CA26-0386 Proposed Contract with Community of Hope, Inc. to Human…

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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
proposed Modification No. M0004 to Human Care Agreement No. CWl 19476 with Community
of Hope, Inc., to exercise option year one in the not-to-exceed amount of $2,807,435.48. The
period of performance is from October 1, 2025, through September 30, 2026.
Under the proposed modification, Community of Hope, Inc., will continue to provide
comprehensive services necessary to operate a short-term family housing site as a home-like
environment for families experiencing homelessness within the District.
My administration is available to discuss any questions you may have regarding the proposed
modification. In order to facilitate a response to any questions you may have, please have your
staff contact Marc Scott, Chief Operating Officer, Office of Contracting and Procurement, at (202)
724-8759.
I look forward to the Council's favorable consideration of this modification.
1

GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of Contracting and Procurement

Pursuant to section 202(c-3) of the Procurement Practices Reform Act of 2010, as amended, D.C.
Official Code § 2-352.02(c-3), the following contract summary is provided:

COUNCIL CONTRACT SUMMARY
(Option Year Contract)

(A) Human Care Agreement (HCA) Number: CW119476
Modification M0004

Proposed Provider: Community of Hope, Inc.

HCA Amount: Not-to-exceed (NTE) $2,807,435.48

Term of Human Care Agreement: October 1, 2025 through September 30, 2026
(Option Year One)

Type of Contract: Human Care Agreement

(B) Identifying the number of the underlying contract, including the identifiers assigned to the
underlying contract by the Council for the base period and any subsequent option periods:

Base Period Amount: $3,005,000 NTE
Council Approval: CA25-1096

Option Period 1 Amount: $2,807,435.48 NTE

Option Period 2 Amount: $3,301,823.24 NTE

Option Period 3 Amount: $3,454,335.92 NTE

Option Period 4 Amount: $3,614,196.44 NTE

(C) A statement 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;
2

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 Community of Hope, Inc. is compliant with the
Office of Tax and Revenue and the Department of Employment Services taxes.

(D) A statement 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:

Funding availability has been certified by the Associate Chief Financial Officer, the Department of
Human Services.

1101 4th Street, SW
Washington, DC 20024
Date of Notice: August 18, 2025 L0014697237Notice Number:
FEIN: **-***4749
Case ID: 18696721

Government of the District of Columbia
Office of the Chief Financial Officer
Office of Tax and Revenue
COMMUNITY OF HOPE, INC.
4 ATLANTIC ST SW
WASHINGTON DC 20032-2350

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

COPY
GOVERNMENT OF THE DISTRICTOF COLUMBIA
DEPARTMENT OF HUMAN SERVICES
wk
|meee
——
OfficeoftheAgencyFiscalOfficer
MEMORANDUM
TO: NancyHapemanChiefProcurementOfficerOfficeofContractingandProcurement
THRU: DeliciaV.MooreDeliciaV.— 2tufes”AssociateChiefFintoior@fficer955252"HumanSupportServicesCluster
FROM: HaydenBemardD AutherforcljellyforHaglan BundAgencyFiscalOfficerDepartmentofHumanServices
DATE September3,2025
SUBJECT:CertificationofFundingAvailabilityforCommunityofHopeTriumph~Site3-Ward8-Contract#CW119476
‘TheOfficeoftheChiefFinancialOfficerherebycertifiesthatthesumof$2,807,435.48isincludedintheDistrict's
LocalBudgetandFinancialPlanforFiscalYear2026tofundthecostsassociatedwiththeDepartmentofHuman
ServicesContractwithCommunityofHope-Triumph~Site3-Ward8-forShortTermFamilyHousingServices.ThiscertificationsupportsTheCommunityofHope-contractduringtheperiodfrom10/01/25—09/30/26.Thefundallocationisasfollows:
Vendor:CommunityofHope~ Triumph~Site3-Ward8 Contract#:CW119476
FiscalYear2026Funding:10/01/2025-9/30/2026

AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT
1. Contract Number Page of Pages
CW119476 1 35
2. Amendment/Modification Number

M0004
3. Effective Date

October 1, 2025
4. Requisition/Purchase Request

5. Solicitation Caption
Short Term Family Housing
(STFH)

6. Issued by: Code 7. Administered by (If other than line 6)
Office of Contracting and Procurement
District of Columbia Government
441 4th Street NW, Suite 330 South
Washington, DC 20001

Department of Human Services
Family Services Administration
64 New York Ave, NE 6th FL
Washington, DC 20002
8. Name and Address of Contractor (No. street, city, county, state and zip code)
Community of Hope, Inc.
4 Atlantic Street, SW Washington, DC 20032
Point of Contact: Kelly Sweeney McShane
E-mail: Kmcshane@cohdc.org
Telephone: (202) 407-7746
9A. Amendment of Solicitation No.
9B. Dated (See Item 11)
x 10A. Modification of Contract/Order No.
CW119476

Code

Facility

x 10B. Dated (See Item 13)
10/1/2024
11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS
The above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended. is not extended.
Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:
(a) By completing Items 8 and 15, and returning ________ copies of the amendment: (b) By acknowledging receipt of this amendment on each copy of the offer
submitted; or (c) BY separate letter or fax which includes a reference to the solicitation and amendment number. FAILURE OF YOUR ACKNOWLEDGMENT TO
BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION
OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such may be made by letter or fax, provided each letter or
telegram makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.
12. Accounting and Appropriation Data (If Required)
13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTORS/ORDERS ,
IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14
A. This change order is issued pursuant to (Specify Authority):
The changes set forth in Item 14 are made in the contract/order no. in Item 10A.

B. The above-numbered contract/order is modified to reflect the administrative changes (such as changes in paying office, appropriation data
, etc.) set forth in item 14, pursuant to the authority of 27 DCMR, Chapter 36, Section 3601.2.
C. This supplemental agreement is entered into pursuant to the authority of:
X D. Other (Specify the type of modification and authority) 27 DCMR, Chapter 20, Section 2008 “Exercise of Option”
E. IMPORTANT: Contractor is not is required to sign this document and return __1_ copy to the issuing office.
14. Description of Amendment/Modification (Organized by UCF Section headings, including solicitation/contract subject matter where feasible.

Human Care Agreement (HCA) Number CW119476 identified in Block 10A above, is hereby modified as
follows:
A. In accordance with section D.3.1, Option to Extend the Term of the Agreement, the Government of the
District of Columbia hereby exercises Option Period One to extend the term of this agreement from
October 1, 2025 through September 30, 2026 in the not-to-exceed amount of $2,807,435.48.

B. Services to be performed are subject to the issuance of task orders.

C. U.S. Department of Labor Wage Determination No. 2015-4281, Revision No. 34, dated July 8, 2025 is
incorporated by reference.

D. Delete Section B Price Schedule B.3.2 Option Period One and replace Section B Price Schedule B.3.2
Option Period One Per Attachment A

E. Delete Section B Price Schedule B.3.6 Estimated Grand Total and replace Section B Price Schedule
B.3.6 Estimated Grand Total Per Attachment A

F. Modify Section C.1.10 Deliverables to insert items 38-43 Per Attachment B
2
Attachment A
1. Delete Section B.3.2 Option Period One Price Schedule and Replace with B.3.2 Option Period One
Price Schedule
B.3.2 Short-Term Family Housing Site Three (3) – October 1, 2025, through September 30, 2026
Site name: The Triumph - Maximum Capacity: 212
Location: 4225 6th Street SE, Washington, DC 20032 (Ward 8)
Contract
Line Item
(CLIN)
Service Description Estimated
Quantity
Monthly Rate Number
of
months
Total
Amount
Firm Fixed Component (CLIN 1001-1008A)
1001A
STFH Firmed Fixed cost
for site operation
services**
Per Sections C.3.1 through
C.3.5.15 and C.3.17
through C.3.49
1 $ 153,419.25
12 $1,841,031.00
Program Director 1 $ 8,858.89 12 $ 106,306.68
G. Modify Section C.2 Definitions and Acronyms to insert C.2.98 through C.2.100 Per attachment B
H. Delete and replace Section Definitions and Acronyms C.2.57 Length of Stay Per Attachment B
I. Delete and replace Section C.3.5.16, C.3.12.1, C.3.12.14, C.3.17.5, C.317.10, C.3.17.11, C.3.19.1,
C.19.3, C.3.20.5, C.3.20.6, C.3.20.12, C.3.21.5, C.3.22, C.3.23.1, C.24.1, C.3.25.2, C.3.27.1, C.3.27.3,
C.3.27.5, C.3.27.10, C.3.29.2, C.3.29.3, C.3.31.9, C.3.32.3, C.3.35.1, C.3.36.2, C.3.36.8, C.3.37.1,
C.3.40.2, C.3.40.3, C.3.47.1, and C.3.47.4 Per Attachment B
J. Add Sections C.3.40.3.1, C.3.40.8.1, C.40.8.1, C.3.40.9, C.3.40.10 Per Attachment B
K. Delete and Replace section D Human Care Service Delivery and Performance D.4 Deliverables
Schedule Per Attachment B
L. Modify Section H. Attachments to insert H.1.9 Sexual Harassment in the Workplace
Notice of Prohibition of Sexual Harassment in the Workplace
ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED
15A. Name and Title of Signer (Type or print) 16A. Name of Contracting Officer
Brenda Allen
15B. Name of Contractor
(Signature of person authorized to sign)
15C. Date Signed 16B. District of Columbia
(Signature of Contracting Officer)
16C. Date Signed
Kelly Sweeney McShane, CEO, Community of Hope
8/26/2025

