CA26-0528 Proposed Contract with The Community Partnership for the…

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MURIEL BOWSER
MAYOR
December 4, 2025
The Honorable Phil Mendelson
Chairman
Council of the District of Columbia
John A. Wilson Building
1350 Pennsylvania A venue, 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 Contract No. CWl 23287 with The Community Partnership for the Prevention of
Homelessness (TCP) in the not-to-exceed amount of $72,673,814.62. The period of performance
is January 1, 2026, through December 31, 2026.
Under the proposed contract, TCP will provide continuous management oversight for shelter
programs under the Continuum of Care within the District.
My administration is available to discuss any questions you may have regarding the proposed
contract. In order to facilitate a response to any questions you may have, please have your staff
contact Marc Scott, Chief Operating Officer, Office of Contracting and Procurement, at (202) 724-
8759.
I look forward to the Council's favorable consideration of this contract.
1

GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of Contracting and Procurement

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

COUNCIL CONTRACT SUMMARY
(Standard)

(A) Contract Number: CW123287

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

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

Contract Amount (Base Period): Not-to-exceed (NTE) $72,673,814.62

Unit and Method of Compensation: Units are priced per month

Term of Contract: January 1, 2026, through December 31, 2026

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

Source Selection Method: Request for Proposal (RFP)

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

Base Period Amount: NTE $72,673,814.62

Option Period 1 Amount: NTE $74,854,029.08
Explanation of difference from base period (if applicable): A three percent increase from the base
period has been included to cover the cost-of-living increase.

Option Period 2 Amount: NTE $77,099,649.95
Explanation of difference from base period (if applicable): A six percent increase from the base
period has been included to cover the cost-of-living increase.
2

Option Period 3 Amount: NTE $79,412,639.45
Explanation of difference from base period (if applicable): An eight percent increase from the
base period has been included to cover the cost-of-living increase.

Option Period 4 Amount: NTE $81,795,018.64
Explanation of difference from base period (if applicable): An eleven percent increase from the
base period has been included to cover the cost-of-living increase.

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

The contractor is responsible for providing management oversight for the District’s Continuum of
Care for homeless services and a network of subcontractors/service providers that deliver core
services to over 5,000 individuals seeking homeless services in the District each year. These services
include, but are not limited to , operational services, low -barrier shelters, temporary shelters,
hypothermia & hyperthermia shelters, transitional housing, housing- focused case management
services within shelters, food services, security services, janitorial services, move services, furniture
purchases, and compliant response/monitoring for homeless individuals and families in the District.

The services under the proposed contract are essential to the Department of Human Services' mission
and ensure the District complies with the right-to-shelter mandate included in the Homeless Services
Reform Act.

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

The proposed contract was procured through the electronic Request For Proposal method, pursuant
to DC Code §2- 354.03 and 27 DCMR Chapter 16, Section 1600.1. The solicitation was advertised
on the e -sourcing module of the P rocurement Automated Support System (PASS) and in the
Washington Times on September 26, 2024. Three amendments were issued, and the solicitation
officially closed on October 29, 2024. The solicitation was a full and open competition, and three
responses were received.

One of the three proposals was deemed non-responsive because it failed to submit a subcontracting
plan, as required by the solicitation . On October 30, 2024, notice of non- responsiveness was issued
to the non-responsive offerors. The two remaining offerors were deemed responsive and evaluated in
accordance with the evaluation factors set forth in Section M of the RFP. The evaluation factors were
Technical Approach, Technical Expertise, Capacity and Staffing, and Past Performance.

On November 22, 2024, the technical evaluation panel (TEP) chairperson provided a source selection
recommendation report to the contracting officer (CO), identifying TCP as the highest-ranked offeror
and recommending it for award. The CO conducted a contracting officer’s independent assessment,
in which the CO reviewed the solicitation requirements, the proposals, and the panel’s evaluation
procedures, including individual and consensus comments and ratings, and source selection
recommendation. The CO determined TCP to be the highest-ranked offeror. Thereafter, the CO, in
3

coordination with program personnel, negotiated a fair and reasonable price , resulting in a cost
savings of over $31 million compared to the original submission. The proposed contract total amount
is not to exceed $72,673,814.62.

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

No protests were received.

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

None.

(G) The background and qualifications of the proposed contractor, including its organization,
financial stability, personnel, and performance on past or current government or private
sector contracts with requirements similar to those of the proposed contract:

TCP has the financial stability and can adequately obtain the resources required for the support
services of this contract. This evidence is provided from the contractor’s financial history as
reported by the Dun and Bradstreet Business Report.

(H) A summary of the subcontracting plan required under section 2346 of the Small, Local, and
Disadvantaged Business Enterprise Development and Assistance Act of 2005, as amended,
D.C. Official Code § 2-218.01 et seq. (“Act”), including a certification that the subcontracting
plan meets the minimum requirements of the Act and the dollar volume of the portion of the
contract to be subcontracted, expressed both in total dollars and as a percentage of the total
contract amount:

TCP submitted a subcontracting plan that meets the minimum requirements of the District. The
subcontracting plan is for 40% or $28,715,774.06 of the dollar volume of the contract to certified
business enterprises that have been certified by the District of Columbia Department of Small and
Local Business Development. The Contracting Officer certifies that the proposed subcontracting
plan meets the requirements.

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

The District expects the contractor to provide a comprehensive system of services for individuals and
families who are homeless or at risk of becoming homeless. In Section F of the contract, the District
outlines the required deliverables that the c ontractor is responsible for providing. The goal of this
program is not only to assist those persons who are homeless to obtain essential services, but to move
them to a more stable and permanent situation eventually.
(J) The amount and date of any expenditure of funds by the District pursuant to the contract
prior to its submission to the Council for approval:
4

None.

(K) A certification that the proposed contract is within the appropriated budget authority for the
agency for the fiscal year and is consistent with the financial plan and budget adopted in
accordance with D.C. Official Code §§ 47-392.01 and 47-392.02:
The Office of the Chief Financial Officer has certified that funding is available.

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

TCP does not have any pending claims against the District.

(M) A certification that the Citywide Clean Hands database indicates that the proposed contractor
is current with its District taxes. If the Citywide Clean Hands Database indicates that the
proposed contractor is not current with its District taxes, either: (1) a certification that the
contractor has worked out and is current with a payment schedule approved by the District;
or (2) a certification that the contractor will be current with its District taxes after the District
recovers any outstanding debt as provided under D.C. Official Code § 2-353.01(b):

The Citywide Clean Hands database indicates the contractor is compliant with its District taxes.

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

Based on the information contained in the Bidder Offeror certification form, TCP has certified that
it is current with its federal taxes and does not have any outstanding debt to the federal government.

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

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

B. The contractor will comply and will not violate section 334a of the Board of Ethics and
Government Accountability Establishment and Comprehensive Ethics Reform Amendment Act
of 2011, D.C. Official Code § 1-1163.34a

(P) The status of the proposed contractor as a certified local, small, or disadvantaged business
enterprise as defined in the Small, Local, and Disadvantaged Business Enterprise
Development and Assistance Act of 2005, as amended; D.C. Official Code § 2-218.01 et seq.:
5

TCP is not a certified local, small, or disadvantaged business enterprise.

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

None.

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

TCP is not debarred or suspended from Federal or District procurements, based on searches of the
District Office of Contracting and Procurement excluded parties list, Office of Inspector General
(OIG) exclusion database, and System for Award Management database.

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

- Determination and Findings for Competitive Sealed Proposal
- Determination and Findings for Contractor Responsibility
- Determination and Findings for Cost Reimbursable Line Items
- Determination and Findings for Price Reasonableness

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

www.ocp.dc.gov.

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

www.ocp.dc.gov.

