on partial deliveries of
goods and services accepted by the District if:

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

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

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

c) Presentation of a properly executed invoice.

G.4.2 PAYMENT FOR REIMBURSABLE ITEMS AND SERVICES

Payment for approved reimbursable items and services provided on an hourly labor rate basis will
be made based on submitted, approved documentation, including verified timesheets and receipts.
Hourly rates shall be computed by multiplying the appropriate h ourly rates in Section B by the
number of direct labor hours performed. Fractional parts of an hour shall be payable on a prorated
basis. Fixed hourly rates shall be fully loaded and include wages, overhead, general and
administrative expenses and profit.

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G.5 ORDERING CLAUSE
G.5.1 Any supplies and services to be furnished under this contract must be ordered by issuance
of delivery orders or task orders by the CO. Such orders may be issued during the term of
this contract.
G.5.2 All delivery orders or task orders are subject to the terms and conditions of this contract.
In the event of a conflict between a delivery order or task order and this contract, the
contract shall control.
G.5.3 If mailed, a delivery order or task order is considered "issued" when the District deposits
the order in the mail. Orders may be issued by facsimile or by electronic commerce
methods.
G.6 ASSIGNMENT OF CONTRACT PAYMENTS

G.6.1 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.6.2 Any assignment shall cover all unpaid amounts payable under this contract and shall not
be made to more than one party.

G.6.3 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.7 THE QUICK PAYMENT CLAUSE

G.7.1 Interest Penalties to Contractors

G.7.1.1 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., for the period beginning on the day
after the required payment date and ending on the date on which payment of the amount
is made. Interest shall be calculated at the rate of 1% per month. No interest penalty
shall be paid if payment for the complet ed delivery of the item of property or service is
made on or before:

a) the 3rd day after the required payment date for meat or a meat product;
b) the 5th day after the required payment date for an agricultural commodity; or
c) the 15th day after the required payment date for any other item.

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G.7.1.2 Any amount of an interest penalty that 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.7.2 Payments to Subcontractors

G.7.2.1 The Contractor must take one of the following actions within seven days of receipt of
any amount paid to the Contractor by the District for work performed by any
subcontractor under this contract:

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

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

G.7.2.2 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 t he
rate of 1% per month. No interest penalty shall be paid on the following if payment
for the completed delivery of the item of property or service is made on or before:

a) the 3rd day after the required payment date for meat or a meat product;
b) the 5th day after the required payment date for an agricultural commodity; or
c) the 15th day after the required payment date for any other item.

G.7.2.3 Any amount of an interest penalty that 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.7.2.4 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 of Columbia is a party. The District
of Columbia may not be interpleaded in any judicial or administrative proceeding involving
such a dispute.

G.7.3 Subcontract requirements

G.7.3.1 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).

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G.8 CONTRACTING OFFICER (CO)

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

Brenda Allen
Office of Contracting and Procurement
64 New York Avenue, NE, 6th Floor
Washington, DC 20002

G.9 AUTHORIZED CHANGES BY THE CONTRACTING OFFICER

G.9.1 The CO is the only person authorized to approve changes to any of the requirements of this
contract.

G.9.2 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.9.3 In the event the Contractor effects any change at the instruction or request of any person
other than the CO, the change will be considered to have been made without authority and
no adjustment will be made in the contract price to cover any cost increase incurred as a
result thereof.

G.10 CONTRACT ADMINISTRATOR (CA)
G.10.1 The CA is responsible for the 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.10.1.1 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.10.1.2 Coordinating site entry for Contractor personnel, if applicable;
G.10.1.3 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.10.1.4 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

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G.10.1.5 Maintaining a file that includes all contract correspondence, modifications, records of
inspections (site, data, equipment), and invoices or vouchers.

G.10.2 The address and telephone number of the CA is:

Leon Samuels
Contract Administrator
64 New York Avenue, NE, 6th Floor
Washington, DC 20002
G.10.3 The CA shall NOT have the authority to:

1. Award, agree to, or sign any contract, delivery order, or task order. Only the CO
shall make contractual agreements, commitments, or modifications;
2. Grant deviations from or waive any of the terms and conditions of the contract;
3. Increase the dollar limit of the contract or authorize work beyond the dollar limit of
the contract,
4. Authorize the expenditure of funds by the Contractor;
5. Change the period of performance; or
6. Authorize the use of District property, except as specified under the contract.

G.10.4 The Contractor will be fully responsible for any changes not authorized in advance, in
writing, by the CO; may be denied compensation or other relief for any additional work
performed that is not so authorized; and may also be required, at no additional co st to the
District, to take all corrective action necessitated by reason of the unauthorized changes.

G.12 COST REIMBURSEMENT CEILING

G.12.1 The cost reimbursement ceiling for this contract is set forth in Section B.3.1 CLINS 0018
through 0028.

G.12.2 The costs for performing this contract shall not exceed the cost reimbursement ceiling
specified in Section B.3.1.

G.12.3 The Contractor agrees to use its best efforts to perform the work specified in this contract
and to meet all obligations under this contract within the cost reimbursement ceiling.

G.12.4 The Contractor must notify the CO, in writing, whenever it has reason to believe that the
total cost for the performance of this contract will be either greater or substantially less
than the cost reimbursement ceiling.

G.12.5 As part of the notification, the Contractor must provide the CO a revised estimate of the
total cost of performing this contract.

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G.12.6 The District is not obligated to reimburse the Contractor for costs incurred in excess of the
cost reimbursement ceiling specified in Section B.3, and the Contractor is not obligated to
continue performance under this contract (including actions under the Termination clauses
of this contract), or otherwise incur costs in excess of the cost reimbursement ceiling
specified in Section B._, until the CO notifies the Contractor, in writing, that the estimated
cost has been increased and provides revised c ost reimbursement ceiling for performing
this contract.

G.12.7 No notice, communication, or representation in any form from any person other than the
CO shall change the cost reimbursement ceiling. In the absence of the specified notice, the
District is not obligated to reimburse the Contractor for any costs in exces s of the costs
reimbursement ceiling, whether such costs were incurred during the course of contract
performance or as a result of termination.

G.12.8 If any cost reimbursement ceiling specified in Section B.3 is increased, any costs the
Contractor incurs before the increase that is in excess of the previous cost reimbursement
ceiling shall be allowable to the same extent as if incurred afterward unless the CO issues
a termination or other notice directing that the increase is solely to cover termination or
other specified expenses.

G.12.9 A change order shall not be considered an authorization to exceed the applicable cost
reimbursement ceiling specified in Section B.3 unless the change order specifically
increases the cost reimbursement ceiling.
G.12.10 Only costs determined in writing to be reimbursable in accordance with the cost principles
set forth in rules issued pursuant to Title VI of the D.C. Procurement Practices Act of 1985
shall be reimbursable.

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SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1 HIRING OF DISTRICT RESIDENTS AS APPRENTICES AND TRAINEES

H.1.1 For all new employment resulting from this contract or subcontracts hereto, as defined in
Mayor’s Order 83 -265 and implementing instructions, the Contractor shall use its best
efforts to comply with the following basic goal and objectives for utilization o f bona fide
residents of the District of Columbia in each project’s labor force:

H.1.1.1 At least 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.
H.2 DEPARTMENT OF LABOR WAGE DETERMINATIONS

The Contractor shall be bound by the Wage Determination No. 2015-4281, revision 3 3,
dated April 25, 202 5, 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 revise d 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:

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(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 be provided; or

(f) Take adverse action against an employee who has been absent from work as a result of
a pregnancy-related condition, including a pre-birth complication.

H.3.3 The 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.

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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; or

(2) Any provision stating or indicating that an employment agency will not consider
or hire an individual for employment based on that individual's status as unemployed.

H.4.3 Violations 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

Delete Article 35, 51% D istrict Residents New Hires Requirements and First Source
Employment Agreement, of the Standard Contract Provisions dated July 2010 for use with
District of Columbia Government Supplies and Services Contracts and substitute the
following Section H.5 51% DISTRICT RESIDENTS NEW HIRES
REQUIREMENTS AND FIRST SOURCE EMPLOYMENT AGREEMENT in its
place:

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 Service (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.

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H.5.3 The Contractor shall not begin the 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 deliberat e
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 that 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 not
more than five 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, Disputes.

H.5.10 The provisions of the First Source Act do not apply to nonprofit organizations that employ
50 employees or less.

H.6 SECTION 504 OF THE REHABILITATION ACT OF 1973, as amended.

During the performance of the contract, the Contractor and any of its subcontractors shall
comply with Section 504 of the Rehabilitation Act of l973, as amended. This Act prohibits
discrimination against disabled people in federally funded programs and activities. See 29
U.S.C. § 794 et seq.

H.7 AMERICANS WITH DISABILITIES ACT OF 1990 (ADA)

During the performance of this contract, the Contractor and any of its subcontractors shall
comply with the ADA. The ADA makes it unlawful to discriminate in employment against
a qualified individual with a disability. See 42 U.S.C. §12101 et seq.

H.8 WAY TO WORK AMENDMENT ACT OF 2006

H.8.1 Except as described in H.8.8 below, the Contractor shall comply with Title I of the Way to
Work Amendment Act of 2006, effective June 8, 2006 (D.C. Law 16 -118, D.C. Official

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Code §2-220.01 et seq.) (“Living Wage Act of 2006”), for contracts for services in the
amount of $100,000 or more in a 12-month period.

H.8.2 The Contractor shall pay its employees and subcontractors who perform services under the
contract no less than the current living wage published on the OCP website at
www.ocp.dc.gov.
H.8.3 The Contractor shall include in any subcontract for $15,000 or more a provision requiring
the subcontractor to pay its employees who perform services under the contract no less
than the current living wage rate.
H.8.4 The DOES may adjust the living wage annually and the OCP will publish the current living
wage rate on its website at www.ocp.dc.gov.
H.8.5 The Contractor shall provide a copy of the Fact Sheet attached as J.6 to each employee and
subcontractor who performs services under the contract. The Contractor shall also post the
Notice attached as J.5 in a conspicuous place in its place of business. The Contractor shall
include in any subcontract for $15,000 or more a provision requiring the subcontractor to
post the Notice in a conspicuous place in its place of business.
H.8.6 The Contractor shall maintain its payroll records under the contract in the regular course
of business for a period of at least three years from the payroll date and shall include this
requirement in its subcontracts for $15,000 or more under the contract.
H.8.7 The payment of wages required under the Living Wage Act of 2006 shall be consistent
with and subject to the provisions of D.C. Official Code §32-1301 et seq.

H.8.8 The requirements of the Living Wage Act of 2006 do not apply to:

(1) Contracts or other agreements that are subject to higher wage level determinations
required by federal law;
(2) Existing and future collective bargaining agreements, provided, that the future
collective bargaining agreement results in the employee being paid no less than the
established living wage;
(3) Contracts for electricity, telephone, water, sewer, or other services provided by a
regulated utility;
(4) Contracts for services needed immediately to prevent or respond to a disaster or
imminent threat to public health or safety declared by the Mayor;
(5) Contracts or other agreements that provide trainees with additional services including,
but not limited to, case management and job readiness services; provided that the
trainees do not replace employees subject to the Living Wage Act of 2006;
(6) An employee under 22 years of age employed during a school vacation period, or
enrolled as a full-time student, as defined by the respective institution, who is in high
school or at an accredited institution of higher education and who works less than 25
hours per week; provided that he or she does not replace employees subject to the
Living Wage Act of 2006;
(7) Tenants or retail establishments that occupy property constructed or improved by
receipt of government assistance from the District of Columbia; provided, that the

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tenant or retail establishment did not receive direct government assistance from the
District;
(8) Employees of nonprofit organizations that employ not more than 50 individuals and
qualify for taxation exemption pursuant to section 501(c)(3) of the Internal Revenue
Code of 1954, approved August 16, 1954 (68A Stat. 163; 26 U.S.C. § 501(c)(3);
(9) Medicaid provider agreements for direct care services to Medicaid recipients, provided,
that the direct care service is not provided through a home care agency, a community
residence facility, or a group home for mentally retarded persons as those ter ms are
defined in section 2 of the Healthcare and Community Residence Facility, Hospice,
and Home Care Licensure Act of 1983, effective February 24, 1984 (D.C. Law 5 -48;
D.C. Official Code § 44-501); and
(10) Contracts or other agreements between managed care organizations and the Health
Care Safety Net Administration or the Medicaid Assistance Administration to provide
health services.