1002 Per Section C.3.5.16(a)
1003 Case Manager Supervisor
Per Section C.3.5.16(b) 1 $ 8,819.00 12 $ 105,828.00
1004 Case Managers
Per Section C.3.5.16(c) 3 $ 16,938.60 12 $ 203,263.20
1005 Operations Managers
Per Section C.3.5.16(d)
1 $ 6,327.75 12 $ 75,933.00
1006
Employment and
Educational Specialist
Per Section C.3.5.16(e)
1 $ 5,646.30 12 $ 67,755.60
1007 Housing Navigator
Per Section C.3.5.16(f)
1 $ N/A 12 $ N/A
1008 Residential Aides (F/T)
Per Section C.3.5.16(g)
6 $ N/A 12 $ N/A
1008A Residential Aides (P/T)
Per Section C.3.5.16(g)

6 $ 1,819.42

$ 130,998.24
Option Period One Total Amount for Site 3 NTE $ 2,802,435.48
Cost Reimbursement Component (CLIN 1009)***
1009 Furniture Replacement
Per Section C.3.28
Maximum $5,000 $ 5,000.00
Option Period One Total Amount for Site 3 with Cost Reimbursement Component NTE $ 2,807,435.48

2. Delete Section B Price Schedule B.3.6 Estimated Grand Total and replace Section B Price Schedule

B.3.6 Estimated Grand Total

Period of Performance Total Price
Base Year (B.3.1) NTE $ 3,005,000.00
Option Year One (B.3.2) NTE $ 2,807,435.48
Option Year Two (B.3.3) NTE $ 3,301,823.24
Option Year Three (B.3.4) NTE $ 3,454,335.92
Option Year Four (B.3.5) NTE $ 3,614,196.44
Grand Total NTE $ 16,182,791.08

Attachment B

1. Modify Section C.1.10 Deliverables to insert items 38-43

2. Modify Section C.2 Definitions and Acronyms to insert C.2.98 through C.2.100

C.2.98 Career Pathway: A career pathway is a series of structured and connected educational programs and
support services that enable residents to advance over time to better jobs and higher levels of education
and training. Each step on a career pathway is designed to explicitly prepare residents to progress to the
next level of employment and/or education. career pathways targets jobs in industries of importance to
local and regional economies.

C.2.99 Employer Outreach: This activity includes maintaining and cultivating relationships with for-profit and
not-for-profit employers in the Washington Metropolitan Area, so employers are open and willing to
either hire qualified STFH residents into employment or provide work slots. The provider shall monitor
labor market trends and job market information to prioritize industries and sectors that STFH residents
should be steered towards, based on their growth potential and appropriateness.

C.2.100 Educational Services: This activity includes the act of identifying and preparing for successful
enrollment into an education or occupational skills training program. It includes addressing barriers that
may prevent residents from fully engaging in the program.

Item # Document Type Title Date
38 OSSE, CACFP Program Management
Forms
CACFP Program
Management Forms |
OSSE
Most Recent
39 Summer Food Service Program (SFSP)
– locally known as the DC Youth Meals
Program
DC Youth Meals Program |
OSSE

DC Youth Meals Program
Application and
Supplemental Information
| OSSE
Most Recent
40

US Department of Agriculture
Federal Civil Rights Law
Non-Discrimination
Statement | Home
Most Recent
41 US Department of Agriculture
Federal Civil Rights Law

FNS Nondiscrimination
Statements (NDS) | Food
and Nutrition Service
Most Recent
42 US Department of Agriculture
Federal Civil Rights Law

U.S Department of
Agriculture USDA Program
Discrimination Complaint
Form
Most Recent
43 OSSE, food services procurement
procedures and templates
Large Purchase
Procurement Procedures
and Templates | OSSE
Most Recent
5

3. Delete and replace Section Definitions and Acronyms C.2.57 Length of Stay

C.2.57 Length of Stay: Defined by United States Department of Housing and Urban Development, 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. Providers selected
through this solicitation are expected to make all efforts possible to minimize the length of stay for families
in STFH, with the goal of transitioning households to housing within 120 days or less on average.

4. Delete and replace Section C.3.5.16, C.3.12.1, C.3.12.14, C.3.17.5, C.317.10, C.3.17.11, C.3.19.1,
C.19.3, C.3.20.5, C.3.20.6, C.3.20.12, C.3.21.5, C.3.22, C.3.23.1, C.24.1, C.3.25.2, C.3.27.1, C.3.27.3,
C.3.27.5, C.3.27.10, C.3.29.2, C.3.29.3, C.3.31.9, C .3.32.3, C.3.35.1, C.3.36.2, C.3.36.8, C.3.37.1,
C.3.40.2, C.3.40.3, C.3.47.1, and C.3.47.4

MODIFY C.3.5.16
FROM:
C.3.5.16 The provider shall ensure sufficient professional staff is available to provide training, technical
assistance, contract administration, financial management, quality assurance, oversight, and monitoring for all
provided services. At a minimum, the provider's professional staff shall include:

(a) Program Director (or equivalent) (PD): The program/project director must have a master’s degree
in a Human Services or related field. In lieu of a master’s degree, the program/ project director must
have a bachelor’s degree and five years’ experience in the human services field or a related field. The
program/project director must have professional knowledge of the theories, principles, techniques, and
practices of social service delivery systems. He/she must have a minimum of four years of professional
supervisory and/or managerial experience in human services delivery.

(b) Case Manager Supervisor (CMS): A case manager supervisor must have a minimum of a bachelor’s
degree in social work or a related discipline. The case manager supervisor must have professional
knowledge of the theories, principles, techniques, and practices of social service delivery systems.
They must also have a minimum of five years of professional experience providing counseling and/or
case management service s to individuals/families experiencing homelessness or other related
populations, as well as knowledge of child development and effective programming for children. In
lieu of the education requirement, the provider shall ensure the case manager supervisor has
professional knowledge of the theories, principles, techniques, and practices of social service delivery
systems with a minimum of seven years of professional experience providing counseling and case
management services to individuals/families experiencing homelessness or other related populations,
as well as knowledge of child development and effective programming for children.

(c) Case Manager (CM): A case manager shall have a minimum of an associate’s degree or two years
of college. In lieu of the education requirement, the provider shall ensure the case manager has a
minimum of two years of experience with homeless services programs or the provision of social
services. The provider shall ensure a minimum of one case manager is bilingual (due to the
demographic of the population being served , a case manager fluent in English and Spanish is
preferred). Note that the two years of experience may be waived if the candidate for employment can
document having experienced homelessness.

(d) Operations Manager (OM): The operations manager shall have a bachelor’s degree in Facilities
Management or Facilities Engineering. In lieu of an education requirement, the provider shall ensure
6

the operations manager has a minimum of two years of experience with facilities management or
related qualifications and experience with project management, business management, or construction
management. He/she must demonstrate working knowledge of the principles and pr actices of project
management.

(e) Employment and Educational Specialist (EES): An employment and education specialist shall have
a minimum of an associate’s degree or two years of college. In lieu of the education requirement, the
provider shall ensure the employment and educational specialist has a minimum of two years of
experience with homeless services programs or provision of social services. Note that the two years
of experience may be waived if the candidate for employment can document having experienced
homelessness.

(f) Housing Navigator (HN): A housing navigator shall have a minimum of an associate’s degree or two
years of college. In lieu of the education requirement, the provider shall ensure the housing navigator
has a minimum of two years of experience with homeless services programs or the provision of social
services. Note that the two years of experience may be waived if the candidate for employment can
document having experienced homelessness.

(g) Residential Aide (RA): Residential Aides shall have a minimum of a high school diploma or
equivalent. Residential Aides are responsible for the safety and security of the staff, clients, and the
building at each STFH site. Residential Aides shall lead emergency protocols, repor t all incidents to
both program and operational leadership, and be the point of contact when the PD and OM are not
present at the site. The provider shall ensure the duties assigned to each residential aide match their
qualifications, skills, and competenc e to perform the assigned tasks. Note that the educational
experience may be waived if the candidate for employment can document having experienced
homelessness.

TO:
C.3.5.16 The provider shall ensure sufficient professional staff are available to provide training, technical
assistance, contract administration, financial management, quality assurance, oversight, and monitoring for all
provided services. At a minimum, the provider's professional staff shall include. Please note that there are two
optional positions that the provider could include to enhance the staffing plan.

(a) Program Director (or equivalent) (PD): The program/project director must have a master’s degree
in a Human Services or related field. In lieu of a master’s degree, the program/ project director must
have a bachelor’s degree and five years’ experience in the Human Services field or a related field. The
program/project director must have professional knowledge of the theories, principles, techniques, and
practices of social service delivery systems. He/she must have a minimum of four years of professional
supervisory and/or managerial experience in human services delivery.

management services to individuals/families experiencing homelessness or other related populations,
as well as knowledge of child development and effective programming for children.

(d) Operations Manager (OM): The operations manager shall have a bachelor’s degree in Facilities
Management and Facilities Engineering. In lieu of an education requirement, the provider shall ensure
the operations manager has a minimum of two years of experience with facilities management or
related qualifications and experience with project management, business management, or construction
management. He/she must demonstrate working knowledge of the principles and pr actices of project
management.

(e) Residential Aide (RA): Residential Aides shall have a minimum of a high school diploma or
equivalent. Residential Aides are responsible for the safety and security of the staff, residents, and the
building at each STFH site. Residential Aides shall lead emergency protocols, report all incidents to
both program and operational leadership, and be the point of contact when the PD and OM are not
present at the site. The provider shall ensure the duties assigned to each residential aide match their
qualifications, skills, and compete nce to perform the assigned tasks. Note that the educational
experience may be waived if the candidate for employment can document having experienced
homelessness.