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GOVERNMENT OF THE DISTRICT OF COLUMBIA
DEPARTMENT OF HUMAN SERVICES,
xk
bel
—
OfficeoftheAgencyFiscalOfficer
MEMORANDUM
TO: NancyHapemanChiefProcurementOfficerOfficeofContractingandProcurementic ptysnaTHRU: DeliciaV.MooreDeliciaV.eatin

DATE:
SUBJECT:
Date:20351010AssociateChiefFinM@@Officertesose-oror
HumanSupportServicesCluster
HaydenBernardDKutthargor, florNayslen Bunad
AgencyFiscalOfficerDepartmentofHumanServices

October10,2025
CentficationofFundingAvailabilityforTheCommunityPartnership-Contract#CW123287
‘TheOfficeoftheChiefFinancialOfficerherebycertifiesthatthesumof$54,505,360.96isincludedintheDistrict’sBudgetand.FinancialPlanforFiscalYear2026tofundthecostsassociatedwiththeDepartmentofHumanServicesContractwithThe‘CommunityPartnership(TCP).ThiscertificationsupportstheTCPcontractduringtheperiodfrom01/01/2609/30/26.Thefundallocationisasfollows:
Vendor

Contract#:CW123287
FiscalYear2026Funding:01/01/26-09/30/26

DFSAeney|S| cow| FS] ZOU|ort| anand|ta| $8| anon
JAO 1010001| 70350 700185 | 7141002 o o 0 oO 8,429,961.59
140[roieoor|7e549_[ronies|riaionz| 0 [0 [0 [0|19,0,000.00JAO 1010001| 70349 700182 | 7141002 o oO 0 0 7,431,574.31
JAO 1010001| 70348 700180_| 7141002 0 0 0 0 7,681,931.42
JAO 1010001| 70350 700186 | 7141002 0 0 0 o 8,162,925.74
JAO 4020002| 70350 700185 | 7141002| 203175| 2002727 26 26.05 1,386,411.90
JAO 4020002| 70303 700162 | 7141002 | 202239 | 2002770 10 10.06 1,712,556.00
FY 2026 ContractTotal: 54,505,360.96
FiscalYear2027Funding:10/01/26~ 12/31/26

DIFSDIFS pirs| DIFS Subtency| Fund| (C8 | program| Account| Poiest| Award| Task| ps.) Amount
JAO Basedonavailabilityoffunding $18,168,453.66
FY 2027ContractTotal: $18,168,453.66
‘ThetotaloptionyearofthecontractisNTE$72,673,814.62fortheperiod01/01/2026through12/31/2026.
UponapprovaloftheDistrict'sBudgetandFinancialPlanbytheCouncilandtheMayorandcompletionofthethirty-dayCongressionallayover,fundswillbesufficienttopayforfeesandcostsassociatedwiththecontract.Thereisnofiscalimpact,associatedwiththecontract.Shouldyouhaveanyquestions,pleasecontactmeat(202)671-4240.
400 6th Street NW, Suite 9100, Washington, DC 20001 (202) 727-3400

GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of the Attorney General

ATTORNEY GENERAL
BRIAN L. SCHWALB

Commercial Division

MEMORANDUM

TO: Tomás Talamante
Director
Office of Policy and Legislative Affairs

FROM: Robert Schildkraut
Section Chief
Government Contracts Section

DATE: November 13, 2025

SUBJECT: Contractor: The Community Partnership for the Prevention of Homelessness
Contract Number: CW123287
Contract Amount: NTE $72,673,814.62

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

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

______________________________
Robert Schildkraut

SOLICITATION, OFFER, AND AWARD
1. Caption DHS-Continuum of Care for Homeless Page of Pages
1 218
2. Contract Number
CW123287
3. Solicitation Number
DOC720688
4. Type of Solicitation
Sealed Bid (IFB)
Sealed Proposals (RFP)
Sole Source
Emergency
5. Date Issued
January 1, 2026
6. Type of Market
Open
Set Aside
Open Market with Set-Aside
CBE Designated Category
7. Issued By
Office of Contracting and Procurement
441 - 4th Street, N.W., Suite 330 South
Washington, D.C. 20001
8. Address Offer to:
Office of Contracting and Procurement
441 - 4th Street, N.W., Suite 330 South
Washington, D.C. 20001
NOTE: In sealed bid solicitations “offer” or “offeror” means “bid or “bidder”
SOLICITATION
9. Sealed offers in original and ____ copies for furnishing the supplies or services in the Schedule will be received via electronic format via the online solicitation software.
Due by: 2:00 P.M. local time Wednesday, October 23, 2024 _
(Hour) (Date)
CAUTION: Late submission, Modifications and Withdrawals: See 27 DCMR chapters 15 & 16 as applicable. All offers are subject to all terms & conditions contained in the solicitation.
10. For Information
Contact
A. Name B. Telephone C. E -mail Address
Brenda Allen
(Area Code)
(202)
(Number)
251-2780
(Ext) brenda.allen@dc.gov
11. Table of Contents
(X) Section Description Page
No.
(X) Section Description Page No.
PART I – THE SCHEDULE PART II – CONTRACT CLAUSES
X A Solicitation/Contract Form 1 X I Contract Clauses 203-216
X B Supplies or Services and Price/Cost 2-33 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS
X C Specifications/Work Statement 34-147 X J List of Attachments 217-218
X D Packaging and Marking 148 PART IV – REPRESENTATIONS AND INSTRUCTIONS
X E Inspection and Acceptance 149
X K
Representations, certification, and other
statements of offerors X F Deliveries or Performance 150-
159
X G Contract Administration Data 160-
165
X L Instructions, conditions & notices to offerors
X H Special Contract Requirements 166-
202
X M Evaluation factors for award
12. In conjunction with the above, the undersigned agrees, if this offer is accepted within _______120_______ calendar days from the receipt of offers specified above,
to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified herein.
13. Discount for Prompt Payment 10 Calendar days % 20 Calendar days
%
30 Calendar days % ____ Calendar days %
14. Acknowledgement of Amendments (The offeror
acknowledges receipt of amendments to the
SOLICITATION):
Amendment
Number
Date Amendment Number Date
15A.
Name and Address of
Offeror
16. Name and Title of Person Authorized to Sign Offer/Contract
15B. Telephone 15 C. Check if remittance
address is different from above –
Refer to section G
17. Signature 18. Date
(Area Code)

(Number)

(Ext)
AWARD (TO BE COMPLETED BY GOVERNMENT)
19. Accepted as to Items Numbered 20. Amount
$72,673,814.62 NTE
21. Accounting and Appropriation
2. Name of contracting Officer (Type or Print)
Brenda Allen, MBA, CCCM, CPP
23. Signature of Contracting Officer (district of Columbia) 24. Award Date
Government of the District of Columbia Office of Contracting & Procurement
(202)
543-5298
The Community Partnership for the Prevention of Homelessness
14 Kennedy Street, NW, 20011
Fred Swan, Chief Operating Officer
November 4, 2025

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

B.1 OVERVIEW

B.1.1 The Government of the District of Columbia, Office of Contracting and Procurement, on behalf of
the Department of Human Services (DHS) (the "District"), is awarding The Community
Partnership for the Prevention of Homelessness to provide management oversight for the District’s
Continuum of Care for homeless services and a network of subcontractors/service providers
responsible for delivering core services to over 5,000 individuals who seek homeless services in
the District each year. These services include , but are not limited to, operational services, low -
barrier shelters, temporary shelters, hypothermia & hyperthermia shelters, transitional housing,
case management services within shelters, food services, security services, janitorial services,
move services, furniture purchases, and complaint response/monitoring for homeless individuals
and families in the District. The prime contractor shall serve as a lead entity in collaboration with
DHS, the District of Columbia Interagency Council on Homelessness, and other community
stakeholders to end chronic homelessness in the District . The District aims to have a systematic
response to prevent homelessness whenever possible, or if it occurs, to be brief and non-recurring.

B.1.2 The District contemplates the award of a single contract under this Request for Proposals
(RFP), containing the following types of contract components:

a) A firm fixed price for monthly service.
b) A Requirement fixed unit price component for case management, moving services,
furniture purchases, hypothermia sites, food, and additional security
services.
c) A cost-reimbursable component for specialized supplies and facility
renovations.

B.2 REQUIREMENTS COMPONENT
The resulting contract shall contain a requirements component for the specified supplies or
services, effective for the period stated in Sections F.1 and F.2.

The District will purchase its requirements for the articles or services included herein from the
contractor. The estimated quantities stated herein reflect the best estimates available. The estimate
shall not be construed as a representation that the estimated quantity will be required or ordered,
or that conditions affecting requirements will be stab le. The estimated quantities shall not be
construed to limit the quantities which the District may order from the Contractor or relieve the
Contractor of its obligation to fill all such orders.
a) Delivery or performance shall be made only as authorized per the Ordering Clause, G.5. The
District may issue orders requiring delivery to multiple destinations or performance at
multiple locations. If the District urgently requires delivery before the earliest date that
delivery may be specified under this contract, and if the Contractor shall not accept an order
providing for the accelerated delivery, the District may acquire the urgently required goods
or services from another source.
b) There is no limit on the number of orders that may be issued. The District may issue orders
requiring delivery to multiple destinations or performance at multiple locations.

c) Any order issued during the effective period of this contract and not completed within that
period shall be completed by the Contractor within the time specified in the order. The
contract shall govern the Contractor's and District's rights and obligations with respect to
that order to the same extent as if the order were completed during the contract's effective
period; provided that the Contractor shall not be required to make any deliveries under this
contract after.