H.8.9 The Mayor may exempt a contractor from the requirements of the Living Wage Act of
2006, subject to the approval of the Council, in accordance with the provisions of Section
109 of the Living Wage Act of 2006.

H.9 SUBCONTRACTING REQUIREMENTS

H.9.1 Mandatory Subcontracting Requirements

H.9.1.1 Unless the Director of the Department of Small and Local Business Development
(DSLBD) has approved a waiver in writing, for all contracts in excess of $250,000, at
least 35% of the dollar volume of the contract shall be subcontracted to qualified small
business enterprises (SBEs).

H.9.1.2 If there are insufficient SBEs to completely fulfill the requirement of paragraph H.9.1.1,
then the subcontracting may be satisfied by subcontracting 35% of the dollar volume to
any qualified certified business enterprises (CBEs); provided, however, that all
reasonable efforts shall be made to ensure that SBEs are significant participants in the
overall subcontracting work.

H.9.1.3 A prime contractor that is certified by DSLBD as a small, local or disadvantaged
business enterprise shall not be required to comply with the provisions of sections
H.9.1.1 and H.9.1.2.

H.9.1.4 Except as provided in H.9.1.5 and H.9.1.7, a prime contractor that is a CBE and has
been granted a proposal preference pursuant to D.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 resources and, 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.

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H.9.1.5 A prime contractor that is a certified joint venture and has been granted a proposal
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.9.1.6 Each CBE utilized to meet these subcontracting requirements shall perform at least 35%
of its
contracting effort with its own organization and resources.

H.9.1.7 A prime contractor that is a CBE and has been granted a proposal 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.9.2 SUBCONTRACTING PLAN

If the prime contractor is required by law to subcontract under this contract, it must
subcontract at least 35% of the dollar volume of this contract in accordance with the
provisions of section H.9.1 of this clause. The plan shall be submitted as part of the
proposal and may only be amended after award with the prior written approval of the CO
and Director of DSLBD. Any reduction in the dollar volume of the subcontracted portion
resulting from an amendment of the plan after award shall inure to the benefit of the
District.

Each subcontracting plan shall include the following:
(1) The name and address of each subcontractor;
(2) A current certification number of the small or certified business enterprise;
(3) The scope of work to be performed by each subcontractor; and
(4) The price that the prime contractor will pay each subcontractor.

H.9.3 COPIES OF SUBCONTRACTS

Within 21 days of the date of award, the Contractor shall provide fully executed copies of
all subcontracts identified in the subcontracting plan to the CO, CA, District of Columbia
Auditor, and the Director of DSLBD.

H.9.4 Subcontracting Plan Compliance Reporting

H.9.4.1 If the Contractor has a subcontracting plan required by law for this contract, the
Contractor shall submit a quarterly report to the CO, CA, District of Columbia Auditor,
and the Director of DSLBD. The quarterly report shall include the following
information for each subcontract identified in the subcontracting plan:

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(a) The price that the prime contractor will pay each subcontractor under the
subcontract;
(b) A description of the goods procured, or the services subcontracted for;
(c) The amount paid by the prime contractor under the subcontract; and
(d) A copy of the fully executed subcontract, if it was not provided with an earlier
quarterly report.

H.9.4.2 If the fully executed subcontract is not provided with the quarterly report, the prime
contractor will not receive credit toward its subcontracting requirements for that
subcontract.

H.9.5 ANNUAL MEETINGS

Upon at least 30 days written notice provided by DSLBD, the Contractor shall meet
annually with the CO, CA, District of Columbia Auditor, and the Director of DSLBD to
provide an update on its subcontracting plan.

H.9.6 Notices

The Contractor shall provide written notice to the DSLBD and the District of Columbia
Auditor upon commencement of the contract and when the contract is completed.

H.9.7 ENFORCEMENT AND PENALTIES FOR BREACH OF
SUBCONTRACTING PLAN

H.9.7.1 A contractor shall be deemed to have breached a subcontracting plan required by law,
if the contractor (i) fails to submit subcontracting plan monitoring or compliance
reports or other required subcontracting information in a reasonably timely manner; (ii)
submits a monitoring or compliance report or other required subcontracting
information cont aining a materially false statement; or (iii) fails to meet its
subcontracting requirements.

H.9.7.2 A contractor that is found to have breached its subcontracting plan for utilization of
CBEs in the performance of a contract shall be subject to the imposition of penalties,
including monetary fines in accordance with D.C. Official Code § 2-218.63.

H.9.7.3 If the CO determines the Contractor’s failure to be a material breach of the contract,
the CO shall have cause to terminate the contract under the default provisions in clause
8 of the SCP, Default.

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

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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.

H.10.5 This 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

H.11.1 The District will provide staff with responsibility for monitoring the delivery of services
to individuals and families with children who are homeless to ensure that shelters are safe,
direct services are appropriately delivered, identified problems are resolved and corrected,
and provide technical assistance to the Contractor. The monitor conducts site visits to the
shelter facilities, reviews participants’ satisfaction surveys; investigates unusual incident
reports and reviews participant eligibility and program records.

H.11.2 The District will review and approve all deliverables prepared and submitted by the
Contractor.

H.11.3 The District will provide district-owned facilities for the provision of emergency shelter.
(Attachment J.10 and J.10)

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H.11.4 The District will monitor the Contractor’s performance.

H.11.5 The District shall provide facilities as described in Attachment J.10 to the Contractor, or
its designated subcontractor, to perform the services as described in Section C.5 through
C.11 See also Section H.17.2, Environmentally Preferable Janitorial Products.

H.12 CONTRACTOR RESPONSIBILITIES

H.12.1 The management services Contractor shall ensure that subcontractors provide services in
accordance with Section C of the contract.

H.12.2 The Contractor shall provide management and oversight in accordance with Sections C,
paragraphs C.4, C.4.1.

H.12.3 Contractor shall be responsible for the maintenance, upkeep, and insurance of all vehicles
provided by the District to perform transportation services. All vehicles that are issued or
transferred to the Contractor, or any of its subcontractors, by the District (or purchased by the
Contractor using funding provided through any contract or subcontract associated with this
solicitation) shall be returned to the District upon expiration of the contract issued through this
solicitation.

H.12.4 Contractor shall be responsible for all custodial services, general maintenance, upkeep and
minor repairs of the District -owned or leased facilities (as listed in Attachment J.10). Minor
repairs include minor plumbing repairs (i.e., backed up toilet, broken bathroom fixtures and
tiles); minor HVAC repairs (i.e., replacement of filters, thermostat and maintenance of air
conditioning units); minor electrical repairs (i.e., replacement of fuses or adjusting circuit
breaker switches and replacement of light bulbs); and, minor damage to facility structure (i.e.,
minor damage to walls, doors, floors, and ceilings).

H.13 DIVERSION, REASSIGNMENT, AND REPLACEMENT OF KEY
PERSONNEL

The key personnel specified in the contract are considered to be essential to the work being
performed hereunder. Prior to diverting any of the specified key personnel for any reason,
the Contractor shall notify the CO at least 30 calendar days in advance and shall submit
justification, including proposed substitutions, in sufficient detail to permit evaluation of
the impact upon the contract. The Contractor shall obtain written approval of the CO for
any proposed substitution of key personnel.

H.14 AUDITS AND RECORDS

H.14.1 As used in this clause, “records” includes books, documents, accounting procedures and
practices, and other data, regardless of type and regardless of whether such items are in
written form, in the form of computer data, or any other form.

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H.14.2 Examination of Costs. If this is a cost -reimbursement, incentive, time -and-materials,
labor-hour, or price-redeterminable contract, or any combination of these, the Contractor
shall maintain and the CO, or an authorized representative of the CO, shall have the right
to examine and audit all records and other evidence sufficient to reflect properly all costs
claimed to have been incurred or anticipated to be incurred directly or indirectly in the
performance of this contract. This right of examinati on shall include inspection at all
reasonable times of the Contractor’s plants, or parts of them, engaged in performing the
contract.

H.14.3 Cost or pricing data. If the Contractor has been required to submit cost or pricing data in
connection with any pricing action relating to this contract, the CO, or an authorized
representative of the CO, in order to evaluate the accuracy, completeness, and currency of
the cost or pricing data, shall have the right to examine and audit all of the Contractor’s
records, including computations and projections, related to:

a) The proposal for the contract, subcontract, or modification;
b) The discussions conducted on the proposal(s), including those related to
negotiating;
c) Pricing of the contract, subcontract, or modification; or
d) Performance of the contract, subcontract or modification.

H.14.4 Comptroller General

H.14.4.1 The Comptroller General of the United States, or an authorized representative, shall have
access to and the right to examine any of the Contractor’s directly pertinent records
involving transactions related to this contract or a subcontract hereunder.

H.14.4.2 This paragraph may not be construed to require the Contractor or subcontractor to create
or maintain any record that the Contractor or subcontractor does not maintain in the
ordinary course of business or pursuant to a provision of law.

H.14.5 Reports. If the Contractor is required to furnish cost, funding, or performance reports, the
CO or an authorized representative of the CO shall have the right to examine and audit the
supporting records and materials, for the purpose of evaluating:

a) The effectiveness of the Contractor’s policies and procedures to produce data
compatible with the objectives of these reports; and
b) the data reported.

H.14.6 Availability. The Contractor shall make available at its office at all reasonable times the
records, materials, and other evidence described in clauses H .14.1 through H. 14.5, for
examination, audit, or reproduction, until 3 years after final payment under this contract or
for any shorter period specified in the solicitation, or for any longer period required by
statute or by other clauses of this contract. In addition:

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a) If this contract is completely or partially terminated, the Contractor shall make available
the records relating to the work terminated until three years after any resulting final
termination settlement; and
b) The Contractor shall make available records relating to appeals under the Disputes
clause or to litigation or the settlement of claims arising under or relating to this
contract until such appeals, litigation, or claims are finally resolved.

H.14.7 The Contractor shall insert a clause containing all the terms of this clause, including this
section H.14.7, in all subcontracts under this contract that exceed the small purchase
threshold of $100,000, and:

a) That are cost -reimbursement, incentive, time -and-materials, labor -hour, or price -
redeterminable type or any combination of these;
b) For which cost, or pricing data are required; or
c) That requires the subcontractor to furnish reports as discussed in H.14.5 of this clause.

H.15 ADVISORY AND ASSISTANCE SERVICES

This contract is a “nonpersonal services contract”. The Contractor and the Contractor’s
employees: (1) shall perform the services specified herein as independent contractors, not
as employees of the government; (2) shall be responsible for their own manage ment and
administration of the work required and bear sole responsibility for complying with any
and all technical, schedule, financial requirements or constraints attendant to the
performance of this contract; (3) shall be free from supervision or control by any
government employee with respect to the manner or method of performance of the service
specified; but (4) shall, pursuant to the government’s right and obligation to inspect, accept
or reject work, comply with such general direction of the CO, or t he duly authorized
representative of the CO as is necessary to ensure accomplishment of the contract
objectives.