(f) Employment and Educational Specialist (OPTIONAL): An employment and education specialist
shall have a minimum of an associate’s degree or two years of college. In lieu of the education
requirement, the provider shall ensure the employment and educational specialist has a minimum of
two years of experience with homeless services programs or provision of social services. Note that the
two years of experience may be waived if the candidate for employment can document having
experienced homelessness.

(g) Housing Navigator (OPTIONAL): A housing navigator shall have a minimum of an associate’s
degree or two years of college. In lieu of the education requirement, the provider shall ensure the
housing navigator has a minimum of two years of experience with homeless services programs or the
provision of social services. Note that the two years of experience may be waived if the candidate for
employment can document having experienced homelessness.

MODIFY C. 3.12.1
FROM:
C.3.12.1 The provider shall be responsible for, at a minimum, ensuring the following onsite services are offered
at STFH sites: management of day-to-day STFH site operations, case management and other supportive services,
24-hour residential supervision and monitoring, security, janitorial, and furniture services. The provider shall also
be responsible for providing meals as specified in Section C.3.40 at all sites designated as STFH, except for Sites
4 and 8 or apartment-style STFH sites.
8

TO:
C.3.12.1 The provider shall be responsible for, at a minimum, ensuring the following onsite services are offered
at STFH sites: management of day-to-day STFH site operations, case management and other supportive services,
24-hour residential supervision and monitoring, security, janitorial, and furniture services. The provider shall not
authorize telework for STFH employees beyond one day a week. The provider shall als o be responsible for
providing meals as specified in Section C.3.40 at all sites designated as STFH , except for Sites 4 and 8 (or
apartment-style STFH sites).

MODIFY C. 3.12.14
FROM:
C.3.12.14 The provider shall ensure that site leadership ( program manager and operations manager) conduct a
minimum of 4 unannounced visits a month during the following times: (Monday – Friday between the hours of 8
PM – 6 AM, and Saturday or Sunday anytime).

TO:
C.3.12.14 The provider shall ensure that site leadership ( program manager and operations manager) conduct a
minimum of once weekly unannounced visits a month during the following times: (Monday – Friday between the
hours of 8 PM – 6 AM, and Saturday or Sunday anytime). The provider shall submit the unannounced visit
schedules monthly.

MODIFY C.3.17.5
FROM:
C.3.17.5 The provider shall partner with DGS and the Consolidated Maintenance Contractor (CMC) to maintain
STFH site compliance with fire safety requirements, and shall maintain required documentation, including the
Certificate of Occupancy.

TO:
C.3.17.5 The provider shall partner with DHS to maintain STFH site compliance with fire safety requirements,
and shall request required documentation, including the Certificate of Occupancy.

MODIFY C.3.17.10
FROM:
C.3.17.10 The provider shall comply with fire safety requirements as specified below:
(A) Fire Drills Logs: The provider shall ensure fire drills are conducted monthly. There shall be a drill conducted
during a different shift each month in a quarter (i.e., January - day shift, February - evening shift, March -
overnight shift).

Fire drills will be reviewed monthly and quarterly to ensure the safety of residents and staff. Fire drill logs should
include the following information on the form:
(i) Time and date of fire drill.
(ii) Number of participants (staff, residents, and guests).
(iii) Weather conditions.
(iv) Signature line and a line with the name printed of the person completing the form and the
organization they represent. In addition, the CMC facilitating the fire drill should be listed in the
fire drill log. How much time did it take for everyone to leave the building?

TO:
C.3.17.10 The provider shall comply with fire safety requirements as specified below:
(a) The provider shall ensure fire drills are conducted monthly.
(b) The provider shall conduct a drill during a different shift each month in a quarter (i.e., January - day shift,
February - evening shift, March - overnight shift).
(c) Fire drills will be reviewed monthly and quarterly to ensure the safety of residents and staff.
(d) Fire drill logs should include the following information on the form:
(i) Time and date of fire drill.
(ii) Number of participants (staff, residents, and guests).
(iii) Weather conditions.
(iv) A signature line and a printed name line of the provider staff completing the form, along with the
Provider/Site Name. The facilitating DHS Contractor should also be listed on the fire drill log.
(v) How much time did it take for everyone to leave the building?

MODIFY C.3.17.11
FROM:
C.3.17.11 The provider shall request DHS personnel to obtain from DGS and CMC the fire safety requirements
as specified below when being requested for auditing purposes:

(A) Fire Extinguishers: Functioning fire extinguishers in the following areas: kitchens, laundry rooms,
hallways, or common open spaces. 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 for the CA upon request.
(B) Smoke Detectors: The provider shall ensure smoke detector batteries are changed 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 the DGS/Consolidated Maintenance Contractor (CMC) and the Provider (during unit inspections).
Hard-wired 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 provider with an evacuation plan for each facility. The
Provider shall ensure that the plan is posted in all appropriate locations (i.e., near exit signs, elevators,
hallways, stairwells).
(D) Exit Signs: The provider shall have exit signs at all exits. Electrical exit signs shall have working light
bulbs and be operating correctly. Paper exit signs are to be posted appropriately and secured over or near
exit doors.

TO:
C.3.17.11 The provider shall request DHS personnel to obtain from DGS the fire safety requirements as specified
below when requested for auditing purposes:
(a) Fire Extinguishers: Functioning fire extinguishers in the following areas: kitchens, laundry rooms,
hallways, or common open spaces. 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 for the CA upon request.
(b) Smoke Detectors: The Provider shall ensure smoke detector batteries are changed 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 sa fety checks conducted by
the DHS Facility Contractor and the Provider (during unit inspections). Hard-wired smoke detectors are
to be serviced annually by a licensed professional company. A copy of the service contract should b e
given to the CA upon request.
10

(c) Evacuation Plans: DHS shall provide the Provider with an evacuation plan for each facility. The provider
shall ensure that the plan is posted in all appropriate locations (i.e., near exit signs, elevators, hallways,
stairwells).
(d) Exit Signs: The provider shall have exit signs at all exits. Electrical exit signs shall have working light
bulbs and be operating correctly. Paper exit signs are to be posted appropriately and secured over or near
exit doors.

MODIFY C.3.19.1
FROM:
C.3.19.1 The provider shall employ a strengths-based case management approach that values the importance of
fully engaging the whole household.
(a) The provider’s service philosophy shall empower clients to set and achieve goals, emphasize urgency
in transitioning to permanent housing, and prioritize prevention and diversion whenever possible. Case
management should be undertaken as a partnership between the case manager, the household, and other
providers as appropriate.

TO:
C.3.19.1 The provider shall employ a strengths-based case management approach that values the importance of
fully engaging the whole household.
(a) The provider’s service philosophy shall empower residents to set and achieve goals, emphasize
urgency in transitioning to permanent housing, and prioritize prevention and diversion whenever possible.
Case management should be undertaken as a partnership between the Case Manager, the household, and
other providers as appropriate.
(b) The provider shall ensure that the program director and case manager supervisor (or equivalent)
coordinate and oversee all aspects of programs and services as required in this HCA.

MODIFY C.3.19.3
FROM:
C.3.19.3 The provider shall provide case management services that support families experiencing homelessness,
with the goal that families will access housing within 90 days or less.

TO:
C.3.19.3 The provider shall provide case management services that support families experiencing homelessness,
with the goal that families will access housing within 120 days or less.

MODIFY C.3.20.5
FROM:
C.3.20.5 Where households are not appropriate for shelter diversion services, the provider shall ensure case
managers support families to transition to housing as soon as possible, to exit families to housing within 90 days.

TO:
C.3.20.5 Where households are not appropriate for shelter diversion services, the provider shall ensure case
managers support families to transition into housing as soon as possible, to exit families to housing within 120
days or less.

MODIFY C.3.20.6
FROM:
11

C.3.20.6 To support exits to housing, the provider shall ensure case managers support households to collect all
necessary documentation within seven days of intake, and as needed. Documentation to be collected shall include,
but is not limited to, identification cards, birth certificates, social security cards, credit reports, and income
statements. The provider shall upload the documentation into the client profile in HMIS. The provider shall upload
the Family Re -Housing and Stabilization Program (FRSP) application into the STEP Tool. The provider shall
update the FRSP application every 6 months thereafter. The FRSP application shall be uploaded within step 3, in
the case view of the STEP Tool. The provider shall collect updated documentation within three days prior to the
household leasing up. The provider shall complete the Income section of the entry tab within HMIS at intake. The
provider shall update the income section within HMIS upon the household’s exit from the program.

TO:
C.3.20.6 To support exits to housing, the provider shall ensure case managers support households to collect all
necessary documentation within seven days of intake, and as needed. Documentation to be collected shall include,
but is not limited to, identification cards, birth certificates, social security cards, credit reports, and income
statements. The provider shall upload the documentation into the client profile in HMIS. The provider shall
complete the income section of the entry tab within HMIS at intake. The provider shall update the income section
within HMIS upon the household’s exit from the program.

MODIFY C.3.20.12
FROM:
C.3.20.12 The provider shall coordinate both formal and informal resources to support households in their
transition to permanent housing and maximize their quality of life. Case managers, license mental health
professionals, education and employment specialists, and housing navigators shall consider linkages to resources
that may include but are not limited to clothing, food, and furniture, domestic violence support, education, and
school attendance (for children in the household), client empowerment, information re lated to the conduct of a
good tenant, budgeting, credit counseling, financial planning, increasing income, living environment (including
utility cut-offs), home repairs, maintenance, and hygiene, emergency and exit assistance, legal or non -citizen
assistance, respite/recreation, transportation, and visitation coordination.