B.3 PRICE SCHEDULE

B.3.1 BASE YEAR January 1, 2026, through December 31, 2026
Firm Fixed Price Component - CLINS 0001-0017

MONTHLY
CLIN ITEM DESCRIPTION QTY Unit Cost NTE $
0001 Administrative Mgmt Oversight
C.4.1 12 $550,559.20 NTE $ 6,606,710.40
0002 Supplies and Equipment C.12 12 $20,329.32 NTE $243,951.84
0003 Training C.13 12 $53,833.34 NTE $646,000.08
0004 Total Maintenance NTE $5,180,000.04
Low Barrier Shelters
0004A Maintenance- New York Avenue -
1355 New York Avenue NE 12 $37,500.00 NTE $450,000.00
0004B Maintenance- Harriet Tubman -
1910 Massachusetts Avenue SE 12 $21,666.67 NTE $260,000.04
0004C Maintenance- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $25,000.00 NTE $300,000.00
0004D Maintenance- 801 East - 2700
MLK Ave SE 12 $20,833.33 NTE $249,999.96
0004E Maintenance- Pat Handy Legacy 12 $19,000.00 NTE $228,000.00
0004F Maintenance- Emery Men’s Shelter
– 1725 Lincoln Road NE 12 $8,333.33 NTE $99,999.96
Permanent Supportive Housing
0004G Maintenance- La Casa Irving -
1444 Irving Street NW 12 $20,833.33 NTE $249,999.96
0004H Maintenance- Erna's House - 1107
11th Street NW 12 $10,000.00 NTE $120,000.00
Transitional Sites – Individuals
0004I Maintenance- New Endeavors - 611
N Street SE 12 $4,166.67 NTE $50,000.04
0004J Maintenance- Madison @Rolark –
4300 12th Street SE 12 $10,000.00 NTE $120,000.00
Transitional Sites - Families
0004K Maintenance- Partner Arms 3 - 342
37th Street SE 12 $36,000.00 NTE $432,000.00
Temporary Sites -Non-Congregate/ Bridge
0004L Maintenance- Valley Place - 1355
Valley Place SE 12 $25,000.00 NTE $300,000.00

0004M Maintenance- Girard Street - 1413
Girard Street NW 12 $25,000.00 NTE $300,000.00
0004N Maintenance- The Aston - 1129
New Hampshire Ave NW 12 $11,666.67 NTE $140,000.04
0004O Maintenance- E Street – 25 E Street
NW 12 $11,666.67 NTE $140,000.04
Day Center
0004P Maintenance- Adam's Place Day
Center 12 $15,000.00 NTE $180,000.00
Short-Term Family Housing
0004Q
Routine Maintenance- STFH
Horizon, Terrell, Sterling, Triumph,
Kennedy, Brooks, Aya
12 $130,000.00
NTE $1,560,000.00
0005 Total Janitorial NTE $2,871,794.48
Low Barrier Shelters
0005A Janitorial- New York Avenue -
1355 New York Avenue NE 12 $22,500.00 NTE $270,000.00
0005B Janitorial- Harriet Tubman - 1910
Massachusetts Avenue SE 12 $20,075.00 NTE $240,900.00
0005C Janitorial- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $13,916.67 NTE $167,000.04
0005D Janitorial- 801 East - 801 East -
2700 MLK Ave SE 12 $82,794.00 NTE $993,528.00
0005E Janitorial- 801 Respite – 801 East –
2700 MLK Ave SE 12 $21,473.72 NTE $257,684.64
0005F Janitorial- Pat Handy Legacy – 810
5th Street NW 12 $20,000.00 NTE $240,000.00
0005G Janitorial- Emery Men's Shelter -
1725 Lincoln Road NE 12 $11,250.00 NTE $135,000.00
Transitional Sites – Individuals
0005H Janitorial- Madison @Rolark –
4300 12th Street SE 12 $10,519.61 NTE $126,235.32
Temporary Sites -Non-
Congregate/ Bridge
0005I Janitorial- Girard Street - 1413
Girard Street NW 12 $2,956.10 NTE $35,473.20
0005J Janitorial- Valley Place - 1355
Valley Place SE 12 $2,956.10 NTE $35,473.20
0005K Janitorial- The Aston - 1129 New
Hampshire Ave NW 12 $15,416.67 NTE $185,000.04
0005L Janitorial- E Street – 25 E Street
NW 12 $15,416.67 NTE $185,000.04
0006 Total Security NTE $11,464,986.48
Low Barrier Shelters
0006A Security-New York Avenue - 1355
New York Avenue NE 12 $96,791.20 NTE $1,161,494.40
0006B Security-Harriet Tubman - 1910
Massachusetts Avenue SE 12 $58,230.00 NTE $698,760.00

0006C Security- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $58,230.00 NTE $698,760.00
0006D Security- 801 East - 2700 MLK
Ave SE 12 $192,806.00 NTE $2,313,672.00
0006E Security- Pat Handy Legacy 12 $67,753.84 NTE $813,046.08
0006F Security- Emery Men's Shelter -
1725 Lincoln Road NE 12 $77,432.96 NTE $929,195.52
0006G Security- LBGTQ site - 50 49th
Street SE 12 $28,726.80 NTE $344,721.60
Permanent Supporting Housing
0006H Security- Erna's House - 1107 11th
Street NW 12 $28,726.80 NTE $344,721.60
Transitional Sites- Individuals
0006I Security- Kia's Place - 713 50th
Street NE 12 $28,726.80 NTE $344,721.60
0006J Security- Madison @ Rolark –
4300 12h Street SE 12 $57,897.14 NTE $694,765.68
Transitional Sites - Families
0006K Security- Partner Arms 3 - 342 37th
Street SE 12 $28,726.80 NTE $344,721.60
Temporary Sites - Non-Congregate/ Bridge Housing
0006L Security- Vally Pace - 1355 Valley
Place SE 12 $28,726.80 NTE $344,721.60
0006M Security- Girard Street - 1413
Girard Street NW 12 $28,726.80 NTE $344,721.60
0006N Security- The Aston - 1129 New
Hampshire Ave NW 12 $86,956.80 NTE $1,043,481.60
0006O Security- E Street – 25 E Street NW 12 $86,956.80 NTE $1,043,481.60
0007
Operations/ Low Barrier/
Emergency Shelter/Beds
Individuals

$11,368,832.64
0007A New York Avenue - 1355 New
York Avenue NE 12 $109,924.63 NTE $1,319,095.56
0007B Harriet Tubman - 1910
Massachusetts Avenue SE 12 $112,500.00 NTE $1,350,000.00
0007C Adams Place Men's Shelter - 2210
Adam's Place NE 12 $77,145.76 NTE $925,749.12
0007D 801 East - 2700 MLK Ave SE 12 $360,000.00 NTE $4,320,000.00
0007E 801 East Respite – 2100 MLK Ave
SE 12 $82,500.00 NTE $990,000.00
0007F Pat Handy - Legacy 12 $102,832.33 NTE $1,233,987.96
0007G Emery Men's Shelter - 1725
Lincoln Road NE 12 $102,500.00 NTE $1,230,000.00
0008 Operations/Permanent
Supportive Housing $729,999.96
0008A La Casa Irving - 1444 Irving Street
NW 12 $40,000.00 NTE $480,000.00

0008B Erna's House - 1107 11th Street
NW 12 $20,833.33 NTE $249,999.96
0009 Operations/ Transitional Sites -
Individuals $831,999.96
0009A New Endeavors - 611 N Street SE 12 $31,000.00 NTE $372,000.00
0009B Madison @Rolark – 4300 12th
Street SE 12 $38,333.33 NTE $459,999.96
0010 Operations/ Transitional Sites -
Families $360,000.00
0010A Partner Arms 3 - 342 37th Street SE 12 $30,000.00 NTE $360,000.00
0011 Operations/ Transitional Sites/
Bridge Housing $6,642,969.12
0011A Valley Place - 1355 Valley Place
SE 12 $95,632.50 NTE $1,147,590.00
0011B Girard Street - 1413 Girard Street
NW 12 $127,289.33 NTE $1,527,471.96
0011C The Aston - 1129 New Hampshire
Ave NW 12 $126,072.67 NTE $1,512,872.04
0011D E Street – 25 E Street NW 12 $204,586.26 NTE $2,455,035.12
0012 Food Services $5,174,994.72
Low Barrier Shelters
0012A New York Avenue - 1355 New
York Avenue NE 12 $066,011.40 NTE $792,136.80
0012B Emery Men's Shelter - 1725
Lincoln Road NE 12 $38,435.66 NTE $461,227.92
0012C Harriet Tubman - 1910
Massachusetts Avenue SE 12 $43,900.96 NTE $526,811.52
0012D Adams Place Men's Shelter - 2210
Adam's Place NE 12 $37,575.10 NTE $450,901.20
0012E Pat Handy - Legacy 12 $51,173.25 NTE $614,079.00
0012F Nativity Shelter - St Joe's - 6010
Georgia Ave NW 12 $6,603.00 NTE $79,236.00
0012G LBGTQ Site - 50 49th St SE 12 $13,206.00 NTE $158,472.00
Transitional Sites- Individuals
0012H Madison @Rolark -1107 11th Street
NW 12 $13,579.86 NTE $162,958.32
Day Center
0012I Adams Place Day Center 12 $39,017.22 NTE $468,206.64
0012J Special Meals Supplemental 12 $15,625.00 NTE $187,500.00
Transitional Sites - Non-Congregate/ Bridge Housing
0012K Valley Place - 1355 Valley Place
SE 12 $13,381.46 NTE $160,577.52
0012L Girard Street - 1413 Girard Street
NW 12 $12,008.78 NTE $144,105.36
0012M The Aston - 1129 New Hampshire
Ave NW 12 $27,838.00 NTE $334,056.00
0012N E Street – 25 E Street NW 12 $52,893.87 NTE $634,726.44