H.16 HIPAA PRIVACY COMPLIANCE POLICY
H.X HIPAA BUSINESS ASSOCIATE COMPLIANCE
For the purpose of this agreement DHS, a covered component within the District of
Columbia’s Hybrid Entity will be referred to as a “Covered Entity” as that term is defined
by the Health Insurance Portability and Accountability Act of 1996, as amended
(“HIPAA”) and associated regulations promulgated at 45 CFR Parts 160, 162 and 164 as
amended (“HIPAA Regulations”) and the Prime Contractor, as a recipient of Protected
Health Information or electronic Protected Health Information from DHS, is a “Business
Associate” as that term is defined by HIPAA.
Terms used, but not otherwise defined, in this Agreement, shall have the same meaning as
those terms in the HIPAA Regulations.
1. Definitions

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a. Business Associate means a person or entity, who, on behalf of the District government
or of an organized health care arrangement (as defined in this section) in which the
covered entity participates, but other than in the capacity of a member of the workforce
of the District or arrangement, creates, receives, maintains, or transmits protected health
information for a function or activity for the District, including claims processing or
administration, data analysis, processing or administration, utiliza tion review, quality
assurance, patient safety activities listed at 42 CFR 3.20, billing, benefit management,
practice management, and repricing; or provides, other than in the capacity of a member
of the workforce of such covered entity, legal, actuarial, accounting, consulting, data
aggregation (as defined in 45 CFR § 164.501), management, administrative,
accreditation, or financial services to or for the District, or to or for an organized health
care arrangement in which the District participates, where the provision of the service
involves the disclosure of protected health information from the District or arrangement,
or from another business associate of the District or arrangement, to the person. A
covered entity may be a business associate of another covered entity.
A Business Associate includes, (i) a Health Information Organization, E -prescribing
Gateway, or other person that provides data transmission services with respect to
protected health information to a covered entity and that requires access on a routine
basis to such protected health information; (ii) a person that offers a personal health
record to one or more individuals on behalf of the District; (iii) a subcontractor that
creates, receives, maintains, or transmits protected health information on behalf o f the
business associate.
A Business Associate does not include (i) a health care provider, with respect to
disclosures by a covered entity to the health care provider concerning the treatment of
the individual; (ii) a plan sponsor, with respect to disclosures by a group health plan (or
by a health insurance issuer or HMO with respect to a group health plan) to the plan
sponsor, to the extent that the requirements of 45 CFR § 164.504(f) apply and are met;
(iii) a government agency, with respect to determining eligibility for, or enr ollment in,
a government health plan that provides public benefits and is administered by another
government agency, or collecting protected health information for such purposes, to the
extent such activities are authorized by law; iv) a covered entity par ticipating in an
organized health care arrangement that performs a function, activity or service included
in the definition of a Business Associate above for or on behalf of such organized health
care arrangement.
b. Covered Entity means a health plan, a health care clearinghouse, or a health care provider
who transmits any health information in electronic form in connection with a transaction
covered by 45 C.F.R. Parts 160 and 164 of HIPAA. With respect to this HIP AA
Compliance Clause, the Covered Entity shall also include the designated healthcare
components of the District government’s hybrid entity or a District agency following
HIPAA best practices.
c. Data Aggregation means, with respect to Protected Health Information created or
received by a business associate in its capacity as the business associate of a covered

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entity, the combining of such Protected Health Information by the business associate
with the Protected Health Information received by the business associate in its capacity
as a business associate of another covered entity, to permit data analyses that re late to
the health care operations of the respective covered entities.
d. Designated Record Set means a group of records maintained by or for the Covered Entity
that are:
i. The medical records and billing records about individuals maintained by or for a
covered health care provider;
ii. The enrollment, payment, claims adjudication, and case or medical management
record systems maintained by or for a health plan; or
iii. Records used, in whole or in part, by or for the Covered Entity to make decisions
about individuals.
e. Health Care means care services, or services, or supplies related to the health of an
individual. Health care includes, but is not limited to, the following:
i. Preventive, diagnostic, therapeutic, rehabilitative, maintenance, or palliative care,
and counseling, service, assessment, or procedure with respect to the physical or
mental condition, or functional status, of an individual or that affects the structur e
or function of the body; and
ii. Sale or dispensing of a drug, device, equipment, or other item in accordance with
the prescription.
f. Health Care Components means a component or a combination of components of a
hybrid entity designated by a hybrid entity. Health Care Components must include non -
covered functions that provide services to the covered functions to facilitate the sharing
of Protected Health Information with such functions of the hybrid entity without business
associate agreements or individual authorizations.
g. Health Care Operations shall have the same meaning as the term “health care operations”
in 45 C.F.R. § 164.501.
h. Hybrid Entity means a single legal entity that is a covered entity and whose business
activities include both covered and non -covered functions, and that designates health
care components in accordance with 45 C.F.R. § 164.105(a)(2)(iii)(C). A Hybrid Entity
is required to designate as a health care component, any other components of the entity
that provide services to the covered functions for the purpose of facilitating the sharing
of Protected Health Information with such functions of the hybrid entity without
business associate agreements or individual authorizations. The District of Columbia is
a Hybrid Covered Entity. Hybrid Entities are required to designate and include
functions, services, and activities within their own organization, which would m eet the

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definition of Business Associate irrespective of whether performed by employees of the
Hybrid Entity, as part of its health care components for compliance with the Security
Rule and privacy requirements under this Clause.
i. Record shall mean any item, collection, or grouping of information that includes
Protected Health Information and is maintained, collected, used, or disseminated by or
for the Covered Entity.
j. Individual shall have the same meaning as the term "individual" in 45 C.F.R. § 164.501
and shall include a person who qualifies as a personal representative in accordance with
45 C.F.R. § 164.502(g).
k. Individually Identifiable Health Information is information that is health information,
including demographic information collected from an individual, and;
i. Is created or received by a health care provider, health plan, employer, or health care
clearinghouse;
ii. Relates to the past, present, or future physical or mental health or condition of an
individual; or the past, present, or future payment for the provision of health care to
an individual; and
iii. That identifies the individual or with respect to which there is a reasonable basis to
believe the information can be used to identify the individual.
l. National Provider Identifier (NPI) Rule. "National Provider Identifier" shall mean the
Standard Unique Health Identifier for Healthcare Providers; Final Rule at 45 C.F.R. Part
162.
m. Privacy and Security Official. The person or persons designated by the District of
Columbia, a Hybrid Entity, who is/are responsible for developing, maintaining,
implementing and enforcing the District-wide Privacy Policies and Procedures, and for
overseeing full compliance with the Privacy and Security Rules, and other applicable
federal and state privacy law.
n. Privacy Officer. “Privacy Officer” shall mean the person designated by the District’s
Privacy and Security Official or one of the District’s covered components within its
Hybrid Entity, who is responsible for overseeing compliance with the Covered Agency’s
Privacy Policies and Procedures, the HIPAA Privacy Regulations, HIPAA Security
Regulations and other applicable federal and state privacy law(s). Also referred to as the
agency Privacy Officer, the individual shall follow the guidance of the District’s Privacy
and Security Official and shall be responsive to and report to the District’s Privacy and
Security Official on matters pertaining to HIPAA compliance.
o. Privacy Rule. "Privacy Rule" shall mean the Standards for Privacy of Individually
Identifiable Health Information at 45 C.F.R. part 160 and part 164, subparts A and E.

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p. Protected Health Information. "Protected Health Information" (PHI) or “Electronic
Protected Health Information” (ePHI) means individually identifiable health information
that is created or received by the Business Associate from or on behalf of the Cove red
Entity, or agency following HIPAA best practices, which is:
i. Transmitted by, created, or maintained in electronic media; or
ii. Transmitted or maintained in any other form or medium.
PHI does not include information in the records listed in subsection (2) of the definition in
45 C.F.R. §160.103. Required By Law. "Required By Law" shall have the same meaning
as the term "required by law" in 45 C.F.R. § 164.103.
q. Secretary. "Secretary" shall mean the Secretary of the United States Department of
Health and Human Services or his or her designee.
r. Security Officer. The person designated by the Security Official or one of the District of
Columbia’s designated healthcare components, is responsible for overseeing compliance
with the Covered Agency’s Privacy Policies and Procedures, the Security Rule s, and
other applicable federal and state privacy laws (s). The Covered Agency’s security officer
shall follow the guidance of the District’s Security Official, as well as the Associate
Security Official within the Office of the Chief Technology Officer, a nd shall be
responsive to the same on matters pertaining to HIPAA compliance.
s. Security Rule. "Security Rule" shall mean the Standards for Security of Individually
Identifiable Health Information at 45 C.F.R. part 164.
t. Workforce. “Workforce” shall mean employees, volunteers, trainees, and other persons
whose conduct, in the performance of work for a covered entity or business associate, is
under the direct control of such entity, whether or not they are paid by the covered entity
or business associate.
2. Obligations and Activities of Business Associate
a. The Business Associate agrees not to use or disclose PHI or ePHI (hereinafter “PHI”
or Protected Health Information”) other than as permitted or required by this HIPAA
Compliance Clause or as required by law.
b. The Business Associate agrees to use appropriate safeguards and comply with
administrative, physical, and technical safeguards requirements in 45 C.F.R. §§
164.308, 164.310, 164.312 and 164.316 as required by § 13401 of the Health
Information Technology Economic and Clinical Health ACT (February 18, 2010)
(“HITECH”), to maintain the security of the PHI and to prevent use or disclosure of
such PHI other than as provided for by this Clause. Business Associate
acknowledges that pursuant to HITECH, it must comply with the Security Rule and
privacy provisions detailed in this Clause. As such, Business Associate is under the

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jurisdiction of the United States Department of Health and Human Services and is
directly liable for its own compliance. A summary of HIPAA Security Rule
standards, found in Appendix A to Subpart C of 45 C.F.R. § 164 is as follows:
Administrative Safeguards
Security Management Process 164.308(a)(1) Risk Analysis (R) Risk Management (R)
Sanction Policy (R) Information System Activity Review (R)
Assigned Security Responsibility 164.308(a)(2) (R)
Workforce Security 164.308(a)(3) Authorization and/or Supervision (A) Workforce
Clearance Procedure Termination Procedures (A)
Information Access Management 164.308(a)(4) Isolating Health care Clearinghouse
Function (R) Access Authorization (A) Access Establishment and Modification (A)
Security Awareness and Training 164.308(a)(5) Security Reminders (A) Protection from
Malicious Software (A) Log-in Monitoring (A) Password Management (A)
Security Incident Procedures 164.308(a)(6) Response and Reporting (R)
Contingency Plan 164.308(a)(7 Data Backup Plan (R) Disaster Recovery Plan (R)
Emergency Mode Operation Plan (R) Testing and Revision Procedure (A) Applications
and Data Criticality Analysis (A)
Evaluation 164.308(a)(8) (R)
Business Associate Contracts and Other
Arrangement 164.308(b)(1) Written Contract or Other Arrangement (R)
Physical Safeguards
Facility Access Controls 164.310(a)(1) Contingency Operations (A) Facility Security Plan
(A) Access Control and Validation Procedures (A)
Maintenance Records (A)
Workstation Use 164.310(b) (R)
Workstation Security 164.310(c) (R)
Device and Media Controls 164.310(d)(1) Disposal (R) Media Re -use (R) Accountability
(A) Data Backup and Storage (A)

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Technical Safeguards (see § 164.312)
Access Control 164.312(a)(1) Unique User Identification (R) Emergency Access
Procedure (R) Automatic Logoff (A) Encryption and Decryption (A)
Audit Controls 164.312(b) (R)
Integrity 164.312(c)(1) Mechanism to Authenticate Electronic Protected Health
Information (A)
Person or Entity Authentication 164.312(d) (R)
Transmission Security 164.312(e)(1) Integrity Controls (A) Encryption (A)
c. The Business Associate agrees to name a Privacy and/or Security Officer who is
accountable for developing, maintaining, implementing, overseeing the compliance of,
and enforcing compliance with this Clause, the Security Rule, and other applicable
federal and state privacy law within the Business Associate’s business. The Business
associate reports violations and conditions to the District -wide Privacy and Security
Official and/or the Agency Privacy Officer of the covered component within the
District’s Hybrid Entity.
d. The Business Associate agrees to establish procedures for mitigating and to mitigate to
the extent practicable, any deleterious effects that are known to the Business Associate
of a use or disclosure of PHI by the Business Associate in violation of the requirements
of this Clause.
e. The Business Associate agrees to report to the Covered Entity, in writing, any use or
disclosure of the PHI not permitted or required by this HIPAA Compliance Clause or
other incident or condition arising out of the Security Rule, including breaches of
unsecured PHI as required at 45 CFR §164.410, to the District-wide Privacy and Security
Official or agency Privacy Officer within 10 days from the time the Business Associate
becomes aware of such unauthorized use or disclosure. However, if the Business
Associate is an agent of the District (i.e., performing delegated essential governmental
functions), the Business Associate must report the incident or condition immediately.
Upon the determination of an actual data breach, and in consultation with the Distr ict’s
Privacy and Security Official, the Business Associate will handle breach notifications to
individuals, the HHS Office for Civil Rights (OCR), and potentially the media, on behalf
of the District.
f. The Business Associate agrees to ensure that any workforce member or any agent,
including a subcontractor, agrees to the same restrictions and conditions that apply
through this Clause with respect to PHI received from the Business Associate, PHI
created by the Business Associate, or PHI received by the Business Associate on behalf
of the Covered Entity.