TO:
C.3.20.12 The provider shall coordinate both formal and informal resources to support households in their
transition to permanent housing and maximize their quality of life. The provider shall ensure linkages to resources
that may include but are not limited to clothing, food, and furniture, domestic violence support, education, and
school attendance (for children in the household), resident empowerment, information related to the conduct of a
good tenant, budgeting, credit counseling, financial planning, increasing income, (employment services, onsite
monthly job fairs, etc.), living environment including utility cut -offs, home repairs, maintenance, and hygiene,
emergency and exit assistance, legal or non -citizen assistance, respite/recreation, transportation, and visitation
coordination.

MODIFY C.3.21.5
FROM:
C.3.21.5 The Provider shall ensure F-SPDAT assessment for households not diverted within seven days of intake.
In the event the household remains at the STFH site for longer than 90 days, the F-SPDAT shall be updated every
90 days until the client is discharged from the STFH site or is approved for a voucher. The F-SPDAT is to assess
the appropriate housing intervention and aid in the development of a task-oriented Housing Stabilization and Exit
Plan (HSEP). The provider shall ensure that the licensed mental health professional and case management team
utilize a strength -based approach in the development of the HSEP that engages the whole family and other
providers as appropriate and empowers the family to set and achieve their housing goals.

TO:
C.3.21.5 The Provider shall ensure F-SPDAT assessment for households not diverted within seven days of intake.
In the event the household remains at the STFH site longer than 120 days, the F -SPDAT shall be updated every
120 days until the resident discharges from the STFH site or is approved for a voucher. The F-SPDAT is to assess
the appropriate housing intervention and aid in the development of a task-oriented Housing Stabilization and Exit
Plan (HSEP). The Provider shall ensure that the licensed mental health professional and Case Management team
utilize a strength -based approach in the development of the HSEP that engages the whole family and other
providers as appropriate and empowers the family to set and achieve their housing goals.

MODIFY C.3.22
FROM:
C.3.22 Employment and Education Specialist

TO:
C.3.22 Employment and Educational Services

MODIFY C.3.22.1
FROM:
C.3.22.1 The provider shall ensure the employment and education specialist works collaboratively with a client’s
TANF Employment Program provider and any other applicable service providers involved with the family. This
includes collaborating with any such providers to develop the HSEP and goals, coordinate services and follow -
up, and attend joint in-person meetings as needed throughout the household’s time in STFH.

TO:
C.3.22.1 The provider shall ensure employment and educational services by collaboratively working with
residents with TANF Employment Program providers and any other applicable service providers involved with
the residents. This includes collaborating with any such providers to develop the HSEP and goals, coordinate
services and follow-up, and attend joint in-person meetings as needed throughout the resident’s time in STFH.

MODIFY C.3.22.2
FROM:
C.3.22.2 Case Managers are considered secondary providers for any households receiving TANF benefits. The
provider shall ensure the calibration of the case manager and employment and education specialist to ensure the
following:
(a) Communicating customer needs or discrepancies with the client’s primary provider;
(b) Ensure relevant case notes documenting the household’s progress are documented in both HMIS and
CATCH;
(c) Document all household outreach attempts (including attempts to re -engage with primary service
providers);
(d) Verifying hours for all activities denoted in the Detailed Individual Responsibility Plan (IRP);
(e) Participate in warm hand-offs to supportive services when appropriate; and,
(f) Complete a point -in-time CATCH report or PIT (if the household fails to participate in barrier
remediation activity or is terminated from the program).

TO:
C.3.22.2 Case Managers are considered Secondary Providers for an y resident receiving TANF benefits. The
provider shall ensure the following:
13

(a) Communicating needs or discrepancies with the resident’s primary provider;
(b) Ensure relevant case notes documenting the resident’s progress are documented in both HMIS and
CATCH;
(c) Document all resident outreach attempts (including attempts to re -engage with Primary Service
Providers);
(d) Verifying hours for all activities denoted in the Detailed Individual Responsibility Plan (IRP);
(e) Participate in warm hand-offs to supportive services when appropriate; and,
(f) Complete a point-in-time CATCH report or PIT (if the resident fails to participate in barrier remediation
activity or is terminated from the program).

MODIFY C.3.22.3
FROM:
C.3.22.3 The provider shall ensure the employment and education specialist supports clients to access public
benefits programs (SNAP, TANF, Medicaid, childcare, LIHEAP, etc.), based on the assessed needs of the
household and the will of the client to engage in services.

TO:
C.3.22.3 The provider shall connect residents to public benefit programs (SNAP, TANF, Medicaid, childcare,
LIHEAP, etc.), based on the assessed needs of the household and the will of the resident to engage in services.

MODIFY C.3.22.4
FROM:
C.3.22.4 The Provider shall therefore be responsible for connecting residents to offsite mainstream services that
meet their needs and help them transition to permanent housing, including employment, training, and education
services (including connecting 70% of residents to TA NF Employment Programs), childcare, legal and public
benefit supports, and primary health care.

TO:
C.3.22.4 The provider shall be responsible for connecting residents to offsite mainstream services that meet their
needs and help them transition to permanent housing, including employment, training and education services
including connecting 70% of residents to TANF Employment Programs and 80% of residents to employment and
educational pathways, childcare, legal and public benefit supports, and primary health care.

C.3.22.4.1 The provider shall proactively perform employer outreach by promoting itself and the
program to employers in the Washington Metropolitan Area. The provider shall educate prospective
employers of the financial benefits and other services available to them if they hire an STFH resident,
including but not limited to making STFH residents available for job openings, screening resumes for
specific qualifications, and providing job retention services once the STFH resident becomes employed.

C.3.22.2 The provider shall ensure that linkages to educational services include identifying and
preparing for successful enrollment into an educational or occupational skills training program. The
provider shall actively work with residents to address barriers that may prevent them from fully
engaging in the program.

C.3.22.3 The Provider shall operate a structured job search program to assist STFH residents in
developing a job search strategy and conducting actual job searches. The structured job search program
shall include, but not be limited to:
(a) Registering STFH residents in the DC Networks (DOES-VOS) or another employment tracking
system
14

(b) Learning about resources provided by the Workforce Innovation and Opportunity Act (WIOA)
(c) Developing customized job search strategies
(d) Identifying prospective employers
(e) Reviewing job search results
(f) Fine-tuning job-searching techniques

C.3.22.4 The job readiness training shall include, but is not limited to, the following topics:
(a) Employment Soft Skills: communication in an education and business setting; handling difficult
conversations; professional etiquette; and work-life balance.
(b) Employment Search and Application Tools: contemporary job search approaches; developing
resumes and cover letters; completing employment applications; interviewing skills and
etiquette; and practicing mock interviews.
(c) Career Exploration: tools for conducting career exploration; skills profiler; interest profiler;
Career Pathways; understanding the education or training requirements for specific careers;
developing realistic and informed career goals.
(d) Employer Perspectives: employers’ perspectives and expectations; and employment policies
(e) Job Retention Skills: financial budgeting and planning; impact of employment on TANF cash
assistance; resource calculator; general income tax knowledge; tax credits (e.g., the Earned
Income Tax Credit); health care co-pays; attitudes about work; customer relations; and
teamwork.
(f) Life Skills: goal setting; making good decisions; building self-esteem; coping skills;
anger/conflict management; stress management; building healthy relationships; developing good
character; communication skills; time management; child development; strong families; positive
parenting; money management; and creating a healthy home.

TO:
C.3.22.3 The provider shall ensure linkages to access public benefits programs (SNAP, TANF, Medicaid,
childcare, LIHEAP, etc.), based on the assessed needs of the resident and the will of the resident to engage in
services.

MODIFY C.3.23.1
FROM:
C.3.23.1 The provider shall ensure case managers have a minimum of two contacts per week with a client and
that these contacts are documented in HMIS. The provider shall ensure meetings are scheduled between a case
manager and the client at a mutually agreeable time that does not conflict with a client’s work schedule, medical
appointments, school events, or other appointments that are part of the client’s HSEP. The Provider shall ensure
Case Managers document all progress towards goals in HMIS and CATCH within 24 hours of engagement with
clients. Progress notes shall include updates with the date, time, and status of any meetings.

TO:
C.3.23.1 The provider shall ensure case managers have a minimum of two contacts per week with each resident
(head of household) and are documented in HMIS. The provider shall ensure meetings are scheduled between a
case manager and the resident at a mutually agreeable time that does not conflict with the resident’s work
15

schedule, medical appointments, school events, or other appointments that are part of the resident’s HSEP. The
provider shall ensure each case manager's schedule includes onsite hours of 12:00 pm to 8 pm or 1:00 pm to 9:00
pm one day per week. The Provider shall ensure Case Managers document all progress towards goals in HMIS
and CATCH within 24 hours of engagement with residents. Progress notes shall include updates with the date,
time, and status of any meetings.

MODIFY C.3.24.1
FROM:
C.3.24.1 In addition to case management services, the provider shall provide directly, or partner with other
agencies, organizations, or community-based providers, to ensure households have access to additional services
onsite and in the community to support the successful transition of households to housing within 90 days or less.
Services offered may vary by site depending on the physical layout of each site and other factors unique to the
STFH building, community location, or partnerships established between the Provider and other providers,
organizations, or agencies.

TO:
C.3.24.1 In addition to case management services, the provider shall provide directly, or partner with other
agencies, for -profit/not-for-profit employers, organizations, and community -based providers, to ensure
households have access to additional services onsite and in the community to support the successful transition of
households to housing within 120 days or less. Services offered may vary by site depending on the physical layout
of each site and other factors unique to the STFH building, community location, or partnerships established.