Total REQS/FIRM FIXED UNIT
PRICE NTE $52,121,739.72
B.3.1 B. – REQUIREMENTS/FIRM FIXED UNIT PRICE
Item No.
(CLIN) ITEM DESCRIPTION
0013 Case Management C.5.5 $3,022,855.92
Low Barrier Shelters
0013A 801 East - 2700 MLK Ave SE -
Required Case Managers Total -7 12 $43,400.00 NTE $520,800.00
0013B
801 East Respite- 2700 MLK Ave
SE - Required Case Managers Total
-2
12 $12,400.00
NTE $148,800.00
0013C
Adams Place Men's Shelter - 2210
Adam's Place NE - Required Case
Managers Total - 3
12 $18,600.00
NTE $223,200.00
0013D
New York Avenue - 1355 New
York Avenue NE - Required Case
Managers Total - 5
12 $31,000.00
NTE $372,000.00
0013E
Harriet Tubman - 1910
Massachusetts Avenue SE -
Required Case Managers Total - 3
12 $18,600.00
NTE $223,200.00
0013F
Pat Handy Legacy – 810 5th Street
NW Required Case Managers Total
- 3
12 $18,600.00
NTE $223,200.00
0013G
Emery Men's Shelter - 1725
Lincoln Road NE - Required Case
Managers Total - 2
12 $12,400.00
NTE $148,800.00
Transitional Sites – Individuals
0013H New Endeavors - 611 N Street SE -
Required Case Managers Total - 1 12 $6,200.00 NTE $74,400.00
0013I Madison @Rolark – Required Case
Managers Total -3 12 $18,600.00 NTE $223,200.00
0013J Partner Arms 3 – 342 37th Street SE
– Required Care Managers Total -1 12 $6,200.00 NTE $74,400.00
Temporary Sites - Non-Congregate/ Bridge Housing
0013K Vally Pace - 1355 Valley Place SE
- Required Case Managers Total - 2 12 $12,400.00 NTE $148,800.00
0013L
Girard Street - 1413 Girard Street
NW - Required Case Managers
Total - 2
12 $12,400.00
NTE $148,800.00
0013M
The Aston - 1129 New Hampshire
Ave NW - Required Case Managers
Total - 4
12 $20,552.33
NTE $246,627.96
0013N E Street – 25 E Street NW –
Required Case Managers Total - 4 12 $20,552.33 NTE $246,627.96
0014 Prime Direct Services $1,039,999.92
0014A Leasing Program Manager 12 $10,000.00 NTE $120,000.00
0014B Leasing Specialist 12 $33,333.33 NTE $399,999.96

0014C Program Assistant 12 $10,000.00 NTE $120,000.00
0014D Soar Specialist 12 $33,333.33 NTE $399,999.96
0015 Move Services C.5.40 $210,000.00
0015A Individuals 12 $5,400.00 NTE $64,800.00
0015B Families 12 $12,100.00 NTE $145,200.00
0016 Furniture Services C.5.41 $1,556,779.98
0016A One bedroom-63 12 $79,065.00 NTE $948,780.00
0016B Mattress-15 12 $4,500.00 NTE $54,000.00
0016C Dresser-30 12 $4,500.00 NTE $54,000.00
0016D SURGE Furniture Services-6 6 $83,333.33 NTE $499,999.98
0017 Severe Weather Services/
Overflow Shelter/Beds-Single
Adults

$8,191,192.00
0017A Severe Weather Ramp Up 1 $150,000.00 NTE $150,000.00
0017B Severe Weather Food 6 $175,000.00 NTE $1,050,000.00
0017C Severe Weather Surge 6 $50,000.00 NTE $300,000.00
0017D Severe Weather Supplies - Blankets 1 $1,300,000.00 NTE $1,300,000.00
0017E Severe Weather Various Sites 6 $878,532.00 NTE $5,271,192.00
0017F Severe Weather Supplies 6 $20,000.00 NTE $120,000.00
Total Requirement NTE $14,020,827.82
B.3.1 C. COST REIMBURSEMENT

Item No.
(CLIN) ITEM DESCRIPTION

0018 Specialized Supplies and Facility
Renovations 12 $62,500.00 NTE $750,000.00
0019 801 East Transportation 12 $51,000.00 NTE $612,000.00
0020
Peer Case Management Institute -
Program Admin and Contract
Services
12 $29,179.50
NTE $350,154.00
0021 Peer Case Management Institute -
Client Incentives 12 $14,343.75 NTE $172,125.00
0022 24/7 Shelter Operations 12 $240,000.00 NTE $2,880,000.00
0023 Barbering Services at 801 E. 12 $8,000.00 NTE $96,000.00
0024 Barbering Supplies 12 $2,000.00 NTE $24,000.00
0025 Surge CoC General Services 12 $30,833.34 NTE $370,000.08
0026
Preventative Maintenance - STFH
Horizon, Terrell, Sterling, Triumph,
Kennedy, Brooks, Aya
12 $41,667.00
NTE $500,004.00
0027
Pest Control – STFH: Horizon,
Terrell, Sterling, Triumph,
Kennedy, Brooks, Aya
12 $6,517.00
NTE $78,204.00
0028 Security Surge 12 $58,230.00 NTE $698,760.00
Total COST
REIMBURSEMENT NTE$6,531,247.08
CONTRACT TOTAL: NTE $72,673,814.62

B.3.2 OPTION YEAR ONE January 1, 2027 – December 31, 2027
Firm Fixed Price Component – CLINS 1001 - 1017
MONTHLY
CLIN ITEM DESCRIPTION QTY Unit Cost NTE $
1001 Administrative Mgmt Oversight
C.4.1 12 $567,075.98 NTE $6,804,911.73
1002 Supplies and Equipment C.12 12 $20,939.20 NTE $251,270.40
1003 Training C.13 12 $55,448.34 NTE $665,380.08
1004 Total Maintenance NTE $5,335,400.04
Low Barrier Shelters
1004A Maintenance- New York Avenue -
1355 New York Avenue NE 12 $38,625.00 NTE $463,500.00
1004B Maintenance- Harriet Tubman -
1910 Massachusetts Avenue SE 12 $22,316.67 NTE $267,800.04
1004C Maintenance- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $25,750.00 NTE $309,000.00
1004D Maintenance- 801 East - 2700
MLK Ave SE 12 $21,458.33 NTE $257,499.96
1004E Maintenance- Pat Handy Legacy 12 $19,570.00 NTE $234,840.00
1004F Maintenance- Emery Men's
Shelter - 1725 Lincoln Road NE 12 $8,583.33 NTE $102,999.96
Permanent Supportive Housing
1004G Maintenance- La Casa Irving -
1444 Irving Street NW 12 $21,458.33 NTE $257,499.96
1004H Maintenance- Erna's House - 1107
11th Street NW 12 $10,300.00 NTE $123,600.00
Transitional Sites – Individuals
1004I Maintenance- New Endeavors -
611 N Street SE 12 $4,291.67 NTE $51,500.04
1004J Maintenance- Madison @Rolark –
4300 12th Street SE 12 $10,300.00 NTE $123,600.00
Transitional Sites - Families
1004K Maintenance- Partner Arms 3 -
342 37th Street SE 12 $37,080.00 NTE $444,960.00
Temporary Sites -Non-Congregate/ Bridge
1004L Maintenance- Valley Place - 1355
Valley Place SE 12 $25,750.00 NTE $ 309,000.00
1004M Maintenance- Girard Street - 1413
Girard Street NW 12 $25,750.00 NTE $ 309,000.00
1004N Maintenance- The Aston - 1129
New Hampshire Ave NW 12 $12,016.67 NTE $ 144,200.04
1004O Maintenance- E Street – 25 E
Street NW 12 $12,016.67 NTE $ 144,200.04
Day Center