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g. In accordance with 45 CFR 164.502(e)(1)(ii) and 164.308(b)(2), if applicable, ensure
that any subcontractors that create, receive, maintain, or transmit PHI on behalf of the
Business Associate agree to the same restrictions, conditions, and requirements that apply
to the Business Associate with respect to such information
h. Initially, within 10 days following the commencement of this Contract, or within 10 days
of a new or updated agreement with a subcontractor, the Business Associate agrees to
provide the District a list of all subcontractors who meet the definition of a Business
Associate. Additionally, the Business Associate agrees to ensure its subcontractor's
understanding of liability and monitor, where applicable, compliance with the Security
Rule and applicable privacy provisions in this Clause.
i. The Business Associate agrees to provide access within five business days, at the request
of the Covered Entity or an Individual, at a mutually agreed upon location, during normal
business hours, and in a format as directed by the District Privacy Offic ial or agency
Privacy Officer, or as otherwise mandated by the Privacy Rule or applicable District of
Columbia laws, rules and regulations, to PHI in a Designated Record Set, to the Covered
Entity or an Individual, to facilitate the District’s compliance with the requirements under
45 C.F.R. §164.524.
j. The Business Associate agrees to make any amendment(s) within five business days to
the PHI in a Designated Record Set that the Covered Entity directs or agrees to pursuant
to 45 CFR 164.526 in a format [agency should insert appropriate terms for amendm ent
if applicable or] as directed by the District Privacy Official or agency Privacy Officer in
order to facilitate the District’s compliance with the requirements under 45 C.F.R.
§164.526.
k. The Business Associate agrees to use the standard practices of the Covered Entity to
verify the identification and authority of an Individual who requests the PHI in a
Designated Record Set of a recipient of services from or through the Covered Entity.
The Business Associate agrees to comply with the applicable portions of the Identity
And Procedure Verification Policy [attach Policy], attached hereto as Exhibit A and
incorporated by reference.
l. The Business Associate agrees to record authorizations and log such disclosures of PHI
and information related to such disclosures as would be required for the Covered Entity
to respond to a request by an Individual for an accounting of disclosures of P HI in
accordance with 45 C.F.R. § 164.528 and applicable District of Columbia laws, rules
and regulations.
m. The Business Associate agrees to provide to the Covered Entity or an Individual, within
five business days of a request at a mutually agreed upon location, during normal
business hours, and in a format designated [delete bolded verbiage and insert agenc y
appropriate terms if applicable] by the District’s Privacy and Security Official or
agency Privacy Officer and the duly authorized Business Associate workforce member,
information collected in accordance with Paragraph (i) of this Section above, to permit

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the Covered Entity to respond to a request by an Individual for an accounting of
disclosures of PHI in accordance with 45 C.F.R. § 164.528, and applicable District of
Columbia laws, rules and regulations.
n. The Business Associate agrees to make internal practices, books, and records, including
policies and procedures, and PHI, relating to the use and disclosure of PHI received
from the Business Associate, or created, or received by the Business Associate o n
behalf of the Covered Entity, available to the Covered Entity, or the Secretary, within
five business days of their request and at a mutually agreed upon location, during
normal business hours, and in a format designated [delete bolded verbiage and inser t
negotiated terms if applicable] by the District Privacy and Security Official or agency
Privacy Officer and the duly authorized Business
Associate workforce member, or in a time and manner designated by the Secretary, for
purposes of the Secretary in determining compliance of the Covered Entity with the
Privacy Rule.
o. To the extent the Business Associate is to carry out one or more of the Covered Entity's
obligation(s) under Subpart E of 45 CFR Part 164, the Business Associate agrees to
comply with the requirements of Subpart E that apply to the Covered Entity in the
performance of such obligation(s).
p. As deemed necessary by the District, the Business Associate agrees to the monitoring
and auditing of items listed in paragraph 2 of this Clause, as well as data systems storing
or transmitting PHI, to verify compliance.
q. The Business Associate may aggregate PHI in its possession with the PHI of other
Covered Entities that the Business Associate has in its possession through its capacity
as a Business Associate to other Covered Entities provided that the purpose of the
aggregation is to provide the Covered Entity with data analyses to the Health Care
Operations of the Covered Entity. Under no circumstances may the Business Associate
disclose the PHI of one Covered Entity to another Covered Entity absent the explicit
written authorization and consent of the Privacy Officer or a duly authorized workforce
member of the Covered Entity.
r. Business Associate may de -identify any and all PHI provided that the de -identification
conforms to the requirements of 45 C.F.R. § 164.514(b) and any associated HHS
guidance. Pursuant to 45 C.F.R. § 164.502(d)(2), de -identified information does not
constitute PHI and is not subject to the terms of this HIPAA Compliance Clause.
3. Permitted Uses and Disclosures by the Business Associate
a. Except as otherwise limited in this HIPAA Compliance Clause, the Business
Associate may use or disclose PHI to perform functions, activities, or services for, or
on behalf of, the Covered Entity as specified in the Contract, provided that such use
or disclosure would not violate Subpart E of 45 CFR § 164 if the same activity were

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performed by the Covered Entity or would not violate the minimum necessary policies
and procedures of the Covered Entity.
b. Except as otherwise limited in this HIPAA Compliance Clause, the Business
Associate may use PHI for the proper management and administration of the Business
Associate or to carry out the legal responsibilities of the Business Associate.
c. Except as otherwise limited in this HIPAA Compliance Clause, the Business
Associate may disclose PHI for the proper management and administration of the
Business Associate, provided that the disclosures are required by law, or the Business
Associate obtains reasonable assurances from the person to whom the information is
disclosed that it will remain confidential and used, or further disclosed, only as
required by law, or for the purpose for which it was disclosed to the person, and the
person notifies the Business Associate of any instances of which it has knowledged
that the confidentiality of the information has been breached.
d. Except as otherwise limited in this HIPAA Compliance Clause, the Business
Associate may use PHI to provide Data Aggregation services to the Covered Entity
as permitted by 45 C.F.R. § 164.504(e)(2)(i)(B).
e. Business Associate may use PHI to report violations of the Law to the appropriate
federal and District of Columbia authorities, consistent with 45 C.F.R. §
164.502(j)(1).
4. Additional Obligations of the Business Associate
a. The Business Associate shall submit a written report to the Covered Entity that
identifies the files and reports that constitute the Designated Record Set of the
Covered Entity. Business Associate shall submit said written report to the Privacy
Officer no later than 30 days after the commencement of the HIPAA Compliance
Clause. In the event that the Business Associate utilizes new files or reports that
constitute the Designated Record Set, the Business Associate shall notify the Covered
Entity of the said event within thirty (30) days of the commencement of the file’s or
report’s usage. The Designated Record Set file shall include, but not be limited to the
identity of the following:
i. Name of the Business Associate of the Covered Entity;
ii. Title of the Report/File;
iii. Confirmation that the Report/File contains Protected Health Information
(Yes or No);
iv. Description of the basic content of the Report/File;

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v. Format of the Report/File (Electronic or Paper);
vi. Physical location of Report/File;
vii. Name and telephone number of current member(s) of the workforce of the
Covered Entity or other District of Columbia government agency
responsible for receiving and processing requests for Protected Health
Information; and

viii. Supporting documents if the recipient/personal representative has
access to the Report/File.
b. Business Associate must provide assurances to the Covered Entity that it will continue
to employ sufficient administrative, technical and physical safeguards, as described
under the Security Rule, to protect and secure the Covered Entity’s ePHI entrusted to it.
These safeguards include:
i. The Business Associate agrees to administrative, physical, and technical
safeguards that reasonably and appropriately protect the confidentiality,
integrity, and availability of the ePHI that the Business Associate creates,
receives, maintains or transmits on behalf of the covered entity.
ii. The Business Associate agrees to report to the Covered Entity any security
incident of which it becomes aware, including any attempts to access ePHI,
whether those attempts were successful or not.
iii. This Business Associate Agreement may be terminated if the Covered Entity
determines that the Business Associate has materially breached the agreement.
iv. The Business Associate agrees to make all policies procedures, and documents
relating to security, available to the Secretary of HHS for the purposes of
determining the covered entity’s compliance with HIPAA.
v. This agreement continues in force for as long as the Business Associate retains
any access to the Covered Entity’s ePHI.
vi. With respect to the subset of PHI known as ePHI as defined by HIPAA Security
Standards at 45 C.F.R. Parts 160 and 164, subparts A and C (the "Security
Rule"), if in performing the Services, Business Associate, its employees,
agents, subcontractors and any other individual permitted by Business
Associate will have access to any computer system, network, file, data or
software owned by or licensed to Provider that contains ePHI, or if Business
Associate otherwise creates, maintains, or transmits ePHI on Provider’s behalf,
Business Associate shall take reasonable security measures necessary to
protect the security of all such computer systems, networks, files, data and
software. With respect to the security of ePHI, Business Associate shall: (A)

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Implement administrative, physical and technical safeguards that reasonably
and appropriately protect the confidentiality, integrity, and availability of the
ePHI that it creates, receives, maintains, or transmits on behalf of the Provider;
(B) Ensure that any agent, including a subcontractor, to whom it provides such
information agrees to implement reasonable and appropriate safeguards to
protect it; and (C) Report to the Provider any security incident of which it
becomes aware.
vii. Business Associate agrees not to electronically transmit or permit access to PHI
unless such transmission or access is authorized by this Addendum and the
Agreement and further agrees that it shall only transmit or permit such access
if such informati on is secured in a manner that is consistent with applicable
law, including the Security Rule. For purposes of this Addendum, “encrypted”
shall mean the reversible conversion of readable information into unreadable,
protected form so that only a recipient who has the appropriate “key” can
convert the information back into its original readable form. If the Covered
Entity stores, uses, or maintains PHI in encrypted form, or any other secured
form acceptable under the security regulations, the Covered Entity shall
promptly, at request, provide the key or keys to decrypt such information and
will otherwise assure that such PHI is accessible by upon reasonable request.
viii. In the event Business Associate performs functions or activities involving the
use or disclosure of PHI on behalf of Covered Entity that involve the
installation or maintenance of any software (as it functions alone or in
combination with any hardwar e or other software), Business Associate shall
ensure that all such software complies with all applicable standards and
specifications required by the HIPAA Regulations and shall inform of any
software standards or specifications not compliant with the HIP AA
Regulations.
c. At the request of the Covered Entity, the Business Associate agrees to amend this agreement
to comply with all HIPAA mandates.
5. Sanctions
Business Associate agrees that its workforce members, agents, and subcontractors who
violate the provisions of HIPAA or other applicable federal or state privacy law will be
subject to discipline in accordance with Business Associate’s Personnel Policy and
applicable collective bargaining agreements. Business Associate agrees to impose
sanctions consistent with Business Associate’s personnel policies and procedures and
applicable collective bargaining agreements with respect to persons employed by it.
Members of the Business Associate Workforce who are not employed by Business
Associate are subject to the policies and applicable sanctions for violation of this
Compliance Clause as set forth in business associate agreements. In the event Business
Associate im poses sanctions against any member of its workforce, agents and
subcontractors for violation of the provisions of HIPAA or other applicable federal or state

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privacy laws, the Business Associate shall inform the District Privacy Official or the
agency Privacy Officer of the imposition of sanctions.
6. Obligations of the Covered Entity
a. The Covered Entity shall notify the Business Associate of any limitation(s) in its Notice
of Privacy Practices of the Covered Entity in accordance with 45 C.F.R. § 164.520, to
the extent that such limitation may affect the use or disclosure of PHI by th e Business
Associate.
b. The Covered Entity shall notify the Business Associate of any changes in, or revocation
of, permission by the Individual to use or disclosure of PHI, to the extent that such
changes may affect the use or disclosure of PHI by the Business Associate.
c. The Covered Entity shall notify the Business Associate of any restriction to the use or
disclosure of PHI that the Covered Entity has agreed to in accordance with 45 C.F.R. §
164.522, to the extent that such restriction may affect the use or disclosure of PHI by
the Business Associate.
7. Permissible Requests by Covered Entity
Covered Entity shall not request the Business Associate to use or disclose PHI in any
manner that would not be permissible under the Privacy Rule and Subpart E of 45 CFR
§ 164 if done by the Covered Entity.
8. Representations and Warranties.
The Business Associate represents and warrants to the Covered Entity:
a. That it is duly organized, validly existing, and in good standing under the laws of
the jurisdiction in which it is organized or licensed, it has the full power to enter
into this HIPAA Compliance Clause, and it, its employees, agents, subcontractors,
representatives and members of its workforce are licensed and in good standing
with the applicable agency, board, or governing body to perform its obligations
hereunder, and that the performance by it of its obligations under this HIPAA
Compliance Clause ha s been duly authorized by all necessary corporate or other
actions and will not violate any provision of any license, corporate charter or
bylaws;
b. That it, its employees, agents, subcontractors, representatives, and members of its
workforce are in good standing with the District of Columbia, that it, its employees,
agents, subcontractors, representatives and members of its workforce will submit a
letter of good standing from the District of Columbia, and that it, its employees,
agents, subcontractors, representatives and members of its workforce have not been
debarred from being employed as a contractor by the federal government or District
of Columbia;