MODIFY C.3.25.2
FROM:
C.3.25.2 The provider shall ensure at least one residential aide(RA) is stationed at the front desk during each shift.
During the 12 am – 8 am and 8 am – 4 pm shifts, there shall be two RAs to monitor and ensure the safety and
well-being of STFH residents. During the 4 pm - 12 am shift, the Provider shall ensure that the below minimum
number of RAs per site are stationed throughout the facility to ensure the safety and well-being of STFH residents

TO:
C.3.25.2 The Provider shall ensure at least one Residential Aide is stationed at the front desk during each shift
and one RA roaming the site to ensure the safety and well-being of STFH residents.

(REMOVE TABLE IN THE HCA)

MODIFY C.3.27.1
FROM:
C.3.27.1 The provider shall obtain maintenance service contracts for security, IT, and identified equipment that
activate after warranties have expired.
i. The provider shall require maintenance service contractors for security, IT, and any identified equipment
vendor to provide password or property access to DGS or DHS as required. All equipment that is District
property shall be returned at the expiration of the vendor agreement and/or Provider HCA.

TO:
C.3.27.1 The provider shall obtain maintenance service contracts for security, IT, and identified equipment that
activate after warranties have expired.
i. The provider shall require maintenance service contractors for security, IT and any identified equipment
vendor to provide password or property access to CA, DGS, and DHS Facilities Coordinator as required.
16

All equipment that is District property shall be returned at the expiration of the vendor agreement and/or
provider HCA.

MODIFY C.3.27.3
FROM:
C.3.27.3 The provider shall be briefed by DGS CMC regarding the BOP within 30 days following the turnover
of the building from DGS to DHS, as needed. The Provider shall be informed by the CMC of updates and revisions
to the BOP as needed. The briefing is at the discretion of DGS and shall include, at a minimum:
(a) Emergency response procedures;
(b) Other documentation procedures necessary to meet HCA requirements;
(c) Service call program and tenant environment;
(d) Hours of operation;
(e) Snow preparedness plan;
(f) Integrated Pest Management Plan and Locksmith services;
(g) Contingency Plan;
(h) Vandalism Remediation plan;
(i) List of key operations personnel along with complete contact information; and
(j) Quality control program.

TO:
C.3.27.3 The provider shall be briefed by the DHS Facilities Coordinator regarding the BOP within 30 days
following the turnover of the building. The provider shall be briefed by the DHS Facilities Coordinator on updates
and revisions to the BOP as needed. The briefing is at the discretion of DHS and shall include, at a minimum:
(a) Emergency response procedures;
(b) Other documentation procedures necessary to meet HCA requirements;
(c) Service call program and tenant environment;
(d) Hours of operation;
(e) Snow preparedness plan;
(f) Integrated Pest Management Plan and Locksmith services;
(g) Contingency Plan;
(h) Vandalism Remediation plan;
(i) List of key operations personnel along with complete contact information;
(j) Quality control program

MODIFY C.3.27.5
FROM:
C.3.27.5 The provider shall report maintenance issues to DGS immediately for emergency requests and within
24 hours for non-emergency requests.

TO:
C.3.27.5 The provider shall call the CA and DHS Facilities Coordinator immediately to report emergency repairs
and maintenance issues , then use the DHS Maintenance and Repair Tool Platform to enter a work order. The
Providers shall enter non-emergency requests within 24 hours for non-emergency requests.

MODIFY C.3.27.10
FROM:
C.3.27.10 The provider shall work collaboratively with the CMC (DGS designee) to ensure rooms are turned over
and ready to accept new households. The provider shall ensure turnover requests are submitted to the Salesforce
platform once a lease-up or exit date has been scheduled for the client and indicate the potential vacancy date. In
17

the event of a change to the household’s exit date, the Provider shall update Salesforce. To expedite the turnover
process, the provider shall ensure rooms are vacant (free of household belongings) prior to the CMC’s
maintenance inspection. Within 24 business hours of the completion of the CMC’s work, the Provider shall have
rooms cleaned and ready for new intakes.

TO:
C.3.27.10 The provider shall work collaboratively with DHS and their contractor(s) to ensure rooms are turned
over and ready to accept new households. The provider shall ensure turnover requests are submitted in the DHS
Maintenance and Repair Tool Platform. A room turnover refers to the process of preparing a shelter room for the
next family after a resident/household exits. This includes a detailed inspection by th e providers and necessary
maintenance by the DHS contractor(s).
• The provider shall submit room turnover work orders within 48 business hours after the family exits the
shelter.
• The provider shall include a picture and comprehensive notes detailing the room’s condition and any
necessary repairs in the description. The providers shall consist of the unit number or space/area within
the description.
• The provider shall verify unit turnovers in the DHS Maintenance and Repair Tool Platform after all the
work has been completed.

MODIFY C.3.29.2
FROM:
C.3.29.2 The provider shall ensure that its service call program incorporates the DHS Maintenance and Repair
Tool in its policies and procedures , and or the DGS maintenance and repair tool. All maintenance and repair
requests shall be formally submitted electronically through the DHS or DGS Maintenance and Repair Tool.

TO:
C.3.29.2 The provider shall ensure that its service call program incorporates the DHS Maintenance and Repair
Tool Platform in its policies and procedures. All maintenance and repair requests shall be formally submitted
electronically through the DHS Maintenance and Repair Tool Platform.

MODIFY C.3.29.3
FROM:
C.3.29.3 The provider shall report maintenance issues for the STFH site within 24 hours of identification via the
DHS or DGS Maintenance and Repair Tool. For any emergency maintenance issues during non-operating hours,
the on-site staff shall immediately report the issue to the DGS CMC command center.

TO:
C.3.29.3 The provider shall report building repairs and maintenance issues within 24 hours of identification via
the DHS Maintenance and Repair Tool Platform. For any emergency repairs or maintenance issues during non -
operating hours, the on-site staff shall immediately report the issue(s) to the DHS Facilities Coordinator and the
Contract Administrator (CA).

MODIFY C.3.31.9
FROM:
C.3.31.9 The provider shall provide floor care services as described below:
A. Laminated Flooring: Damp mopping shall be the only method of wet cleaning for floors in the Automated
Data Processing (ADP) space.
18

B. Asphalt Floors: Damp mopping shall be the only method of wet cleaning for floors containing asphalt
material.
C. All applicable floor areas shall be maintained in accordance with the Provider’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)’s guidance on Waste, Chemical, and Cleanup Enforcement. The
Provider 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 provider 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 . The provider shall perform buffing in
high-traffic areas on a biweekly basis and in low -traffic regions on a monthly basis, as per manufacturer
standards.
G. Sealing: The provider 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. Stairways 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 provider 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
Provider shall vacuum all carpeted floors as frequently as required to maintain the standards set herein.
K. Carpeting in Main Public Areas: The provider shall keep rugs 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 car pets and rugs
shall be reasonably blended with the 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 immediately affected
area to remove any evidence of 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, the Provider 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 done
throughout the day as needed. The provider shall utilize vacuum cleaners that meet the requirements o f
the Carpet and Rug Institute "Green Label/Green Label Plus" Testing Program.
N. Carpet Shampooing and Extraction Cleaning: The provider 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 types of electric and electronic equipment shall
19

be coordinated with the DHS Contract Administrator, DHS Capitol Operations, Consolidated
Maintenance Contractor (CMC), Building Manager (BM), and/or DGS Building Management Specialist
(BMS) designees through the Salesforce service ticket, before cleaning of 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 semiannual 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, check the Operations and Maintenance (O&M) manuals located on site.
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 70 the standards set herein. (R) Concrete: These floors
shall be swept and cleaned with a damp mop.

TO:
C.3.31.9 The Provider shall provide floor care services as described below:
A. Laminated Flooring: Damp mopping shall be the only method of wet cleaning for floors in the Automated
Data Processing (ADP) space.
B. Asphalt Floors: Damp mopping shall be the only method of wet cleaning for floors containing asphalt
material.
C. All applicable floor areas shall be maintained in accordance with the Provider’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)’s guidance on Waste, Chemical, and Cleanup Enforcement. The
Provider shall maintain these areas to ensure that trash, debris, and other discarded materials do not
accumulate. Policing should be done, at a minimum, three (3) times a day.
E. Stripping, Sealing, and Waxing: The provider 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 . The provider shall perform buffing in
high-traffic areas on a biweekly basis and in low -traffic regions on a monthly basis, as per manufacturer
standards.
G. Sealing: The provider 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. Stairways 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 Provider 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
Provider shall vacuum all carpeted floors as frequently as required to maintain the standards set herein.
K. Carpeting in Main Public Areas: The provider shall keep rugs 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,
20

and crusted material shall be removed along with spots and smears. Cleaned areas of carpets and rugs
shall be reasonably blended with the 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 immediately affected
area to remove any evidence of 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, the Provider 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 done
throughout the day as needed. The provider shall utilize vacuum cleaners that meet the requirements o f
the Carpet and Rug Institute "Green Label/Green Label Plus" Testing Program.
N. Carpet Shampooing and Extraction Cleaning: The provider 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
duplicated equipment, computer equipment, and similar types of electric and electronic equipment shall
be coordi nated with the DHS Contract Administrator, DHS Facilities Coordinator, and the DHS
Maintenance and Repair Tool Platform, before cleaning of 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 semiannual 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, check the Operations and Maintenance (O&M) manuals located on site.
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.