1004P Maintenance- Adam's Place Day
Center 12 $15,450.00 NTE $185,400.00
Short-Term Family Housing
1004Q
Routine Maintenance- STFH
Horizon, Terrell, Sterling,
Triumph, Kennedy, Brooks, Aya
12 $133,900.00
NTE $ 1,606,800.00
1005 Total Janitorial NTE $2,957,433.31
Low Barrier Shelters
10005A Janitorial- New York Avenue -
1355 New York Avenue NE 12 $23,175.00 NTE $ 278,100.00
1005B Janitorial- Harriet Tubman - 1910
Massachusetts Avenue SE 12 $20,677.25 NTE $248,127.00
1005C Janitorial- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $14,334.17 NTE $172,010.04
1005D Janitorial- 801 East - 801 East -
2700 MLK Ave SE 12 $85,277.82 NTE $1,023,333.84
1005E Janitorial- 801 Respite – 801 East
– 2700 MLK Ave SE 12 $22,117.93 NTE $265,415.18
1005F Janitorial- Pat Handy Legacy –
810 5th Street NW 12 $20,600.00 NTE $247,200.00
1005G Janitorial- Emery Men's Shelter -
1725 Lincoln Road NE 12 $11,587.50 NTE $139,050.00
Temporary Sites - Individuals
1005H Janitorial- Madison @Rolark –
4300 12th Street SE 12 $10,835.20 NTE $130,022.38
Temporary Sites- Non-
Congregate/Bridge Housing
1005I Janitorial- Girard Street - 1413
Girard Street NW 12 $3,044.78 NTE $ 36,537.40
1005J Janitorial- Valley Place - 1355
Valley Place SE 12 $3,044.78 NTE $ 36,537.40
1005K Janitorial- The Aston - 1129 New
Hampshire Ave NW 12 $15,879.17 NTE $ 190,550.04
1005L Janitorial- E Street – 25 E Street
NW 12 $15,879.17 NTE $ 190,550.04
1006 Total Security $11,808,936.07
Low Barrier Shelters
1006A Security-New York Avenue - 1355
New York Avenue NE 12 $99,694.94 NTE $1,196,339.23
1006B Security-Harriet Tubman - 1910
Massachusetts Avenue SE 12 $59,976.90 NTE $719,722.80
1006C Security- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $59,976.90 NTE $719,722.80
1006D Security- 801 East - 2700 MLK
Ave SE 12 $198,590.18 NTE $2,383082.16
1006E Security- Pat Handy Legacy 12 $69,786.46 NTE $837,437.46
1006F Security- Emery Men's Shelter -
1725 Lincoln Road NE 12 $79,755.95 NTE $957,071.39

1006G Security- LBGTQ site - 50 49th
Street SE 12 $29,588.60 NTE $355,063.25
Permanent Supporting Housing
1006H Security- Erna's House - 1107 11th
Street NW 12 $29,588.60 NTE $355,063.25
Transitional Sites- Individuals
1006I Security- Kia's Place - 713 50th
Street NE 12 $29,588.60 NTE $355,063.25
1006J Security- Madison @Rolark -4300
12th Street SE 12 $59,634.05 NTE $715,608.65
Transitional Sites - Families
1006K Security- Partner Arms 3 - 342
37th Street SE 12 $29,588.60 NTE $355,063.25
Temporary Sites - Non-Congregate/ Bridge Housing
1006L Security- Vally Pace - 1355 Valley
Place SE 12 $29,588.60 NTE $355,063.25
1006M Security- Girard Street - 1413
Girard Street NW 12 $29.588.60 NTE $355,063.25
1006N Security- The Aston - 1129 New
Hampshire Ave NW 12 $89,565.50 NTE $1,074,786.05
1006O Security- E Street – 25 E Street
NW 12 $89,565.50 NTE $1,074,786.05
1007
Operations/ Low Barrier/
Emergency Shelter/Beds
Individuals

$11,709,897.62
1007A New York Avenue - 1355 New
York Avenue NE 12 $113,222.37 NTE $1,358,668.43
1007B Harriet Tubman - 1910
Massachusetts Avenue SE 12 $115,875.00 NTE $1,390,500.00
1007C Adams Place Men's Shelter - 2210
Adam's Place NE 12 $79,460.13 NTE $953,521.59
1007D 801 East - 2700 MLK Ave SE 12 $370,800.00 NTE $4,449,600.00
1007E 801 East Respite – 2700 MLK
Ave SE 12 $84,975.00 NTE $1,019,700.00
1007F Pat Handy - Legacy 12 $105,917.30 NTE $1,271.007.60
1007G Emery Men's Shelter - 1725
Lincoln Road NE 12 $105,575.00 NTE $1,266,900.00
1008 Operations/Permanent
Supportive Housing $751,899.96
1008A La Casa Irving - 1444 Irving Street
NW 12 $41,200.00 NTE $494,400.00
1008B Erna's House - 1107 11th Street
NW 12 $21,458.33 NTE $257,499.96
1009 Operations/ Transitional Sites -
Individuals $856,959.96
1009A New Endeavors - 611 N Street SE 12 $31,930.00 NTE $383,160.00
1009B Madison @Rolark – 4300 12th
Street SE 12 $39,483.33 NTE $473,799.96

1010 Operations/ Transitional Sites -
Families $370.800.00
1010A Partner Arms 3 - 342 37th Street
SE 12 $30,900.00 NTE $370,800.00
1011 Operations/ Transitional Sites/
Bridge Housing $6,842,258.19
1011A Valley Place - 1355 Valley Place
SE 12 $98,501.48 NTE $1,182,017.70
1011B Girard Street - 1413 Girard Street
NW 12 $131,108.01 NTE $1,573,296.12
1011C The Aston - 1129 New Hampshire
Ave NW 12 $129,854.85 NTE $1,558,258.20
1011D E Street – 25 E Street NW 12 $210,723.85 NTE $2,528,686.17
1012 Food Services $5,330,244.56
Low Barrier Shelters
1012A New York Avenue - 1355 New
York Avenue NE 12
$67,991.74 NTE $815,900.90
1012B Emery Men's Shelter - 1725
Lincoln Road NE 12
$39,588.73 NTE $475,064.76
1012C Harriet Tubman - 1910
Massachusetts Avenue SE 12
$45,217.99 NTE $542,615.87
1012D Adams Place Men's Shelter - 2210
Adam's Place NE 12
$38,702.35 NTE $464,428.24
1012E Pat Handy - Legacy 12 $52,708.45 NTE $632,501.37
1012F Nativity Shelter - St Joe's - 6010
Georgia Ave NW 12
$6,801.09 NTE $81,613.08
1012G LBGTQ Site - 50 49th St SE 12 $13,602.18 NTE $163,226.16
Transitional Sites-Individuals
1012H Madison @ Rolark – 1107 11th
Street NW 12
$13,987.26 NTE $167,847.07
Day Center
1012I Adams Place Day Center 12 $40,187.74 NTE $482,252.84
1012J Special Meals Supplemental 12 $16,093.75 NTE $193,125.00
Transitional Sites - Non-Congregate/ Bridge Housing
1012K Valley Place - 1355 Valley Place
SE 12
$13,782.90
NTE $165,394.85
1012L Girard Street - 1413 Girard Street
NW 12
$12,369.04
NTE $148,428.52
1012M The Aston - 1129 New Hampshire
Ave NW 12
$28,673.14
NTE $344,077.68
1012N E Street – 25 E Street NW 12 $54,480.69 NTE $653,768.23
Total REQS/FIRM FIXED
UNIT PRICE NTE $53,685,391.93
B.3.2 B. – REQUIREMENTS/FIRM FIXED UNIT PRICE
Item No.
(CLIN) ITEM DESCRIPTION
1013 Case Management C.5.5 $3,113,541.60
Low Barrier Shelters

1013A 801 East - 2700 MLK Ave SE -
Required Case Managers Total - 7 12

$44,702.00
NTE $ 536,424.00
1013B
801 East Respite – 2700 MLK
Ave SE – Required Case
Managers Total - 2
12 $12,772.00
NTE $ 153,264.00
1013C
Adams Place Men's Shelter - 2210
Adam's Place NE - Required Case
Managers Total - 3
12 $19,158.00
NTE $229,896.00
1013D
New York Avenue - 1355 New
York Avenue NE - Required Case
Managers Total - 5
12 $31,930.00
NTE $383,160.00
1013E
Harriet Tubman - 1910
Massachusetts Avenue SE -
Required Case Managers Total - 3
12 $19,158.00
NTE $229,896.00
1013F
Pat Handy Legacy – 810 5th Street
NW Required Case Managers
Total – 3
12 $19,158.00
NTE $229,896.00
1013G
Emery Men's Shelter - 1725
Lincoln Road NE - Required Case
Managers Total - 2
12 $12,772.00
NTE $153,264.00
Transitional Sites – Individuals
1013H
New Endeavors - 611 N Street SE
- Required Case Managers Total -
1
12 $6,386.00
NTE $ 76,632.00
1013I Madison @Rolark - Required Case
Managers Total - 3 12 $19,158.00 NTE $229,896.00
1013J
Partner Arms 3 - 342 37th Street
SE - Required Case Managers
Total - 1
12 $6,386.00
NTE $76,632.00
Temporary Sites - Non-Congregate/ Bridge Housing
1013K
Vally Pace - 1355 Valley Place SE
- Required Case Managers Total -
2
12 $12,772.00
NTE $ 153,264.00
1013L
Girard Street - 1413 Girard Street
NW - Required Case Managers
Total - 2
12 $12,772.00
NTE $153,264.00
1013M
The Aston - 1129 New Hampshire
Ave NW - Required Case
Managers Total - 4
12 $21,168.90
NTE $254,026.80
1013N E Street – 25 E Street NW –
Required Care Managers Total - 4 12 $21,168.90 NTE $254,026.80
1014 Prime Direct Services $1,071,199.92
1014A Leasing Program Manager 12 $10,300.00 NTE $123,600.00
1014B Leasing Specialist 12 $34,333.33 NTE $411,999.96
1014C Program Assistant 12 $10,300.00 NTE $123,600.00
1014D Soar Specialist 12 $34,333.33 NTE $411,999.96
1015 Move Services C.5.40 $216,300.00