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c. That neither the execution of this HIPAA Compliance Clause, nor its performance
hereunder, will directly or indirectly violate or interfere with the terms of another
agreement to which it is a party, or give any governmental entity the right to
suspend, terminate, or modify any of its governmental authorizations or assets
required for its performance hereunder. The Business Associate represents and
warrants to the Covered Entity that it will not enter into any agreement the
execution or performance of wh ich would violate or interfere with this HIPAA
Compliance Clause;
d. That it is not currently the subject of a voluntary or involuntary petition in
bankruptcy, does not currently contemplate filing any such voluntary petition, and
is not aware of any claim for the filing of an involuntary petition;
e. That all of its employees, agents, subcontractors, representatives, and members of
its workforce, whose services may be used to fulfill obligations under this HIPAA
Compliance Clause are or shall be appropriately informed of the terms of this
HIPAA Comp liance Clause and are under legal obligation to the Business
Associate, by contract or otherwise, sufficient to enable the Business Associate to
fully comply with all provisions of this HIPAA Compliance Clause. Modifications
or limitations that the Covered Entity has agreed to adhere to with regards to the
use and disclosure of PHI of any individual that materially affects or limits the
uses and disclosures that are otherwise permitted under the Privacy Rule will be
communicated to the Business Associate, in writing, and in a timely fashion;
f. That it will reasonably cooperate with the Covered Entity in the performance of the
mutual obligations under this Contract;
g. That neither the Business Associate, nor its shareholders, members, directors,
officers, agents, subcontractors, employees or members of its workforce have been
excluded or served a notice of exclusion or have been served with a notice of
proposed exclusion, or have committed any acts which are cause for exclusion,
from participation in, or had any sanctions, or civil or criminal penalties imposed
under, any federal or District healthcare program, including but not limited to
Medicare or Medicaid, or hav e been convicted, under federal or District law
(including without limitation following a plea of nolo contendere or participation
in a first offender deferred adjudication or other arrangement whereby a judgment
of conviction has been withheld), of a criminal offense related to (a) the neglect or
abuse of a patient, (b) the delivery of an item or service, including the performance
of management or administrative services related to the delivery of an item or
service, under a federal or District healthcare program, (c) fraud, theft,
embezzlement, breach of fiduciary responsibility, or other financial misconduct in
connection with the delivery of a healthcare item or service or with respect to any
act or omission in any program operated by or financed in whole or in part by any
federal, District or local government agency, (d) the unlawful, manufacture,
distribution, prescription or dispensing of a controlled substance, or (e)
interference with or obstruction of any investigation into any criminal offense

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described in (a) through (d) above. The Business Associate further agrees to notify
the Covered Entity immediately after the Business Associate becomes aware that
any of the foregoing representations and warranties may be inaccurate or may
become incorrect
9. Term and Termination
a. Term. The requirements of this HIPAA Compliance Clause shall be effective as of
the date of the contract award and shall terminate when all of the PHI provided by
the Covered Entity to the Business Associate, or created or received by the Business
Associate on behalf of the Covered Entity, is confidentially destroyed or returned
to the Covered Entity within five business days of its request. The PHI shall be
returned in a format mutually agreed upon by and between the Privacy Official
and/or Privacy Offi cer or his or her designee and the appropriate and duly
authorized workforce member of the Business Associate.; If it is infeasible to return
or confidentially destroy the PHI, protections shall be extended to such information,
in accordance with the termination provisions in this Section and communicated to
the Privacy Official or Privacy Officer or his or her designee. The requirement to
return PHI to the District at the end of the contract term or if the contract is
terminated applies irrespective of whether the Business Associate is also a covered
entity under HIPAA. Where a business associate is also a covered entity, PHI
provided by the District, or created or received by the Business Associate on behalf
of the District, a duplicate of the record may be acceptable if mutually agreed.
b. Termination for Cause. Upon the Covered Entity's knowledge of a material breach
of this HIPAA Compliance Clause by the Business Associate, the Covered Entity
shall either:
i. Provide an opportunity for the Business Associate to cure the breach or end the
violation and terminate the Contract if the Business Associate does not cure the
breach or end the violation within the time specified by the Covered Entity; or
ii. Immediately terminate the Contract if the Business Associate breaches a
material term of this HIPAA Compliance Clause and a cure is not possible.
If neither termination nor cure is feasible, the Covered Entity shall report the violation to
the Secretary.
c. Effect of Termination.
i. Except as provided in paragraph (ii) of this section, upon termination of the
Contract, for any reason, the Business Associate shall return in a mutually
agreed upon format or confidentially destroy [delete bolded material and insert
negotiated terms an d conditions if applicable] all PHI received from the
Covered Entity or created or received by the Business Associate on behalf of
the Covered Entity within five business days of termination. This provision

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shall apply to PHI that is in the possession of all subcontractors, agents, or
workforce members of the Business Associate. The Business Associate shall
retain no copies of PHI in any form.
ii. In the event that the Business Associate determines that returning or destroying
the PHI is infeasible, the Business Associate shall provide written notification
to the Covered Entity of the conditions that make the return or confidential
destruction infeasible. Upon determination by the agency Privacy Officer that
the return or confidential destruction of the PHI is infeasible, the Business
Associate shall extend the protections of this HIPAA Compliance Clause to
such PHI and limit further uses and disclosures of such PHI for so long as the
Business Associate maintains such PHI. Additionally, the Business Associate
shall:
(1) Retain only that PHI which is necessary for the Business Associate to continue its
proper management and administration or to carry out its legal responsibilities;
(2) Return to the covered entity, or, if agreed to by the covered entity, destroy the remaining
PHI that the business associate still maintains in any form;
(3) Continue to use appropriate safeguards and comply with Subpart C of 45 CFR Part 164
with respect to ePHI to prevent the use or disclosure of the PHI, other than as provided
for in this Section, for as long as the Business Associate retains the PHI;
(4) Not use or disclose the PHI retained by Business Associate other than for the purposes
for which such PHI was retained and subject to the same conditions set out at [Insert
section number related to paragraphs (e) and (f) above under “Permitted Uses an d
Disclosures By Business Associate”] which applied prior to termination; and
(5) Return to the covered entity or, if agreed to by the covered entity, destroy the PHI
retained by the Business Associate when it is no longer needed by the Business
Associate for its proper management and administration or to carry out its legal
responsibilities.
The obligations are outlined in Section 2. Obligations and Activities of Business Associate
shall survive the termination of this Contract.
10. Miscellaneous
a. Regulatory References. A reference in this HIPAA Compliance Clause to a section in
the Privacy Rule means the section is in effect or as amended.
b. Amendment. The Parties agree to take such action as is necessary to amend this HIPAA
Compliance Clause from time to time as is necessary for the Covered Entity to comply
with the requirements of the Privacy Rule and HIPAA. Except for provisions required

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by law as defined herein, no provision hereof shall be deemed waived unless in writing
and signed by duly authorized representatives of the Parties. A waiver with respect to
one event shall not be construed as continuing, or as a bar to, or waiver of any o ther
right or remedy under this HIPAA Compliance Clause.
c. Survival. The respective rights and obligations of the Business Associate under Section
9. Term and Termination of this HIPAA Compliance Clause and the sections of the
Standard Contract Provisions for use with the District of Columbia Government Supply
and Services Contracts covering Default and Termination for the Convenience of the
District shall survive termination of the Contract.
d. Interpretation. Any ambiguity in this HIPAA Compliance Clause shall be resolved to
permit compliance with applicable federal and District of Columbia laws, rules, and
regulations, and the HIPAA Rules, and any requirements, rulings, interpretations,
procedures, or other actions related thereto that are promulgated, issued or taken by or
on behalf of the Secretary; provided that applicable federal and District of Columbia
laws, rules and regulations shall supersede the Privacy Rule if, and to the extent t hat
they impose additional requirements, have requirements that are more stringent than or
provide greater protection of patient privacy or the security or safeguarding of PHI than
those of the HIPAA Rules.
The terms of this HIPAA Compliance Clause amend and supplement the terms of the
Contract, and whenever possible, all terms and conditions in this HIPAA Compliance
Clause are to be harmonized. In the event of a conflict between the terms of the HIPAA
Compliance Clause and the terms of the Contract, the terms of this HIPAA Compliance
Clause shall control; provided, however, that this HIPAA Compliance Clause shall not
supersede any other federal or District of Columbia law or regulation governing the
legal relationship of the Parties, or the confidentiality of records or information, except
to the extent that the Privacy Rule preempts those laws or regulations. In the event of
any conflict between the provisions of the Contract (as amended by this HIPAA
Compliance Clause) and the Privacy Rule, the Privacy Rule shall control.
e. No Third -Party Beneficiaries. The Covered Entity and the Business Associate are the
only parties to this HIPAA Compliance Clause and are the only parties entitled to
enforce its terms. Except for the rights of individuals, as defined herein, to have access
to and amend their PHI, and to an accounting of the uses and disclosures thereof, in
accordance with Paragraphs (2)(f), (g), and (j), nothing in the HIPAA Compliance
Clause gives, is intended to give, , or shall be construed to give or provide any ben efit
or right, whether directly, indirectly, or otherwise, to third persons.
f. Compliance with Applicable Law. The Business Associate shall comply with all federal
and District of Columbia laws, regulations, executive orders, and ordinances, as they
may be amended from time to time during the term of this HIPAA Compliance Clause
and the Contract; to the extent they are applicable to this HIPAA Compliance Clause
and the Contract.

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g. Governing Law and Forum Selection. This Contract shall be construed broadly to
implement and comply with the requirements relating to the Privacy Rule, and other
applicable laws and regulations. All other aspects of this Contract shall be governed
under the laws of the District of Columbia. The Covered Entity and the Business
Associate agree that all disputes which cannot be amicably resolved by the Covered
Entity and the Business Associate regarding this HIPAA Compliance Clause shall be
litigated befo re the District of Columbia Contract Appeals Board, the District of
Columbia Court of Appeals, or the United States District Court for the District of
Columbia having jurisdiction, as the case may be. The Covered Entity and the Business
Associate expressly waive any and all rights to initiate litigation, arbitration, mediation,
negotiations, and/or similar proceedings outside the physical boundaries of the District
of Columbia and expressly consent to the jurisdiction of the above tribunals.
h. Indemnification. The Business Associate shall indemnify, hold harmless and defend the
Covered Entity from and against any and all claims, losses, liabilities, costs, and other
expenses incurred as a result or arising directly or indirectly out of or in connection
with (a) any misrepresentation, breach of warranty or non -fulfillment of any
undertaking of the Business Associate under this HIPAA Compliance Clause; and (b)
any claims, demands, awards, judgments, actions and proceedings made by any person
or organization, arising out of or in any way connected with the performance of the
Business Associate under this HIPAA Compliance Clause.
i. Injunctive Relief. Notwithstanding any rights or remedies under this HIPAA
Compliance Clause or provided by law, the Covered Entity retains all rights to seek
injunctive relief to prevent or stop the unauthorized use or disclosure of PHI by the
Business Associate, its workforce, any of its subcontractors, agents, or any third party
who has received PHI from the Business Associate.
j. Assistance in litigation or administrative proceedings. The Business Associate shall
make itself and any agents, affiliates, subsidiaries, subcontractors, or its workforce
assisting the Business Associate in the fulfillment of its obligations under this HIPAA
Compliance Clause and the Contract, available to the Covered Entity, to testify as
witnesses, or otherwise, in the event of litigation or administrative proceedings being
commenced against the Covered Entity, its directors, officers or employees based upon
a claimed violation of HIPAA, the Privacy Rule or other laws relating to security and
privacy, except where the Business Associate or its agents, affiliates, subsidiaries,
subcontractors or its workforce are a named adverse party.
k. Notices. Any notices between the Parties or notices to be given under this HIPAA
Compliance Clause shall be given in writing and delivered by personal courier delivery
or overnight courier delivery, or by certified mail with return receipt requested, to the
Business Associate or the Covered Entity, to the addresses given for each Party below
or to the address either Party hereafter gives to the other Party. Any notice, being
addressed and mailed in the foregoing manner, shall be deemed given five (5) business
days after mailing. Any notice delivered by personal courier delivery or overnight
courier delivery shall be deemed given upon notice upon receipt.