MODIFY C.3.32.3
FROM:
C.3.32.3 The Provider shall track and provide the CA notification at least 30 days in advance of any of the
following activities. The Provider shall adjust the cleaning schedule for items listed below if determined necessary
by the CA or DHS designee.
(a) Monthly cleaning of the lockers in the locker room.
(b) Monthly fumigation/application of infested areas that are to be conducted by the CMC.
(c) Quarterly deep cleaning of floor and wall grout
(d) Semi-annual stripping, sealing, and waxing of the VCT areas.
(e) Semi-annual cleaning of the exterior windows.
(f) Semi-annual cleaning of the carpeted areas.
(g) Semi-annual cleaning of the canopies.
(h) Annual power washing of building entry/exit points and loading dock.

TO:
C.3.32.3 The provider shall track and provide the CA within 30 days of awarding a maintenance schedule for the
contract period for the following activities. The provider shall notify the CA of any changes to the schedule at
21

least 30 days in advance of the activity. The provider shall adjust the cleaning schedule for items listed below if
determined necessary by the CA or DHS designee.
(a) Monthly cleaning of the lockers in the locker room.
(b) Quarterly deep cleaning of floor and wall grout
(c) Semi-annual stripping, sealing, and waxing of the VCT areas.
(d) Semi-annual cleaning of the exterior windows.
(e) Semi-annual cleaning of the carpeted areas.
(f) Semi-annual cleaning of the canopies.
(g) Annual power washing of building entry/exit points and loading dock.

When needed, the provider shall enter a monthly work order into the DHS Maintenance and Repair Tool Platform
requesting monthly application of infested areas that are to be conducted by the DHS/DGS pest vendor.

MODIFY C.3.35.1
FROM:
C.3.35.1 The provider shall ensure building surfaces are maintained as follows:

A. Windows, Blinds, and Coverings (not including Drapes, Curtains, and Unique Coverings) Windows and
blinds services shall be completed minimally on a semi-annual basis.
i. 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, DGS designee (CMC,
BM, or BMS), and DHS-Capitol Operations through the Salesforce service ticket and/or BMS for
repair.
ii. Washing: Both sides of blinds and coverings shall be washed.
B. 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 daily.
C. 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.
D. Metal, Brass and Woodwork: Surfaces (including corners, crevices, moldings, ledges, handrails, grills,
doors, doorknobs, door frames, 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.
E. 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 except for restroom mirrors. Restroom
mirror service shall be completed three times daily or as frequently as required to maintain standar ds set
herein.
F. 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.
G. General Fixtures: Fixtures and surfaces shall be clean with no dust, spots, soil substances, discoloration,
mold, build-up, or excess moisture.
H. Walls: Clean Spots and/or Marks: Wall surfaces shall be free of smudges, marks, dirt, and spots. Cleaning
should not cause discoloration.
I. High Dusting/Cleaning: High dusting/cleaning is any interior room cleaning of seventy inches (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.
22

TO:
C.3.35.1 The provider shall ensure building surfaces are maintained as follows:

A. Windows, Blinds, and Coverings (not including Drapes, Curtains, and Unique Coverings) Windows and
blinds services shall be completed minimally on a semi-annual basis.
i. 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 and the DHS Facilities Coordinator
through the DHS Maintenance and Repair Tool Platform for repair.
ii. Washing: Both sides of blinds and coverings shall be washed.
B. Window Washing-Interior: Window sashes, sills, woodwork, and other surroundings of glass shall be
wiped free from 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 daily.
C. 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.
D. Metal, Brass and Woodwork: Surfaces (including corners, crevices, moldings, ledges, handrails, grills,
doors, doorknobs, door frames, 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.
E. 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 except for restroom mirrors. Restroom
mirror service shall be completed three times daily or as frequently as required to maintain standar ds set
herein.
F. 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.
G. General Fixtures: Fixtures and surfaces shall be clean with no dust, spots, soil substances, discoloration,
mold, build-up, or excess moisture.
H. Walls: Clean Spots and/or Marks: Wall surfaces shall be free of smudges, marks, dirt, and spots. Cleaning
should not cause discoloration.
I. High Dusting/Cleaning: High dusting/cleaning is any interior room cleaning of seventy inches (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.

MODIFY C.3.36.2
FROM:
C.3.36.2 The provider shall police exterior grounds areas at a minimum of three times daily or more during
service hours (6:00 a.m. through 11:00 p.m.) or more frequently as required to maintain the standards set herein
and to prevent trash and debris from accumulating, including syringes, human and avian excrement. The CA may
require power washing down exterior areas surrounding the building , the CMC, DGS designee (CMC, BM , or
BMS), and DHS -Capitol Operations through the Salesforce service ticket, weather permitt ing. When exterior
cleaning or policing is performed, persons shall use all safety equipment and procedures required in the
Occupational Safety and Health Administration (OSHA) 29 CFR 1910.1030.

C.3.36.2.1 When exterior cleaning or policing is performed, persons shall use all safety equipment and procedures
required in Occupational Safety and Health Administration (OSHA) 29 CFR 1910.1030.

TO:
C.3.36.2 The Provider shall police exterior grounds areas at a minimum of three times daily or more during
service hours (6:00 a.m. through 11:00 p.m.) or more frequently as required to maintain the standards set herein
and to prevent trash and debris from accumulating, including syringes, human and avian excrement. When
exterior cleaning or policing is performed, persons shall use all safety equipment and procedures required in the
Occupational Safety and Health Administration (OSHA) 29 CFR 1910.1030. If needed, power washing exterior
areas surrounding the building may be requested by the CA.

MODIFY C.3.36.8
FROM:
C.3.36.8 Exterior Ash Receptacles and Trash Containers: The provider shall collect and remove all trash to a
location designated by the CA, DGS designee (CMC, BM, or BMS), and DHS-Capitol Operations. The provider
shall empty trash containers and ash receptacles and ensure that receptacles are emptied and kept clean, odor-free,
and free of dirt, dust, ash, cigarette butts, debris, residue, and spilled material. The provider shall replenish sand
in ash receptacles as necessary. The provider shall replace and ensure plastic liners for all trash containers are not
torn, worn, or contain residue.

TO:
C.3.36.8 Exterior Ash Receptacles and Trash Containers: The provider shall collect and remove all trash to a
location designated by the CA and DHS Facilities Coordinator. The provider shall empty trash containers and ash
receptacles and ensure that receptacles are emptied and kept clean, odor-free, and free of dirt, dust, ash, cigarette
butts, debris, residue, and spilled material. The provider shall replenish sand in ash receptacles as necessary. The
Provider shall replace and ensure plastic liners for all trash containers are not torn, worn, or contain residue.

MODIFY C.3.37.1
FROM:
C.3.37.1 The Provider 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, including winged termite
swarmers emerging indoors.
E. The provider’s representative shall report any evidence or suspicion of bedbugs or any other pestilence to
the DGS CMC via Salesforce ticket and verbal notification (in person and/or phone call), lead residential
aide, and the CA immediately. The provider shall coordinate immediate pest control and quarantine
measures with the DGS CMC to prevent and suppress further spread of pestilence.
F. The provider shall immediately notify the DGS CMC and the CA via phone call and email if it notices
any pests. The provider shall assist in the instruction of the DGS CMC in the control unless the CA
instructs otherwise.
G. The provider shall provide updates via phone call and email to the DHS CA and program manager (PM)
until the issue is abated.

TO:
C.3.37.1 The provider 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:
24

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, including winged termite
swarmers emerging indoors.
E. The provider’s representative shall report any evidence or suspicion of bedbugs or any other pestilence to
the DHS Maintenance and Repair Tool Platform and verbal notification in person and/or by phone call to
the Lead Residential Aide, the CA, and DHS Facilities Coor dinator immediately. The provider shall
coordinate immediate pest control, prevention, and quarantine measures with the resident to prevent and
suppress further spread of pestilence.
F. The provider shall immediately notify the CA and DHS facilities coordinator via phone call and email if
it notices any pests. The provider shall assist in the instruction of the DHS-designated pest control vendor
in the control unless the CA instructs otherwise.
G. The provider shall provide updates via phone call and email to the DHS CA , PM, and the DHS facilities
coordinator until the issue is abated.

MODIFY C.3.40.2
FROM:
C.3.40.2 The provider shall ensure that lunch is made available on-site to residents 18 years and under during the
summer break when school is not in session.

TO:
C.3.40.2 The Provider shall ensure that lunch is made available on-site to residents 18 years and under during the
summer break when school is not in session. The provider shall provide summer lunch meal services as outlined
in section C.3.40.

MODIFY C.3.40.3
FROM:
C.3.40.3 The provider shall provide summer lunch meal services as outlined in section C.3.40 The provider may
elect but is not required to participate in: the DC Free Summer Meals Program (USDA National Summer Food
Program) or the Child and Adult Care Food Program (CACFP).

TO:
C.3.40.3 Nonprofit providers shall participate in the Child and Adult Food Care Program (CACFP) and Summer
Food Service Program (SFSP). Nonprofit Providers shall elect to be either the CACFP sponsor (i.e. , manage all
aspects of the program, including completing the application, monitoring all sites for compliance, and submitting
reimbursement claims) or align operations with a District CACFP program operator who will sponsor the STFH
sites.

ADD C.3.40.3.1:
C.3.40.3.1 Providers that elect to be the CACFP/SFSP sponsor shall be required to subtract their CACFP/SFSP
reimbursements from their monthly invoices to the Department of Human Services (DHS).

ADD C.3.40.8.1
C.3.40.8.1 In addition, all food contracts the provider enters shall comply with CACFP/SFSP program
requirements (e.g., meal patterns, food storage, food handler licenses for staff, tracking meal counts at
distribution).