1015A Individuals 12 $5,562.00 NTE $66,744.00
1015B Families 12 $12,463.00 NTE $149,556.00
1016 Furniture Services C.5.41 $1,603,483.38
1016A One bedroom-63 12 $81,436.95 NTE $977,243.40
1016B Mattress-15 12 $4,635.00 NTE $55,620.00
1016C Dresser-30 12 $4,635.00 NTE $55,620.00
1016D SURGE Furniture Services-6 6 $85,833.33 NTE $514,999.98
1017 Severe Weather Services/
Overflow Shelter/Beds-Single
Adults

$8,436,927.76
1017A Severe Weather Ramp Up 1 $154,500.00 NTE $154,500.00
1017B Severe Weather Food 6 $180,250.00 NTE $1,081,500.00
1017C Severe Weather Surge 6 $51,500.00 NTE $309,000.00
1017D Severe Weather Supplies -
Blankets 1 $1,339,000.00
NTE $1,339,000.00
1017E Severe Weather Various Sites 6 $904,887.96 NTE $5,429,327.76
1017F Severe Weather Supplies 6 $20,600.00 NTE $123,600.00
Total Requirement NTE $14,441,452.65
B.3.2 C. COST REIMBURSEMENT

Item No.
(CLIN) ITEM DESCRIPTION
1018 Specialized Supplies and Facility
Renovations 12 $64,375.00 NTE $772,500.00
1019 801 East Transportation 12 $52,530.00 NTE $630,360.00
1020
Peer Case Management Institute -
Program Admin and Contract
Services
12 $30,054.89
NTE $360,658.62
1021 Peer Case Management Institute -
Client Incentives 12 $14,774.06 NTE $177,288.75
1022 24/7 Shelter Operations 12 $247,200.00 NTE $2,966,400.00
1023 Barbering Services at 801 E. 12 $8,240.00 NTE $98,880.00
1024 Barbering Supplies 12 $2,060.00 NTE $24,720.00
1025 Surge CoC General Services 12 $31,758.34 NTE $381,100.08
1026
Preventative Maintenance - STFH
Horizon, Terrell, Sterling,
Triumph, Kennedy, Brooks, Aya
12 $42,917.01
NTE $515,004.12
1027
Pest Control – STFH: Horizon,
Terrell, Sterling, Triumph,
Kennedy, Brooks, Aya
12 $6,712.51
NTE $80,550.12
1028 Security Surge 12 $59,976.90 NTE $719,722.80
Total COST
REIMBURSEMENT NTE $6,727,184.49
CONTRACT TOTAL: NTE $74,854,029.08

B.3.3 OPTION YEAR TWO January 1, 2028 – December 31, 2028
Firm Fixed Price Component - CLINS 2001-2017
MONTHLY
CLIN ITEM DESCRIPTION QTY Unit Cost NTE $
2001 Administrative Mgmt Oversight
C.4.1 12 $584,088.26 NTE $7,009,059.09
2002 Supplies and Equipment C.12 12 $21,567.38 NTE $258,808.51
2003 Training C.13 12 $57,111.79 NTE $685,341.48
2004 Total Maintenance NTE $5,495,462.04
Low Barrier Shelters
2004A Maintenance- New York Avenue -
1355 New York Avenue NE 12 $39,783.75
NTE $477,405.00
2004B Maintenance- Harriet Tubman -
1910 Massachusetts Avenue SE 12 $22,986.17
NTE $275,834.04
2004C Maintenance- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $26,522.50
NTE $318,270.00
2004D Maintenance- 801 East - 2700
MLK Ave SE 12 $22,102.08
NTE $265,224.96
2004E Maintenance- Pat Handy Legacy 12 $20,157.10 NTE $241,885.20
2004F Maintenance- Emery Men's
Shelter - 1725 Lincoln Road NE 12 $8,840.83
NTE $106,089.96
Permanent Supportive Housing
2004G Maintenance- La Casa Irving -
1444 Irving Street NW 12 $22,102.08 NTE $265,224.96
2004H Maintenance- Erna's House - 1107
11th Street NW 12 $10,609.00 NTE $127,308.00
Transitional Sites – Individuals
2004I Maintenance – New Endeavors –
611 N Street SE 12 $4,420.42 NTE $53,045.04
2004J Maintenance- Madison @Rolark –
4300 12th Street SE 12 $10,609.00 NTE $127,308.00
Transitional Sites - Families
2004K Maintenance- Partner Arms 3 -
342 37th Street SE 12 $38,192.40 NTE $458,308.80
Temporary Sites -Non-Congregate/ Bridge
2004L Maintenance- Valley Place - 1355
Valley Place SE 12 $26,522.50 NTE $318,270.00
2004M Maintenance- Girard Street - 1413
Girard Street NW 12 $26,522.50 NTE $318,270.00
2004N Maintenance- The Aston - 1129
New Hampshire Ave NW 12 $12,377.17 NTE $148,526.04
2004O Maintenance- E Street – 25 E
Street NW 12 $12,377.17 NTE $148,526.04
Day Center

2004P Maintenance- Adam's Place Day
Center 12 $15,913.50 NTE $190,962.00
Short-Term Family Housing
2004Q
Routine Maintenance- STFH
Horizon, Terrell, Sterling,
Triumph, Kennedy, Brooks, Aya
12 $137,917.00
NTE $1,655,004.00
2005 Total Janitorial NTE $3,046,156.31
Low Barrier Shelters
2005A Janitorial- New York Avenue -
1355 New York Avenue NE 12 $23,870.25 NTE $ 286,443.00
2005B Janitorial- Harriet Tubman - 1910
Massachusetts Avenue SE 12 $21,297.57 NTE $255,570.81
2005C Janitorial- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $14,764.20 NTE $177,170.34
2005D Janitorial- 801 East - 801 East -
2700 MLK Ave SE 12 $87,836.15 NTE $1,054,033.86
2005E Janitorial- 801 Respite – 801 East
– 2700 MLK Ave SE 12 $22,781.47 NTE $273,377.63
2005F Janitorial- Pat Handy Legacy –
810 5th Street NW 12 $21,218.00 NTE $254,616.00
2005G Janitorial- Emery Men's Shelter -
1725 Lincoln Road NE 12 $11,935.13 NTE $143,221.50
Transitional Sites - Individuals
2005H Janitorial- Madison @Rolark –
4300 12th Street SE 12 $11,160.25 NTE $133,923.05
Temporary Sites - Non-Congregate/ Bridge Housing
2005I Janitorial- Girard Street - 1413
Girard Street NW 12 $3,136.13 NTE $ 37,633.52
2005J Janitorial- Valley Place - 1355
Valley Place SE 12 $3,136.13 NTE $ 37,633.52
2005K Janitorial- The Aston - 1129 New
Hampshire Ave NW 12 $16,355.55 NTE $ 196,266.54
2005L Janitorial- E Street – 25 E Street
NW 12 $16,355.55 NTE $196,266.54
2006 Total Security NTE
$12,163,204.16
Low Barrier Shelters
2006A Security-New York Avenue - 1355
New York Avenue NE 12 $102,685.78 NTE $1,232,229.41
2006B Security-Harriet Tubman - 1910
Massachusetts Avenue SE 12 $61,776.21 NTE $741,314.48
2006C Security- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $61,776.21 NTE $741,314.48
2006D Security- 801 East - 2700 MLK
Ave SE 12 $204,547.89 NTE $2,454,574.62
2006E Security- Pat Handy Legacy 12 $71,880.05 NTE $862,560.59
2006F Security- Emery Men's Shelter -
1725 Lincoln Road NE 12 $82,148.63 NTE $985,783.53

2006G Security- LBGTQ site - 50 49th
Street SE 12 $30,476.26 NTE $365,715.15
Permanent Supporting Housing
2006H Security- Erna's House - 1107 11th
Street NW 12 $30,476.26 NTE $365,715.15
Transitional Sites- Individuals
2006I Security- Kia's Place - 713 50th
Street NE 12 $30,476.26 NTE $365,715.15
2006J Security- Madison @Rolark –
4300 12th Street SE 12 $61,423.08 NTE $737,076.91
Transitional Sites - Families
2006K Security- Partner Arms 3 - 342
37th Street SE 12 $30,476.26 NTE $365,715.15
Temporary Sites - Non-Congregate/ Bridge Housing
2006L Security- Vally Pace - 1355 Valley
Place SE 12 $30,476.26 NTE $365,715.15
2006M Security- Girard Street - 1413
Girard Street NW 12 $30,476.26 NTE $365,715.15
2006N Security- The Aston - 1129 New
Hampshire Ave NW 12 $92,252.47 NTE $1,107,029.63
2006O Security- 25 E Street NW 12 $92,252.47 NTE $1,107,029.63
2007
Operations/ Low Barrier/
Emergency Shelter/Beds
Individuals