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If to the Business Associate, to If to the Covered Entity, to
______________________________ ______________________________
______________________________ ______________________________
______________________________ ______________________________
Attention: _____________________ Attention: _____________________
Fax: _________________________ Fax: __________________________
l. Headings. Headings are for convenience only and form no part of this HIPAA
Compliance Clause and shall not affect its interpretation.
m. Counterparts; Facsimiles. This HIPAA Compliance Clause may be executed in any
number of counterparts, each of which shall be deemed an original. Facsimile copies
hereof shall be deemed to be originals.
n. Successors and Assigns. The provisions of this HIPAA Compliance Clause shall be
binding upon and shall inure to the benefit of the Parties hereto and their respective
successors and permitted assigns, if any.
o. Severance. In the event that any provision of this HIPAA Compliance Clause is held by
a court of competent jurisdiction to be invalid or unenforceable, the remainder of the
provisions of this HIPAA Compliance Clause will remain in full force and effect. In
addition, in the event a Party believes in good faith that any provision of this HIPAA
Compliance Clause fails to comply with the then -current requirements of the Privacy
Rule, such Party shall notify the other Party in writing, in the manner set forth in Section
10. Miscellaneous, Paragraph k. Notices. Within ten business days from receipt of the
notice, the Parties shall address in good faith such concern and amend the terms of this
HIPAA Compliance Clause, if necessary to bring it into compliance. If, after thirty (30)
days, the HIPAA Compliance Clause fails to comply with the Privacy Rule, then either
Party has the right to terminate this HIPAA Compliance Clause upon written notice to
the other Party.
p. Independent Contractor. The Business Associate will function as an independent
contractor and shall not be considered an employee of the Covered Entity for any
purpose. Nothing in this HIPAA Compliance Clause shall be interpreted as authorizing
the Business Associate workforce, its subcontractor(s), or its agent(s) or employee(s) to
act as an agent or representative for or on behalf of the Covered Entity.
q. Entire Agreement. This HIPAA Compliance Clause may be amended from time to time
pursuant to Section 10. Miscellaneous, Paragraph b. Amendment, which incorporates
by reference the Contract, and specific procedures from the District of Columbia
Department of Health Privacy Policy Operations Manual, constitutes the entire

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agreement and understanding between the Parties and supersedes all prior oral and
written agreements and understandings between them with respect to applicable District
of Columbia and federal laws, rules and regulations, HIPAA and the Privacy Rule, and
any rules, regulations, requirements, rulings, interpretations, procedures, or other
actions related thereto that are promulgated, issued or taken by or on behalf of the
Secretary.
Attachment
Exhibit A - Identity and Procedure Verification

H.17 ENVIRONMENTALLY PREFERABLE JANITORIAL PRODUCTS

H. 17.1Environmentally Preferable Product Goals

H.17.1.1 The District is seeking contractors to provide environmentally preferable and effective
janitorial products that support the District’s environmentally preferable purchasing
(EPP) contracting initiative.

H.17.1.2 Environmentally preferable products are products and services that have a lesser or
reduced effect on human health and the environment when compared with competing
products or services that serve the same purpose. This comparison considers the life
cycle of the product from raw material acquisition, production, manufacturing,
packaging, distribution, re-use, operation, maintenance, and disposal.

H.17.2 Environmentally Preferable Janitorial Products
Janitorial products subject to the requirements of this clause include the following:
All-purpose cleaner General degreaser

Bathroom cleaner General disinfectant
Bathroom deodorizers Glass/window cleaner

Bathroom disinfectant Graffiti remover
Bathroom hand cleanser/soap Gum remover
Carpet cleaner Lime
and scale remover
Chrome and brass cleaner/polish Solvent spotter
Floor stripper/finish Urinal
deodorizers/cleaner
Furniture polish Wood floor (wax/cleaner/finish)

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H.17.3 Prohibited Cleaning Products
Janitorial products with the following ingredients shall not be used because they pose an
unacceptable risk to the person using the product, building occupants, and the environment:
Alkylphenol Ethoxylates Naphthalene
Benzyl Alcohol Nitrilotriacetic Acid
CFC-22; Chlorodifluoro Methan Paradichloro benzene
Coconut Oil; Diethanolamine Perchloroethylene
Diethanolamine
Tetrachloroethylene
HCFC-142b
Toluene
Lauric Acid Diethanolamine Tributyl Tin
Methyl Chloroform; 1,1,1,-TCE Trichlorethylene
Methyl Ethyl Ketone

H.17.4 Janitorial Product Health and Environmental Requirements
The Contractor shall only use janitorial products during the performance of this contract
that meet the following requirements:
H.17.4.1 Skin and Eye Irritation
a) This attribute refers to janitorial cleaning supplies containing chemicals that are either
mildly or strongly irritating to the skin or eyes. These substances are either highly alkalinic
or acidic.
b) The Contractor shall use products with a pH between 7.2 and 7.8 which are acceptable
alkaline levels.
H.17.4.2 Food Chain Exposure
a) This attribute refers to ready -to-use cleaning products containing ingredients that are
consumed by smaller aquatic plants and animals that increase in concentration through
the food chain.
b) The Contractor shall use products when the bio -concentration factor (BCF) measured
are less than 1,000.
H.17.4.3 Air Pollution Potential
a) This attribute refers to janitorial products containing volatile organic compounds (VOC)
that could form smog once in the atmosphere, thereby causing irritation of the eyes,
nose, throat, lungs, and asthma attacks
b) The Contractor shall not use products containing VOC in concentrations that exceed
10% of the weight of the product.

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H.17.4.4 Fragrances
a) This attribute refers to products containing fragrances that are added to the formulation
to improve an odor or to mask an offensive odor. This attribute does not include natural
odors associated with cleaning agents (e.g. a lemon odor).
b) The Contractor shall not use products containing fragrances that are added to the
formulation to improve an odor or to mask an offensive odor.
H.17.4.5 Dyes
a) This attribute refers to dyes that have been added to a formulation to enhance or change
the product’s color.
b) The Contractor shall use products without dyes.

H.17.4.6 Minimizing Exposure to Concentrates

a) This attribute refers to the possibility that an end-user of a product could be exposed to
a concentrated form of the product, thereby exposing the end -user to a greater health
risk than that caused by exposure to the ready-to-use product.
b) If possible, the Contractor shall use products that are not in a concentrated form.
c) If the Contractor uses products in a concentrated form, it must be a part of a system by
which chemicals are only transferred between closed containers, thereby reducing the
risk of harm to the end-user.

H.17.5 Packaging Reduced/Recyclable

H.17.5.1 If possible, the Contractor shall use products that are in reusable, refillable, or recyclable
containers or are otherwise made from recycled content products.

H.17.5.2 No products shall be delivered in aerosol cans.

H.17.5.3 All products must be available in non -aerosol containers such as ready -to-use pump
action sprays, air-charged refillable containers or spray bottles.

H.17.6 Product Safety

H.17.6.1 The Contractor shall be responsible for:

a) Any damage to personnel, buildings, furniture, or equipment directly traceable to their
use or transportation of prohibited products;
b) Any spills or leaks that occur during the use or transportation of their products;
c) Evacuating and warning individuals that might be affected by any spills or leaks that
occur when their products are being used or transported; and
d) Paying the cleanup cost for any spills or leaks that occur while they are using or transporting
their products.

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H.18 ENVIRONMENTALLY PREFERABLE SOLVENT PRODUCTS

H.18.1 Environmentally Preferable Product Goals

H.18.1.1 The District is seeking contractors to provide environmentally preferable and effective
solvent products that support the District’s EPP contracting initiative.
H.18.1.2 Environmentally preferable products are products and services that have a lesser or
reduced effect on human health and the environment when compared with competing
products or services that serve the same purpose. This comparison considers the life
cycle of the product from raw material acquisition, production, manufacturing,
packaging, distribution, re-use, operation, maintenance, and disposal.
H.18.2 Environmentally Preferable Solvent Products

H.18.2.1 Solvents are fluids or a mixture of fluids capable of dissolving substances to produce
compositions for industrial value.
H.18.2.2 Solvent products subject to the requirements of this clause include, but are not limited to,
the following classes:
(a) Alcohols. Alcohol is solvents that dissolve substances such as shellacs, vinyl, acrylics,
epoxies, and silicones.
(b) Aliphatic Hydrocarbons . Aliphatic hydrocarbons are solvents often found in
coatings and insecticides. Commonly used as degreasers and solvents for acrylics and
epoxies. Common aliphatics include mineral spirits, paint thinner, petroleum
distillates, VM&P Naphtha, kerosene, ga soline, and heptane (all of which are
extremely flammable).
(c) Aromatic Hydrocarbons. Aromatic hydrocarbons are substances used in printing,
fiberglass-reinforced products, glues, and veneers. Common aromatics include
toluene (toluol), xylene (xylol), coal-tar naphtha, styrene and benzene.
(d) Chlorinated Hydrocarbons . Chlorinated hydrocarbons are commonly used in
degreasers, dry cleaning agents, rubber solvents, and paint strippers found in coatings,
resins, and tars. Common chemicals in this class include perchloroethylene,
methylene chloride, carbon tetrachloride, methyl chloroform, and trichloroethylene.
(e) Glycols. Glycols, which are water -soluble solvents used as lubricants, are found in
cosmetics, coatings, resins, and dyes. Glycol ethers include butyl cellusolve (2 -
butoxyethanol), cellusolve (2-ethoxyethanol), methyl cellusolve (2-methoxyethanol),
and cellusol ve acetate (2 -ethoxyethyl acetate). Most common glycol ethers are
combustible.
(f) Esters. Esters have differing chemical properties depending on their use including
methyl formate, ethyl acetate, isopropyl acetate, methyl acetate, secamylacetate, and
isoamyl acetate (banana oil).
(g) Ethers. Ethers are ingredients in dyes, resins, waxes, cellulose nitrate, and fuels,
including ethyl ether, tetrahydrofuran, dioxane, and isopropyl ether.

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(h) Ketones. Ketones are solvents for dyes, resin, and waxes that are used to manufacture
plastics, synthetic fibers, explosives, cosmetics, and medicines. Some examples of
ketones include acetone, methyl ethyl ketone, cyclohexanone, and isophorone.
(i) Other Solvents . Other types of solvents include freon, turpentine,
dimethylformamide, and carbon disulfide.

H.18.3 Solvent Environmental Requirements

The Contractor shall avoid the following hazards when using solvent products during the
performance of this contract:

H.18.3.1 Health Hazards

(a) Bodily Contact - The Contractor shall not use solvent products that irritate or harm
the skin, eyes, nose, and throat from direct contact with the solvents;

(b) Inhalation – The Contractor shall not use solvent products that when inhaled cause
headaches, nausea, vomiting, and dizziness from contact with the solvents; and

(c) Ingestion – The Contractor shall not use solvent products that if ingested or exposed
to for a period of time cause damage to the brain, liver, kidney, respiratory system,
and nervous systems.

H.18.3.2 Physical Hazards

(a) Flammable materials are substances that will easily ignite, burn, and serve as fuel
for a fire. The flash point is the lowest temperature at which a liquid gives off
enough vapors which, when mixed with air, can be easily ignited by a spark. The
lower the flash point, the greater the risk of fire or explosion.

(b) The Contractor shall not use solvent products that are a potential fire hazard or have
a low flash point. A solvent is flammable and a serious fire hazard if its flash point
is below 37.8C (100F).

H.18.4 Prohibited Solvents

The following solvent products are recognized by the National Institute for Occupational
Safety and Health (NIOSH) as carcinogens, ozone -depleting solvents, or as reproductive
hazards in the workplace and shall not be used:

Benzene Carbon
tetrachloride
Trichloroethylene 1,1,2,2-
tetrachloroethane
2-methoxyethanol 2-ethoxyethanol

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Methyl chloride
Trichlorotrifluoroethane
Chlorinated Fluorocarbon Compounds

H.18.5 Packaging Reduced/Recyclable

H.18.5.1 If possible, the Contractor shall use products that are in reusable, refillable, or recyclable
containers or are otherwise made from recycled content products.

H.18.5.2 No products shall be delivered in aerosol cans.

H.18.5.3 All products must be available in non -aerosol containers such as ready -to-use pump
action sprays, air-charged refillable containers, or spray bottles.

H.18.6 Product Safety

H.18.6.1 The Contractor shall be responsible for:

(a) Any damage to personnel, buildings, furniture, or equipment directly traceable to their
use or transportation of prohibited products;
(b) Any spills or leaks that occur during the use or transportation of their products;
(c) Evacuating and warning individuals that might be affected by any spills or leaks that
occur when their products are being used or transported; and
(d) Paying the cleanup cost for any spills or leaks that occur while they are using or

H.19 ENVIRONMENTALLY PREFERABLE PAINT PRODUCTS

H.19.1 Environmentally Preferable Products Goals

H.19.1.1 The District is seeking contractors to provide environmentally preferable and effective
paint products that support the District’s EPP contracting initiative.