ADD C.3.40.9:
C.3.40.9 The provider shall ensure OSSE procedures and templates are used when soliciting quotes for food
services.
a. Large Purchase Procurement Procedures and templates shall be used when soliciting quotes for a food
service contract with an estimated value of more than $100,000 for one year of services. Large Purchase
Procurement Procedures and Templates | OSSE

ADD C.3.40.10:
C.3.40.10 The provider shall add the Civil Rights Assurance Statement and the USDA Nondiscrimination
Statement to their food vendor contracts.

Civil Rights Assurance Statement

The program applicant hereby agrees that it will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-
352) and all requirements imposed by the regulations of the Department of Agriculture (7 CFR Part 15), DOJ
(28) CFR Parts 42 and 50) and FNS directives or regulations issued pursuant to that Act and the regulations, to
the effect that, no person in the United States shall, on the ground of race, color, national origin, sex, age, or
disability, be excluded from participation in, be denied the benefits of, or be otherwise subject to discrimination
under any program or activity for which the program applicant received Federal financial assistance from
USDA; and hereby gives assurance that it will immediately take any measures necessary to fulfill this
agreement.

This assurance is given in consideration of and for the purpose of obtaining any and all Federal financial
assistance, grants, and loans of Federal funds, reimbursable expenditures, grant, or donation of federal property
and interest in property, the detail of federal personnel, the sale and lease of, and the permission to use Federal
property or interest in such property or the furnishing of services without consideration or at a nominal
consideration, or at a consideration that is reduced for the purpose of assisting the recipient, or in recognition of
the public interest to be served by such sale, lease, or furnishing of services to the recipient, or any
improvements made with Federal financial assistance extended to the program applicant by USDA. This
includes any federal agreement, arrangement, or other contract that has as one of its purposes the provision of
cash assistance for the purchase of food, and cash assistance for purchase or rental of food service equipment or
any other financial assistance extended in reliance on the representations and agreements made in this
assurance.

By accepting this assurance, the program applicant agrees to compile data, maintain records, and submit reports
as required, to permit effective enforcement of nondiscrimination laws and permit authorized USDA personnel
during hours of program operation to review such records, books, and accounts as needed to ascertain
compliance with the nondiscrimination laws. If there are any violations of this assurance, the Department of
Agriculture, FNS, shall have the right to seek judicial enforcement of this assurance. This assurance is binding
on the program applicant, its successors, transferees, and assignees as long as it receives assistance or retains
pOSSEssion of any assistance from USDA. The person or persons whose signatures appear below are
authorized to sign this assurance on behalf of the Program applicant.

USDA Nondiscrimination Statement
In accordance with federal civil rights law and USDA civil rights regulations and policies, the USDA, its
agencies, offices, employees, and institutions participating in or administering USDA programs are prohibited
from discriminating based on race, color, national origin, religion, sex, disability, age, marital status,
family/parental status, income derived from a public assistance program, political beliefs, or reprisal or
26

retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases
apply to all programs). Remedies and complaint-filing deadlines vary by program or incident.

Persons with disabilities who require alternative means of communication for program information (e.g.,
Braille, large print, audiotape, American Sign Language, etc.) should contact the state or local agency that
administers the program or contact USDA through the Telecommunications Relay Service at 711 (voice and
TTY). Additionally, program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint
Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office, or
write a letter addressed to USDA and provide in the letter all of the information requested in the form. To
request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

Mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400
Independence Avenue, SW, Mail Stop 9410, Washington, D.C. 20250-9410;
Fax: (202) 690-7442; or
Email: program.intake@usda.gov.

USDA is an equal opportunity provider, employer, and lender.

MODIFY C.3.47.1
FROM:
C.3.47.1 During the hypothermia season (November-March), DHS will activate overflow services sites when the
STFH Program's shelter capacity reaches 80 percent. These overflow location(s), an extension of the awarded
STFH site through the HCA award, shall adhere to STFH operations and service provisions specified in this
HCA.

TO:
C.3.47.1 DHS will activate overflow services sites when the STFH Program's shelter capacity reaches 80 percent.
These overflow location(s), an extension of the awarded STFH site through the HCA award, shall adhere to STFH
operations and service provisions specified in this HCA.

MODIFY C.3.47.4
FROM: C.3.47.4 The provider shall be responsible for supporting families' transition to permanent housing
within 90 days of placement at the STFH site. Collaboratively, the provider and DHS will establish program
guidelines for the overflow site.

TO:
C.3.47.4 The provider shall be responsible for supporting families' transition to permanent housing within 120
days of placement at the STFH site. Collaboratively, the provider and DHS will establish program guidelines for
the overflow site.

5. Delete and Replace Section D.4 Deliverable Schedule

D.4 DELIVERABLES SCHEDULE

The provider shall perform the activities required to successfully complete the District’s requirements and
submit each deliverable to the Contract Administrator (CA).
27

No. Deliverable Reference
Section
Quantity Format/ Method
of Delivery
Frequency Notes

Providers shall incorporate
policies and procedures that
include harm reduction into its
program design and operations.
C.3.4.1.2 1 Electronic Annually Within 30 days of
the HCA award, it is
updated annually.
2 The Provider shall be responsible
for all aspects of community
engagement related to the STFH
site, including finalizing and
signing a Good Neighbor
Protocol (GNP) within thirty (30)
days of the HCA award.
C.3.4.1.7 1 Electronic Annually Within 30 days of
the HCA award
3 The Provider shall develop and
submit Program Rules to the CA
for DHS approval.
C.3.4.1.9 1 Electronic Annually Within 30 days of
the HCA award, it is
updated annually.
4 The Provider shall develop and
submit for DHS approval a Code
of Conduct policy that shall
include anti-bullying and
harassment prevention practices
and procedures for all staff,
subcontractors, and volunteers.
C.3.4.1.11 1 Electronic Annually Within thirty days of
the HCA award,
updated
annually.
5 The Provider shall develop and
submit a staffing plan for all F/T
and P/T positions to the CA for
approval.
C.3.5.1 1 Electronic Monthly Within five days of
the HCA award, it is
updated annually.
6 (a) The Provider shall ensure the
CA is provided written updates
every thirty (30) days of all
vacant positions.
C.3.5.1
(a)
1 Electronic Monthly/
As needed
Updates every 30
days or as needed,
7 (b) The Provider shall submit
updated information to the CA
within seven (7) days when there
is a change in key personnel.
C.3.5.1
(b)
1 Electronic As needed Within seven days or
as needed.
8 (c) The Provider shall ensure
staff and subcontractor rosters
are available for review and
updated as often as necessary for
each month.
C.3.5.1
(c)
1 Electronic Monthly/
As needed
Updates every thirty
days or as needed,
28

9 The Provider shall ensure all
staff, unsupervised volunteers,
and subcontracted staff having
direct contact with families and
children provide clearance
documents listed in C.3.5.5.
C.3.5.5
C.3.5.5.2
1 Electronic Biennial/ As
Needed
(C.3.5.5.2) Initial
submissions within
fifteen days prior to
the start of program
services.

New hire clearance
submissions must be
made within seven
days prior to starting
employment.
10 A signed affirmation that the
applicant, employee, or volunteer
has not been convicted of a
crime.
C.3.5.5.4

1 Electronic Annually/
As Needed
One year after the
original background
submission and
approval.
11 The Provider shall test all staff
who have direct contact with
families and children for drug
and alcohol use.
C.3.5.7 1 Electronic Biennial/
As Needed
Within 15 days prior
to the start of
program services,
within seven days
thereafter, prior to
starting
employment, and
then biannually
thereafter.
12 The Provider shall ensure that all
staff having contact with clients
shall complete annual
tuberculosis screening.
C.3.5.8
C.3.5.9
1 Electronic Biennial/
As Needed
Within 15 days prior
to the start of
program services,
within seven days
thereafter, prior to
starting
employment, and
then biannually
thereafter for a
negative TB and an
annual questionnaire
with a positive TB.
13 The Provider shall submit and
maintain, within five days of
HCA award, an organizational
chart that shows the reporting
relationship and function of all
key staff persons.
C.3.5.11 1 Electronic Annually/
As Needed
Within five days of
HCA award, updated
annually/as
needed.
14 The Provider shall submit a
written job description for each
position funded through the
HCA
C.3.5.12 1 Electronic Annually/
As Needed
Within 15 days of
the HCA award, it is
updated annually/as
needed.
15 The Provider shall submit any C.3.5.15 1 Electronic Monthly/ Submit monthly/
29

changes in staffing patterns in
advance and in writing to the CA
for approval.
As Needed as needed.
16 The key personnel specified in
C.3.5.16 of this solicitation are
considered to be essential to the
work being performed hereunder.
Prior to diverting any of the
specified key personnel for any
reason, the Provider shall notify
the CA.
C.3.5.24 1 Electronic Annually/
As Needed
Within 30 days of
the HCA award, it is
updated
annually/as needed.
17 The Provider shall submit and
implement a non-fraternization
policy for all staff, volunteers,
and subcontractors that prohibits
interactions beyond the scope of
professional duties within thirty
(30) days of award to the CA.
C.3.5.25 1 Electronic Annually/
As Needed
Within 30 days of
the HCA award, it is
updated annually/as
needed.
18 The Provider shall provide the
CA with a training plan that
describes the training to be
provided, the schedule of
training, and whether the
Provider, DHS, CoC lead, or
other entity will provide the
training.
C.3.6.1 1 Electronic Annually Within 15 days of
the HCA award;
updated annually
18 The Provider shall ensure the
daily log is submitted via email
to the stfh.log@dc.gov
C.3.8.6
C.3.8.7
1 Electronic Daily The daily log shall
be initiated upon the
first family intake
and shall be updated
daily by 11:00 AM.
19 The Provider shall submit
monthly summary reports to the
CA regarding the progress
toward task completion and
SOW requirements.
C.3.9.1 1 Electronic Monthly By the 10th of the
following month for
the previous month.
20 The Provider shall report unusual
incidents through the DHS
unusual incident database,
available online.
C.3.9.3 1 Electronic As needed Within 24 hours
after the occurrence
of an incident
21 The Provider shall submit a
monthly UIR report using DHS’s
designated process and
template.
C.3.9.4 1 Electronic Monthly Due monthly by the
5th of the month for
the previous month.
If the 5th falls on a
weekend /holiday,
please submit your
request prior to the
5th.
30