$12,061,194.55
2007A New York Avenue - 1355 New
York Avenue NE 12 $116,619.04 NTE $1,399,428.48
2007B Harriet Tubman - 1910
Massachusetts Avenue SE 12 $119,351.25 NTE $1,432,215.00
2007C Adams Place Men's Shelter - 2210
Adam's Place NE 12 $81,843.94 NTE $982,127.24
2007D 801 East - 2700 MLK Ave SE 12 $381,924.00 NTE $4,583,088.00
2007E 801 East Respite – 2700 MLK
Ave SE 12 $87,524.25 NTE $1,050,291.00
2007F Pat Handy - Legacy 12 $109,094.82 NTE $1,309,137.83
2007G Emery Men's Shelter - 1725
Lincoln Road NE 12 $108,742.25 NTE $1,304,907.00
2008 Operations/Permanent
Supportive Housing $774,456.96
2008A La Casa Irving - 1444 Irving Street
NW 12 $42,436.00 NTE $509,232.00
2008B Erna's House - 1107 11th Street
NW 12 $22,102.08 NTE $265,224.96
2009 Operations/ Transitional Sites -
Individuals $882,668.76
2009A New Endeavors - 611 N Street SE 12 $32,887.90 NTE $394,654.80
2009B Madison @Rolark – 4300 12th
Street SE 12 $40,667.83 $488,013.96

2010 Operations/ Transitional Sites -
Families $381,924.00
2010A Partner Arms 3 - 342 37th Street
SE 12 $31,827.00 NTE $381,924.00
2011 Operations/ Transitional Sites/
Bridge Housing $7,047,525.94
2011A Valley Place - 1355 Valley Place
SE 12 $101,456.52 NTE $1,217,478.23
2011B Girard Street - 1413 Girard Street
NW 12 $135,041.25 NTE $1,620,495.00
2011C The Aston - 1129 New Hampshire
Ave NW 12 $133,750.50 NTE $1,605,005.95
2011D E Street – 25 E Street NW 12 $217,045.56 NTE $2,604,546.76
2012 Food Services $5,490,151.90
Low Barrier Shelters
2012A New York Avenue - 1355 New
York Avenue NE 12 $70,031.49 NTE $840,377.93
2012B Emery Men's Shelter - 1725
Lincoln Road NE 12 $40,776.39 NTE $489,316.70
2012C Harriet Tubman - 1910
Massachusetts Avenue SE 12 $46,574.53 NTE $558,894.34
2012D Adams Place Men's Shelter - 2210
Adam's Place NE 12 $39,863.42 NTE $478,361.08
2012E Pat Handy - Legacy 12 $54,289.70 NTE $651,476.41
2012F Nativity Shelter - St Joe's - 6010
Georgia Ave NW 12 $7,005.12 NTE $84,061.47
2012G LBGTQ Site - 50 49th St SE 12 $14,010.25 NTE $168,122.94
Transitional Sites Individuals
2012H Madison @Rolark – 1107 11th
Street NW 12 $14,406.87 NTE $172,882.48
Day Center
2012I Adams Place Day Center 12 $41,393.37 NTE $496,720.42
2012J Special Meals Supplemental 12 $16,576.56 NTE $198,918.75
Transitional Sites - Non-Congregate/ Bridge Housing
2012K Valley Place - 1355 Valley Place
SE 12 $14,196.39 NTE $170,356.69
2012L Girard Street - 1413 Girard Street
NW 12 $12,740.11 NTE $152,881.38
2012M The Aston - 1129 New Hampshire
Ave NW 12 $29,533.33 NTE $354,400.01
2012N E Street – 25 E Street NW 12 $56,115.11 NTE $673,381.28
Total REQS/FIRM FIXED
UNIT PRICE NTE
$55,295,953.69
B.3.3 B. – REQUIREMENTS/FIRM FIXED UNIT PRICE
Item No.
(CLIN) ITEM DESCRIPTION
2013 Case Management C.5.5 $3,206,947.85
Low Barrier Shelters

2013A 801 East - 2700 MLK Ave SE -
Required Case Managers Total - 7 12 $46,043.06 NTE $552,516.72
2013B
801 East Respite – 2700 MLK
Ave SE – Required Case
Managers - 2
12 $13,155.16
NTE $157,861.92
2013C
Adams Place Men's Shelter - 2210
Adam's Place NE - Required Case
Managers Total - 3
12 $19,732.74
NTE $236,792.88
2013D
New York Avenue - 1355 New
York Avenue NE - Required Case
Managers Total – 5
12 $32,887.90
NTE $394,654.80
2013E
Harriet Tubman - 1910
Massachusetts Avenue SE -
Required Case Managers Total – 3
12 $19,732.74
NTE $236,792.88
2013F
Pat Handy Legacy – 810 5th Street
NW – Required Case Managers
Total – 3
12 $19,732.74
NTE $236,792.88
2013G
Emery Men's Shelter - 1725
Lincoln Road NE - Required Case
Managers Total - 2
12 $13,155.16
NTE $157,861.92
Transitional Sites – Individuals
2013H
New Endeavors - 611 N Street SE
- Required Case Managers Total -
1
12 $6,577.58
NTE $78,930.96
2013I Madison @Rolark – Required
Case Managers – 3 12 $19,732.74 NTE $236,792.88
2013J
Partner Arms 3 - 342 37th Street
SE - Required Case Managers
Total - 1
12 $6,577.58
NTE $78,930.96
Temporary Sites - Non-Congregate/ Bridge Housing
2013K
Vally Pace - 1355 Valley Place SE
- Required Case Managers Total -
2
12 $13,155.16
NTE $157,861.92
2013L
Girard Street - 1413 Girard Street
NW - Required Case Managers
Total - 2
12 $13,155.16
NTE $157,861.92
2013M
The Aston - 1129 New Hampshire
Ave NW - Required Case
Managers Total - 4
12 $21,803.97
NTE $261,647.60
2013N E Street – 25 E Street NW –
Required Case Managers - 4 12 $21,803.97 NTE $261,647.60
2014 Prime Direct Services $1,103,335.92
2014A Leasing Program Manager 12 $10,609.00 NTE $127,308.00
2014B Leasing Specialist 12 $35,363.33 NTE $424,359.96
2014C Program Assistant 12 $10,609.00 NTE $127,308.00
2014D Soar Specialist 12 $35,363.33 NTE $424,359.96
2015 Move Services C.5.40 $222,789.00
2015A Individuals 12 $5,728.86 NTE $68,746.32

2015B Families 12 $12,836.89 NTE $154,042.68
2016 Furniture Services C.5.41 $1,651,587.88
2016A One bedroom-63 12 $83,880.06 NTE $1,006,560.70
2016B Mattress-15 12 $4,774.05 NTE $57,288.60
2016C Dresser-30 12 $4,774.05 NTE $57,288.60
2016D SURGE Furniture Services-6 6 $88,408.33 NTE $530,449.98
2017 Severe Weather Services/
Overflow Shelter/Beds-Single
Adults

$8,690,035.59
2017A Severe Weather Ramp Up 1 $159,135.00 NTE $159,135.00
2017B Severe Weather Food 6 $185,657.50 NTE $1,113,945.00
2017C Severe Weather Surge 6 $53,045.00 NTE $318,270.00
2017D Severe Weather Supplies -
Blankets 1 $1,379,170.00 NTE $1,379,170.00
2017E Severe Weather Various Sites 6 $932,034.60 NTE $5,592,207.59
2017F Severe Weather Supplies 6 $21,218.00 NTE $127,308.00
Total Requirement NTE$14,874,696.23
B.3.3 C. COST REIMBURSEMENT

Item No.
(CLIN) ITEM DESCRIPTION
2018 Specialized Supplies and Facility
Renovations 12 $66,306.25 NTE $795,675.00
2019 801 East Transportation 12 $54,105.90 NTE $649,270.80
2020
Peer Case Management Institute -
Program Admin and Contract
Services
12 $30,956.53
NTE $371,478.38
2021 Peer Case Management Institute -
Client Incentives 12 $15,217.28 NTE $182,607.41
2022 24/7 Shelter Operations 12 $254,616.00 NTE $3,055,392.00
2023 Barbering Services at 801 E. 12 $8,487.20 NTE $101,846.40
2024 Barbering Supplies 12 $2,121.80 NTE $25,461.60
2025 Surge CoC General Services 12 $32,711.09 NTE $392,533.08
2026
Preventative Maintenance - STFH
Horizon, Terrell, Sterling,
Triumph, Kennedy, Brooks, Aya
12 $44,204.52
NTE $530,454.24
2027
Pest Control – STFH: Horizon,
Terrell, Sterling, Triumph,
Kennedy, Brooks, Aya
12 $6,913.89
NTE $82,966.62
2028 Security Surge 12 $61,776.21 NTE $741,314.48
Total COST
REIMBURSEMENT NTE $6,929,000.03
CONTRACT TOTAL: NTE
$77,099,649.95