H.19.1.2 Environmentally preferable products are products and services that have a lesser or
reduced effect on human health and the environment when compared with competing
products or services that serve the same purpose. This comparison considers the life cycle
of the product from raw material acquisition, production, manufacturing, packaging,
distribution, re-use, operation, maintenance, and disposal.

H.19.2 Paint Environmental Requirements

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H.19.2.1 The requirements and restrictions contained in this clause shall apply to all architectural
and anti-corrosive paints used during the course of this contract.

H.19.2.2 Due to the documented health risks associated with high Volatile Organic Compound
(VOCs) levels, the Contractor shall use only paint and paint products that do not exceed
the maximum allowable VOC content in the table below for each type of paint:

Product Type Type of Paint VOCs (grams/liter) VOCs
(pounds/gallon)

Category I Interior
Architectural
a. Flat 50 g/l 0.42 lb/gal
b. Non-Flat 150 g/l 1.25 lb/gal

Category II Exterior
Architectural
a. Flat 100 g/l 0.83 lb/gal
b. Non-Flat 200 g/l 1.66 lb/gal

Category III Anticorrosive
a. Flat 250 g/l 2.1 lb/gal
b. Semi-Gloss 250 g/l 2.1 lb/gal
c. Gloss 250 g/l 2.1 lb/gal

H.19.3 Prohibited Paint Components

Paints often contain inorganic and organo -metallic components used as preservatives, additives
and pigments. The following is a list of organic compounds and components prohibited under this
contract:

1,1,1 Trichloroethane Formaldehyde
1,2 Dichlorobenzene Hexavalent chromium

Acrolein Isophorone
Acrylonitrile Lead
Antimony Mercury
Benzene Methylene chloride
Butyl benzyl phthalate Methyl ethyl ketone
Cadmium Mehtyl isobutyl
ketone
Di (2-ethylhexyl) phthalate Naphthalene
Dimethyl phthalate Toluene (Methylbenzene)
Di-n-butyl phthalate Vinyl Chloride
Ethylbenzene

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H.19.4 Packaging

Paint cans and their components shall not be fabricated with lead.

H.19.5 Product Safety
H.19.5.1 The Contractor shall be responsible for:
(a) Any damage to personnel, buildings, furniture, or equipment directly traceable to their
use of prohibited paint;
(b) Evacuating and warning individuals that might be affected by any spills or leakages
directly traceable to their use of prohibited paint;
(c) Any spills or leaks that occur during the use or transportation of their products; and
(d) Paying the cleanup cost for any spills or leaks that occur while they are unloading,
transporting, or otherwise using their products.

H.20 CRIMINAL BACKGROUND AND TRAFFIC RECORDS CHECKS FOR
CONTRACTORS THAT PROVIDE DIRECT SERVICES TO CHILDREN OR YOUTH

H.20.1 A contractor that provides services as a covered child or youth services provider, as defined
in section 202(3) of the Child and Youth, Safety and Health Omnibus Amendment Act of
2004, effective April 13, 2005 (D.C. Law 15-353; D.C. Official Code § 4-1501.01 et seq.),
as amended (in this section, the “Act”), shall obtain criminal history records to investigate
persons applying for employment, in either a compensated or an unsupervised volunteer
position, as well as its current employees and unsupervised vol unteers. The prime
contractor shall ensure that background checks are applied to all positions per their function
as listed in attachment J.14, Enhanced Suitability Screening Guide.

H.20.2 The Contractor shall also obtain traffic records to investigate persons applying for
employment, as well as current employees and volunteers when that person will be required
to drive a motor vehicle to transport children in the course of performing his or her duties.
The Contractor shall request traffic records for all positions per their function as listed in
attachment J.14, Enhanced Suitability Screening Guide.

H.20.3 The Contractor shall inform all applicants requiring a criminal background check that a
criminal background check must be conducted on the applicant before the applicant may
be offered a compensated position or an unsupervised volunteer position.

H.20.4 The Contractor shall inform all applicants requiring a traffic record check that a traffic
records check must be conducted on the applicant before the applicant may be offered a
compensated position or a volunteer position.

H.20.5 The Contractor shall obtain from each applicant, employee, and unsupervised volunteer:

(A) a written authorization that authorizes the District to conduct a criminal
background check;

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(B) a written confirmation stating that the Contractor has informed him or her that the
District is authorized to conduct a criminal background check;

(C) a signed affirmation stating whether or not they have been convicted of a crime,
pleaded nolo contendere, are on probation before judgment or placement of a case
upon a stet docket, or have been found not guilty by reason of insanity, for any
sexual offenses or intra -family offenses in the District or their equivalent in any
other state or territory, or for any of the following felony offenses or their equivalent
in any other state or territory:

(i) Murder, attempted murder, manslaughter, or arson;
(ii) Assault, assault with a dangerous weapon, mayhem,
malicious disfigurement, or threats to
do bodily harm;
(iii) Burglary;
(iv) Robbery;
(v) Kidnapping;
(vi) Illegal use or possession of a firearm;
(vii) Sexual offenses, including indecent exposure; promoting,
procuring, compelling, soliciting, or engaging in prostitution;
corrupting minors (sexual relations with children); molesting;
voyeurism; committing sex acts in public; incest; rape;
sexual assault; sexual battery; or sexual abuse; but excluding sodomy
between consenting adults;
(viii) Child abuse or cruelty to children; or
(ix) Unlawful distribution of or possession with intent to distribute a
controlled substance;

(D) a written acknowledgment stating that the Contractor has notified them that they
are entitled to receive a copy of the criminal background check and to challenge the
accuracy and completeness of the report; and

(E) a written acknowledgment stating that the Contractor has notified them that they
may be denied employment or a volunteer position or may be terminated as an
employee or volunteer based on the results of the criminal background check.

H.20.6 The Contractor shall inform each applicant, employee, and unsupervised volunteer that a
false statement may subject them to criminal penalties.

H.20.7 Prior to requesting a criminal background check, the Contractor shall provide each
applicant, employee, or unsupervised volunteer with a form or forms to be utilized for the
following purposes:

(A) To authorize the Metropolitan Police Department (MPD), or designee, to conduct
the criminal background check and confirm that the applicant, employee, or

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unsupervised volunteer has been informed that the Contractor is authorized and
required to conduct a criminal background check;

(B) To affirm whether or not the applicant, employee, or unsupervised volunteer has
been convicted of a crime, has pleaded nolo contendere, is on probation before
judgment or placement of a case upon a stet docket, or has been found not guilty
by reason of insanity for any sexual offenses or intra-family offenses in the District
or their equivalent in any other state or territory of the United States, or any of the
felony offenses described in paragraph H.20.5(C);

(C) To acknowledge that the applicant, employee, or unsupervised volunteer has been
notified of his or her right to obtain a copy of the criminal background check report
and to challenge the accuracy and completeness of the report;

(D) To acknowledge that the applicant may be denied employment, assignment to, or
an unsupervised volunteer position for which a criminal background check is
required based on the outcome of the criminal background check; and

(E) To inform the applicant or employee that a false statement on the form or forms
may subject them to criminal penalties pursuant to D.C. Official Code §22-2405.

H.20.8 The Contractor shall direct the applicant or employee to complete the form or forms and
notify the applicant or employee when and where to report to be fingerprinted.

H.20.9 Unless otherwise provided herein, the Contractor shall request criminal background
checks from the Chief, MPD (or designee), who shall be responsible for conducting
criminal background checks, including fingerprinting.

H.20.10 The Contractor shall request traffic record checks from the Director, Department of Motor
Vehicles (DMV) (or designee), who shall be responsible for conducting traffic record
checks.

H.20.11 The Contractor shall provide copies of all criminal background and traffic check reports
to the CA within one business day of receipt.

H.20.12 The Contractor shall pay for the costs for the criminal background and traffic record
checks, pursuant to the requirements set forth by the MPD and DMV. The District shall
not make any separate payment for the cost of criminal background and traffic record
checks.

H.20.13 The Contractor may make an offer of appointment to, or assign a current employee or
applicant to, a compensated position contingent upon receipt from the CO of the CA’s
decision after his or her assessment of the criminal background or traffic record check.

H.20.14 The Contractor may not make an offer of appointment to an unsupervised volunteer whose
position brings him or her into direct contact with children until it receives from the

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contracting officer the CA’s decision after his or her assessment of the criminal
background or traffic record check.

H.20.15 The Contractor shall not employ or permit to serve as an unsupervised volunteer an
applicant or employee who has been convicted of, has pleaded nolo contendere to, is on
probation before judgment or placement of a case on the stet docket because of, or has
been found not guilty by reason of insanity for any sexual offenses involving a minor.

H.20.16 Unless otherwise specified herein, t he Contractor shall conduct periodic criminal
background checks upon the exercise of each option year of this contract for current
employees and unsupervised volunteers in the positions listed in sections H.20.1 and
H.20.2.

H.20.17 An employee or unsupervised volunteer may be subject to administrative action including,
but not limited to, reassignment or termination at the discretion of the CA after his or her
assessment of a criminal background or traffic record check.

H.20.18 The CA shall be solely responsible for assessing the information obtained from each
criminal background and traffic records check report to determine whether a final offer
may be made to each applicant or employee. The CA shall inform the CO of its decision,
and the CO shall inform the Contractor whether an offer may be made to each applicant.

H.20.19 If any application is denied because the CA determines that the applicant presents a
present danger to children or youth, the Contractor shall notify the applicant of such
determination and inform the applicant in writing that she or he may appeal the denial to
the Commission on Human Rights within 30 days of the determination.

H.20.20 Criminal background and traffic record check reports obtained under this section shall be
confidential and are for the exclusive use of making employment-related determinations.
The Contractor shall not release or otherwise disclose the reports to any per son, except
as directed by the CO.

H.21 PURCHASES OF IT HARDWARE AND EQUIPMENT

The Contractor shall provide only the most current models, components, and accessories in new,
fully operational, factory-sealed condition, with all applicable licenses. The Contractor warrants
and represents that the equipment is eligible for the manufacturer's normal and extended warranty
and support within the United States to Authorized Users. Previously owned, damaged,
refurbished, remanufactured, counterfeit, "gray market" or substitute third-party items will not be
accepted. The offeror shall provi de evidence of its authorized reseller agreement or certification
with its proposal.

H.22 GOVERNMENT FURNISHED PROPERTY

H.22.1 Use of Government property.

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H.22.1.1 The Contractor shall use District property only for performing this contract unless
otherwise provided for in this contract or approved by the Contracting Officer.

H.22.1.2 Modifications or alterations of District property are prohibited unless they are:
(i) Reasonable and necessary due to the scope of work under this contract or
its terms and conditions;
(ii) Required for normal maintenance; or
(iii) Otherwise authorized by the Contracting Officer.

H.22.2 District-furnished property.

H.22.2.1 The District shall deliver to the Contractor the District -furnished property described in
Attachment J.10 and J.12, which shall include all facilities and vehicles referenced in
this Solicitation. The District shall furnish related data and information ne eded for the
intended use of the property. The warranties of suitability of use and timely delivery of
District-furnished property do not apply to property acquired or fabricated by the
Contractor as contractor -acquired property and subsequently tr ansferred to another
contract with this Contractor.

H.22.2.2 The delivery or performance dates specified in this contract are based upon the
expectation that the District-furnished property will be suitable for contract performance
and will be delivered to the Contractor by the dates stated in the contract.

H.22.2.3 The District may, at its option, furnish property in an “as-is” condition. The Contractor
will be given the opportunity to inspect such property prior to the property being
provided. In such cases, the District makes no warranty with respect to the serviceability
and/or suitability of the property for contract perform ance. Any repairs, replacement,
and/or refurbishment shall be at the Contractor’s expense.

H.22.2.4 The Contracting Officer may by written notice at any time:

(A) Increase or decrease the amount of District -furnished property under this
contract;

(B) Substitute other District -furnished property for the property previously
furnished, or to be furnished to the Contractor; or

(C) Withdraw authority to use the property.

H.22.2.5 The District shall retain title to all District-furnished property.

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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 www.ocp.dc.gov, click on OCP Policies under the
heading “Information”, then click on “Standard Contract Provisions – Supplies and
Services Contracts”.