22 The Provider shall submit a final,
annual report to the CA
C.3.9.8 1 Electronic Annually On the 30th day
after the end of the
current period of
performance.
23 The Provider shall conduct
Customer Satisfaction Surveys of
the households in the facility
every 45 days and upon
discharge.
C.3.9.10 1 Electronic Monthly Submit by the 10th of
the following
month.
24 The Provider shall participate in
the District’s annual Point-In-
Time (PIT) count.
C.3.9.11 1 Electronic/ In
Person Activity
Annually Once Annually
25 The Provider shall submit an
Emergency Shelter Monthly
Data Quality Data Verification
Form in the Aggregated Monthly
Reports and other designated
locations as determined by the
CA by the 10th of the following
month.
C.3.9.12 1 Electronic Monthly Due monthly by the
10th of the month for
the previous month
26 The Provider shall develop and
establish a client grievance
process.
C.3.10.2 1 Electronic Annually Within 30 calendar
days of the HCA
award, updated
annually.
27 The Provider shall submit a
monthly electronic report of all
grievances and resolution plans
via the Aggregated Monthly
Reports.
C.3.10.4 1 Electronic Monthly Due monthly by the
10th of the month for
the previous month
28 The Provider shall create a
centralized complaint hotline for
households to file grievances and
shall ensure the number is posted
prominently in common areas,
including in the dining room.
meeting areas, common
hallways, and the administrative
office.
The Provider shall monitor,
maintain a log, and follow up on
calls received within 24 hours.
C.3.10.5 1 Electronic Annually Within thirty
calendar days of
HCA award;
updated annually.

And follow up on
calls received within
24 hours.
29 The Provider shall develop a
system for maintaining records
that shall include information
listed in section C.3.11.1
C.3.11.1 1 Electronic Annually Within 30
calendar days of
HCA
award; updated
annually.
30 The Provider shall establish and C.3.14.1 1 Electronic Annually Within 30 calendar
31

maintain a financial management
system for the monthly
disbursement of payments to any
sub-Providers.
days of the HCA
award, updated
annually.
31 The Provider shall submit
monthly invoices via the e-
invoicing portal to the CA.
C.3.14.3 1 Electronic Monthly Within ten calendar
days after the close
of each month.
32 The Provider shall provide to the
CA an Emergency Preparedness
Plan.
C.3.15.1 1 Electronic Annually Within thirty days of
the HCA award;
updated annually.
33 The Provider shall, as required
by the McKinney-Vento Act and
as amended by the HEARTH
Act, provide documentation that
demonstrates the Provider has
established education-related
policies and practices for
households STFH.
C.3.16.1 1 Electronic Annually Within 45 days of
the HCA award;
updated annually.
34 The Provider shall conduct
regular room inspections to
facilitate a clean and safe
environment per the facility
program rules.
A sample of twenty (20)
completed forms should be
representative of all staff
members who complete room
inspections.
C.3.17.1 1 Electronic Monthly By the 10th of the
following month
(example: October’s
room inspections are
submitted by
November 10th)
35 The Provider shall provide the
CA with written procedures
and/or a process map outlining
the intake
C.3.17.7 1 Electronic Annually Within 30 days of
the HCA award;
updated annually.
36 The Provider shall conduct
monthly fire drills and document
compliance.
C.3.17.9 1 Electronic Monthly There shall be a drill
conducted during a
different shift for
each month in a
quarter.
37 The Provider shall ensure
diversion services
C.3.20.4 As
Needed
HMIS/
Electronic
Daily With the first seven
days after intake and
every seven days
thereafter for the
initial 30 days
following
placement.
32

38 To support exits to housing, the
Provider shall ensure Case
Managers support households to
collect all necessary
documentation.
C.3.20.6 As
Needed
HMIS/
Electronic
Within 7
Days
Within seven days of
intake and as
needed.
39 The Provider shall conduct a
credit check for all households.
C.3.20.7 1 Electronic Within 14
days
Within fourteen days
of intake.
40 The Provider shall make all
reasonable efforts to have at least
one contact a month with
households for the initial 60 days
following exit from shelter
C.3.20.15 1 HMIS/
Electronic
Monthly One contact a month
with households for
the initial 60 days
following exit.
41 The Provider shall ensure that an
F-SPDAT assessment is
conducted for households.
C.3.21.5 As
Needed
HMIS/
Electronic
Daily Within seven days of
intake. In the event
the household
remains longer than
120 days, the F-
SPDAT shall be
updated every 120
days until the
resident discharges.
42 The Provider shall ensure Case
Managers have a minimum of 2
contacts per week with each
resident (head of household) and
are documented in HMIS
C.3.23.1 1 HMIS/Electronic Weekly Twice a week
43 Transportation Assistance: The
Provider shall ensure Case
Managers discuss school
transportation needs with the
household during the intake
process.
The Provider shall track and
report all transportation assistant
fees in the monthly report or as
determined by the CA or DHS
Program Manager.
C.3.24.3 1 Electronic At Intake/
Monthly
At Intake for new
families, report in
the monthly report
or as determined by
the CA.
44 Application Fee Assistance: The
Provider shall ensure that Case
Managers assist clients with
application fee assistance.
The Provider shall track and
report all application assistant
fees in the monthly report or as
determined by the CA or DHS
Program Manager.
C.3.24.4 1 Electronic As Needed/
Monthly
At Intake for new
families, report in
the monthly report
or as determined by
the CA.
33

45 The Provider shall conduct an
inventory report for all
equipment valued at fifty dollars
($50.00) or more at each
facility.
C.3.26.3 1 Electronic Annually/
As needed
Within 30 days of
the HCA award,
updated
Annually or as
needed.
46 The Provider shall be briefed by
the DHS Facilities Coordinator
regarding the BOP within 30 days
following the turnover of the
building.
C.3.27.3 1 per
facility
Electronic Annually Within 30 days
following the
turnover of the
building,
updated/revised as
needed at a
minimum annually.
47 The Provider shall develop and
operate a service call program
that includes policies and
procedures for responding to all
service calls.
C.3.29.1 1 per
facility
Electronic Annually Within 30 days of
subcontract
execution, updated
annually 30 calendar
days after option
year execution, and
modified as needed
48 The Provider shall report
building repairs and maintenance
issues within 24 hours of
identification via the DHS
Maintenance and Repair Tool
Platform.
C.3.29.3 As
Needed
Electronic Immediately
or within
(24) hours
Emergency shall be
reported
immediately.
Maintenance issues
within 24 hours
49 The Provider shall develop a
comprehensive Janitorial Facility
Assignment Record.
C.3.30.2 1 per
facility
Electronic Annually Within 30 calendar
days of subcontract
execution, updated
annually or modified
as needed
50 The Provider shall submit to the
CA janitorial schedules at the
end of each month for the
following month.
C.3.30.1
(i)
1 per
facility
Electronic Monthly Monthly by the end
of each month for
the following
month
51 The Provider shall ensure all
requirements in Section C.3.30
are documented and posted. For
example, the Provider shall post
cleaning logs at entrances that
provide the date and time of
services provided.
C.3.30.6 52 Paper Weekly Weekly
52 The Provider shall participate
with Janitorial/Facility meetings
with designated DHS staff.
C.3.32.1 1 Electronic Monthly Monthly and as
needed
53 The Provider shall track and
provide the CA within 30 days
of award a maintenance
C.3.32.3 1 Electronic Monthly,
Quarterly,
Semi-
Monthly, Quarterly,
Semi-Annually,
Annually, or as
34

schedule for the contract period
of the following activities. The
Provider shall notify the CA of
any changes to the schedule at
least 30 days in advance of the
activity. The Provider shall
adjust the cleaning schedule for
items listed below if
determined necessary by the
CA or DHS designee.
Annually,
Annually, or
as needed
needed
54 The Provider shall establish and
implement a complete Quality
Control Plan (QCP) to ensure the
required services are provided
effectively and successfully.
C.3.32.4 1 Electronic Annually Within 30 days of
the HCA award, and
annually.
55 The Provider shall pOSSEss all
licenses and certifications to
perform services.
C.3.39.4
C.3.39.4.1
As
Needed
Electronic Annually/
As Needed
Security licenses
shall be submitted at
the time of clearance
submission and prior
to expiration
56 The Provider shall submit
Security Post Orders.
C.3.39.5 1 per
facility
Electronic Annually Within 30 calendar
days of subcontract
execution, updated
annually or modified
as needed
57 The Provider shall submit a food
services plan.
C.3.40.7 1 Electronic Annually Within 30 calendar
days of subcontract
execution, updated
annually
58 The Provider shall submit
monthly food menus.
C.3.41.1.1 1 Electronic Monthly On the 25th of each
month (or next
business day if date
falls on a weekend/
holiday) for the
following month

Proposed Contract with Community of Hope, Inc. to Human Care Agreement No. CW119476

Plain English Breakdown

Proposed Contract with Community of Hope for Family Housing Services

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