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, fi rm, 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 the 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

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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 the commencement of work or else will be presumed to be Custom
Products.

3. “Custom Products” - Products, preliminary, final, or otherwise, which are created or
developed by the 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: (1)
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
is granted an irrevocable, non -exclusive, worldwide, paid -up license to use, execute,
reproduce, display, perform, and adapt (unless the Contractor advises the District as part
of the Contractor’s proposal 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(s) of the project or work plan
or contract; and (2) be licensed in the name of the District. The District agrees to
reproduce the copyright notice and an y 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. The 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 the 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

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experience developed under a project or work plan in the course of the 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. Reserve

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 th e 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 subject to 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.

I.8 INSURANCE

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

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specified below. The Contractor shall have its insurance broker or insurance company
submit a Certificate of Insurance to the 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 required
hereunder to be maintained by the Contractor and its subcontractors (except for workers’
compensation and professional liability insurance) as an additional insured for c laims
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 th e 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 it s 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 dama ge, 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

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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 for each occurrence, a
$2,000,000 general aggregate.

The Commercial General Liability shall be further endorsed to:
a) To the fullest extent permitted by law, provide additional insured coverage
using 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 with respect to 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 Columbia

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b) Coverage available to the additional insureds shall apply on a primary and
non-contributing basis with respect to 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
liability
e) 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;
$500,000 per employee for disease; and $500,000 for policy disease limit.

The Worker's Compensation and Employer's 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 the 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 the 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, the 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 the Contractor on behalf of The

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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. The Contractor shall maintain coverage in force during the term of this
Agreement and for an extended reporting period of not less than two 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. Environmental Liability/Contractors Pollution Liability Insurance - The Contractor
shall provide evidence satisfactory to the CO of environmental liability insurance
covering losses caused by pollution or other hazardous conditions arising from
ongoing or completed operations of the Contractor. Such insurance shall apply to
bodily injury, property damage (including loss of use of damaged property or of
property that has been physically injured), clean-up costs, transit, and non-owned
disposal sites. Coverage shall extend to defense costs and expenses incurred in the
investigation, civil fines, penalties, and damages or settlements. There shall be
neither an exclusion nor a sublimit for mold or fungus-related claims. The minimum
limits required under this paragraph shall be $2,000,000 per occurrence and
$2,000,000 in the annual aggregate. If such coverage is written on a claims-made
basis, the Contractor warrants that any retroactive date applicable to coverages under
the policy precedes the Contractor’s performance of any work under the Contract and
that continuous completed operations coverage will be maintained for at least ten (10)
years or an extended reporting period shall be purchased for no less than ten (10)
years after completion.

The Contractor also must furnish to the CO Owner certificates of insurance
evidencing environmental liability insurance maintained by third-party

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transportation and disposal site operators(s) used by the Contractor for losses
arising from the facility(ices) accepting, storing, or disposing of hazardous
materials or other waste as a result of the Contractor’s operations. Such
coverages must be maintained with limits of at least the amounts set forth above.

The Environmental Liability policy shall be further endorsed to include The
Government of the District of Columbia as an Additional Insured.

8. Employment Practices Liability - The Contractor shall provide evidence satisfactory to
the CO with respect to the operations performed to cover the defense of claims arising
from employment-related wrongful acts including but not limited to Discrimination,
Sexual Harassment, Wrongful Termination, Workplace Torts, "Bullying" in "any
location" and "by any means," including the Internet , whether between employees of
the contractor or against third parties. Employment Practices Liability coverage must
specifically state Third Party Liability coverage is included. The Contractor will
indemnify and defend The Government of the District of Columbia should it be named
co-defendant or be subject to or party to any claim. Coverage shall also extend to
Temporary Help Firms and Independent Contractors hired by Contractor. The policy
shall provide limits of not less than $1,000,000 for each wrongful act an d $2,000,000
annual aggregate for each wrongful act.
9. Sexual/Physical Abuse & Molestation - The Contractor shall provide evidence
satisfactory to the CO with respect to the services performed that it carries $1,000,000
per occurrence limits; and $2,000,000 aggregate of affirmative abuse and molestation
liability coverage. Coverage should include physical abuse, such as sexual or other
bodily harm, and non-physical abuse, such as verbal, emotional, or mental abuse; any
actual, threatened, or alleged act; errors, omission, or misconduct. This insurance
requirement will be considered met if the general liability insurance includes an
affirmative sexual abuse and molestation endorsement for the required amounts or
through a separate stand-alone sexual abuse and molestation policy with confirmation
there are no exclusions for abuse or assault & battery under the General Liability. So-
called “silent” coverage or “shared” limits under a commercial general liability or
professional liability policy will not be acceptable. Limits may not be shared with
other lines of coverage. The applicable policy may need to be submitted to the ORM
for compliance review.

Security Guards (Armed and Unarmed)

General & Professional Liability – The Contractor shall provide evidence
satisfactory to the CO with respect to the services performed that it carries
$1,000,000 per occurrence limits; $2,000,000 aggregate for unarmed and
$1,000,000 per occurrence limits; $4,000,000 aggregate for armed of Security
Guard Liability coverage for both armed and unarmed security officers. This
insurance requirement generally presents as a packaged insurance program that

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includes the General Liability and Professional Liability coverages. However, the
requirement is deemed satisfied even as separate insurance policies.

C. SUBCONTRACTOR INSURANCE REQUIREMENTS
Any and all subcontractors engaged by the Contractor for work under this agreement
shall be required to have the same insurance required of the Contractor. Should the
Contractor wish to propose different insurance requirements than outlined below, then,
prior to the 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 subcontractor 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 the 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 District of Columbia and shall carry listed coverages for ten years for
1. Assault and Battery – coverage for injury to third parties. Assault is defined as
“an act that threatens physical harm to a person.” Battery is defined as “the crime
of unconsented physical contact with another person.”
2. Errors & Omission Endorsement – coverage for committing an error or omission
in performance of professional duties;
3. Lost Key – coverage for claims arising out of property damage due to loss arising
out of the loss of a customer’s keys by an insured. Covers only the actual cost of
the keys, the adjustment of locks to accept new keys, or the cost of purchasing
and installing new locks. Does not apply to loss arising out of a variety of
dishonest acts committed by any insured.
4. Care, Custody, Control (CCC) – coverage for property damage of third parties
when in physical possession of the insured; any party with a legal obligation to
exercise care with respect to property that has been deemed to have that property
in its CCC
5. Personal Injury – coverage for false arrest, detention, or imprisonment; malicious
prosecution; wrongful eviction; slander; libel; and invasion of privacy

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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 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
liabilities and will not in any way limit the contractor’s liability under this contract.

G. CONTRACTOR’S PROPERTY. Contractors 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 District of Columbia.

H. MEASURE OF PAYMENT. The District 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
the Contractor no longer 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 the Contractor at least 30 days' notice of the
change. The Contractor must comply, at your expense, and deliver to the CO evidence of
compliance before the change becomes effective.

J. CERTIFICATES OF INSURANCE. The Contractor must send to CO, at least 10 days
after execution of this Agreement, 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. The
Contractor is responsible 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 emailed to the attention of:
(Brenda Allen /Department of Human Services)

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Office of Contracting and Procurement
64 New York Avenue, NE, 6th Floor
Washington, DC 20002
brenda.allen@dc.gov

The CO may request and the Contractor shall promptly deliver updated certificates of
insurance, endorsements indicating the required coverage, and/or certified copies of the
insurance policies. If the insurance initially obtained by the Contractor expire s 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 District may disclose
the name and contact information of its insurers to any third party that presents a claim
against the District 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
Order 85 -85 dated June 10, 1985, the forms for completion of the Equal Employment
Opportunity Information Report are incorporated herein as Section J.3. An award cannot
be made to any offeror who has not satisfied the equal employment requirements.

I.10 ORDER OF PRECEDENCE

The contract awarded as a result of this RFP will contain the following clause:

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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) Contract document
(3) Standard Contract Provisions
(4) Contract attachments other than the Standard Contract Provisions
(5) RFP, as amended
(6) Best and Final Offers (BAFOs) (in order of most recent to earliest)
(7) Proposal

I.11 DISPUTES

Delete Article 14, Disputes, of the Standard Contract Provisions 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.

(a) 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 relatin g 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
(iv) 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

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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:

(iii) Provide a description of the claim or dispute;
(iv) Refer to the pertinent contract terms;
(v) State the factual areas of agreement and disagreement;
(vi) 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;
(vii) 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;
(viii) Indicate that the written document is the CO’s final decision;
and
(ix) 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 years of the commission of the misrepresentation of
fact or fraud.

(7) Pending the final decision of an appeal, action, or final settlement, the Contractor
shall proceed diligently with the 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.

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(2) The CO shall send written notice of the claim to the contractor. The CO’s
written decision shall do the following:

(x) Provide a description of the claim or dispute;
(xi) Refer to the pertinent contract terms;
(xii) State the factual areas of agreement and disagreement;
(xiii) 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;
(xiv) 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;
(xv) Indicate that the written document is the CO’s final
decision; and
(xvi) 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.

(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.

(b) 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.

(c) Pending the final decision of an appeal, action, or final settlement, the
Contractor shall proceed diligently with the performance of the contract in
accordance with the decision of the CO.

I.12 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.

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I.13 CONTINUITY OF SERVICES

I.13.1 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.13.1.1 Furnish phase-out, phase-in (transition) training; and

I.13.1.2 Exercise its best efforts and cooperation to effect an orderly and efficient transition to a
successor.

I.13.2 The Contractor shall, upon the CO’s written notice:

I.13.2.1 Furnish phase-in, phase-out services for up to 90 days after this contract expires and

I.13.2.2 Negotiate in good faith a plan with a successor to determine the nature and extent of phase-
in, and 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.13.3 The Contractor shall provide sufficiently experienced personnel during the phase -in, and
phase-out period to ensure that the services called for by this contract are maintained at the
required level of proficiency.

I.13.4 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 a llow 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 the transfer of their earned fringe benefits to the successor.

I.13.5 Only in accordance with a modification issued by the Contracting Officer, the Contractor
shall be reimbursed for all reasonable phase -in, and phase -out costs (i.e., costs incurred
within the agreed period after contract expiration that result from phase -in, and phase-out
operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this
contract.

I.14 ESTIMATED QUANTITIES

The District intends 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 h erein 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

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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, and
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 list of attachments is incorporated into the solicitation by reference.

Attachment
Number Document
J.1
Government of the District of Columbia Standard Contract Provisions for Use with
the Supplies and Services Contracts (July 2010)
Standard Contract Provisions - July 2010.pdf
J.2 U.S. Department of Labor Wage Determination 2015-4281, Revision 33 dated April
25, 2025, available at https://sam.gov/wage-determination/2015-4281/33
J.3
Office of Local Business Development Equal Employment Opportunity Information
Report and Mayor’s Order 85-85
Required EEO Forms.pdf (dc.gov)
J.4
Department of Employment Services First Source Employment Agreement and
Employment Plan
Non-Construction First Source Employment Agreement 2.docx (dc.gov)

Revised Employment Plan - Contract Over $5M - Final.docx (dc.gov)
J.5 Way to Work Amendment Act of 2006 - Living Wage Notice
2025 Living Wage Notice2 | cop
J.6 Way to Work Amendment Act of 2006 - Living Wage Fact Sheet
2025 Living Wage Fact Sheet | ocp
J.7 Tax Certification Affidavit
OCP Channel 2_9 Solicitation Attachments_tax_certification_affidavit.pdf (dc.gov)
J.8

Cost / Price Data Sheet
Cost Price Disclosure Certification Form - Revised 060315.doc (live.com)

J.9 Bidder/Offeror Certification
Bidder-Offeror Certification | ocp
J.10 Unusual Incident Report Form, DHS01243
DHS Incidents Report Form
J.11 District Furnish Vehicle Listing
DHS Continuum of Care - Government Furnished Vehicle Listing
J.12
Past Performance Evaluation Form and Contractor Experience Questionnaire Form
Past Performance Evaluation Form.doc (dc.gov)

Contractor Experience Questionnaire Form.doc (dc.gov)

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Attachment
Number Document
J.13
District of Columbia Department of Human Resources Suitability General
Information Guide
DCHR Suitability Information Guide (background check, pages 7 – 8)

J.14 Peer Case Management Institute Requirements and Goals
J.15 Subcontracting Plan Form
SBE Subcontracting Plan Revised Version 03-24-23[27].doc (live.com)
J.16 DC Suitability Policy
J.17 Sexual Harassment in the Workplace Notice