B.3.4 OPTION YEAR THREE January 1, 2029 – December 31, 2029
Firm Fixed Price Component - CLINS 3001-3017
MONTHLY
CLIN ITEM DESCRIPTION QTY Unit Cost NTE $
3001 Administrative Mgmt Oversight
C.4.1 12 $601,610.90 NTE $7,219,330.86
3002 Supplies and Equipment C.12 12 $22,214.40 NTE $266,572.76
3003 Training C.13 12 $58,825.14 NTE $705,901.73
3004 Total Maintenance NTE $5,660,325.90
Low Barrier Shelters
3004A Maintenance- New York Avenue -
1355 New York Avenue NE 12 $40,977.26 NTE $491,727.15
3004B Maintenance- Harriet Tubman -
1910 Massachusetts Avenue SE 12 $23,675.76 NTE $284,109.06
3004C Maintenance- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $27,318.18 NTE $327,818.10
3004D Maintenance- 801 East - 2700
MLK Ave SE 12 $22,765.14 NTE $273,181.71
3004E Maintenance- Pat Handy Legacy 12 $20,761.81 NTE $249,141.76
3004F Maintenance- Emery Men's
Shelter - 1725 Lincoln Road NE 12 $9,106.05 NTE $109,272.66
Permanent Supportive Housing
3004G Maintenance- La Casa Irving -
1444 Irving Street NW 12 $22,765.14 NTE $273,181.71
3004H Maintenance- Erna's House - 1107
11th Street NW 12 $10,927.27 NTE $131,127.24
Transitional Sites – Individuals
3004I Maintenance- New Endeavors -
611 N Street SE 12 $4,553.03 NTE $54,636.39
3004J Maintenance- Madison @Rolark –
4300 12th Street SE 12 $10,927.27 NTE $131,127.24
Transitional Sites - Families
3004K Maintenance- Partner Arms 3 -
342 37th Street SE 12 $39,338.17 NTE $472,058.06
Temporary Sites -Non-Congregate/ Bridge
3004L Maintenance- Valley Place - 1355
Valley Place SE 12 $27,318.18 NTE $327,818.10
3004M Maintenance- Girard Street - 1413
Girard Street NW 12 $27,318.18 NTE $327,818.10
3004N Maintenance- The Aston - 1129
New Hampshire Ave NW 12 $12,748.49 NTE $152,981.82
3004O Maintenance- E Street – 25 E
Street NW 12 $12,748.49 NTE $152,981.82
Day Center

3004P Maintenance- Adam's Place Day
Center 12 $16,390.91 NTE $196,690.86
Short-Term Family Housing
3004Q
Routine Maintenance- STFH
Horizon, Terrell, Sterling,
Triumph, Kennedy, Brooks, Aya
12 $142,054.51
NTE $1,704,654.12
3005 Total Janitorial NTE $3,137,541.00
Low Barrier Shelters
3005A Janitorial- New York Avenue -
1355 New York Avenue NE 12 $24,586.36 NTE $295,036.29
3005B Janitorial- Harriet Tubman - 1910
Massachusetts Avenue SE 12 $21,936.49 NTE $263,237.93
3005C Janitorial- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $15,207.12 NTE $182,485.45
3005D Janitorial- 801 East - 801 East -
2700 MLK Ave SE 12 $90,471.24 NTE $1,085,654.87
3005E Janitorial- 801 Respite – 801 East
– 2700 MLK Ave SE 12 $23,464.91 NTE $281,578.96
3005F Janitorial- Pat Handy Legacy –
810 5th Street NW 12 $21,854.54 NTE $262,254.48
3005G Janitorial- Emery Men's Shelter -
1725 Lincoln Road NE 12 $12,293.18 NTE $147,518.15
Transitional Sites - Individuals
3005H Janitorial- Madison @Rolark –
4300 12th Street SE 12 $11,495.06 NTE $137,940.74
Temporary Sites – Non-
Congregate/Bride Housing
3005I Janitorial- Girard Street - 1413
Girard Street NW 12 $3,230.21 NTE $38,762.52
3005J Janitorial- Valley Place - 1355
Valley Place SE 12 $3,230.21 NTE $38,762.52
3005K Janitorial- The Aston - 1129 New
Hampshire Ave NW 12 $16,846.21 NTE $202,154.54
3005L Janitorial- E Street – 25 E Street
NW 12 $16,846.21 NTE $202,154.54
3006 Total Security NTE
$12,528,100.28
Low Barrier Shelters
3006A Security-New York Avenue - 1355
New York Avenue NE 12 $105,766.36 NTE $1,269,196.29
3006B Security-Harriet Tubman - 1910
Massachusetts Avenue SE 12 $63,629.49 NTE $763,553.92
3006C Security- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $63,629.49 NTE $763,553.92
3006D Security- 801 East - 2700 MLK
Ave SE 12 $210,684.32 NTE $2,528,211.86
3006E Security- Pat Handy Legacy 12 $74,036.45 NTE $888.437.40

3006F Security- Emery Men's Shelter -
1725 Lincoln Road NE 12 $84,613.09 NTE $1,015,357.03
3006G Security- LBGTQ site - 50 49th
Street SE 12 $31,390.55 NTE $376,686.60
Permanent Supporting Housing
3006H Security- Erna's House - 1107 11th
Street NW 12 $31,390.55 NTE $376,686.60
Transitional Sites- Individuals
3006I Security- Kia's Place - 713 50th
Street NE 12 $31,390.55 NTE $376,686.60
3006J Security- Madison @Rolark –
4300 12th Street SE 12 $63,265.77 NTE $759,189.22
Transitional Sites - Families
3006K Security- Partner Arms 3 - 342
37th Street SE 12 $31,390.55 NTE $376,686.60
Temporary Sites - Non-Congregate/ Bridge Housing
3006L Security- Vally Pace - 1355 Valley
Place SE 12 $31,390.55 NTE $376,686.60
3006M Security- Girard Street - 1413
Girard Street NW 12 $31,390.55 NTE $376,686.60
3006N Security- The Aston - 1129 New
Hampshire Ave NW 12 $95,020.04 NTE $1,140,240.52
3006O Security- E Street – 25 E Street
NW 12 $95,020.04 NTE $1,140,240.52
3007
Operations/ Low Barrier/
Emergency Shelter/Beds
Individuals

$12,423,030.38
3007A New York Avenue - 1355 New
York Avenue NE 12 $120,117.61 NTE $1,441,411,33
3007B Harriet Tubman - 1910
Massachusetts Avenue SE 12 $122,931.79 NTE $1,475,181.45
3007C Adams Place Men's Shelter - 2210
Adam's Place NE 12 $84,299.25 NTE $1,011,591.06
3007D 801 East - 2700 MLK Ave SE 12 $393,381.72 NTE $4,720,580.64
3007E 801 East Respite – 2700 MLK
Ave SE 12 $90,149.98 NTE $1,081,799.73
3007F Pat Handy - Legacy 12 $112,367.66 NTE $1,348,411.96
3007G Emery Men's Shelter - 1725
Lincoln Road NE 12 $112,004.52 NTE $1,344,054.21
3008 Operations/Permanent
Supportive Housing $797,690.67
3008A La Casa Irving - 1444 Irving Street
NW 12 $43,709.08 NTE $524,508.96
3008B Erna's House - 1107 11th Street
NW 12 $22,765.14 NTE $273,181.71
3009 Operations/ Transitional Sites -
Individuals $909,148.82
3009A New Endeavors - 611 N Street SE 12 $33,874.54 NTE $406,494.44

3009B Madison @Rolark – 4300 12th
Street SE 12 $41,887.86 NTE $502,654.38
3010 Operations/ Transitional Sites -
Families $393,381.72
3010A Partner Arms 3 - 342 37th Street
SE 12 $32,781,81 NTE $393,381.72
3011 Operations/ Transitional Sites/
Bridge Housing $7,258,951.72
3011A Valley Place - 1355 Valley Place
SE 12 $104,500.21 NTE $1,254,002.58
3011B Girard Street - 1413 Girard Street
NW 12 $139,092.49 NTE $1,669,109.85
3011C The Aston - 1129 New Hampshire
Ave NW 12 $137,763.01 NTE $1,653,156.13
3011D E Street – 25 E Street NW 12 $223,556.93 NTE $2,682,683.16
3012 Food Services $5,654,856.46
Low Barrier Shelters
3012A New York Avenue - 1355 New
York Avenue NE 12 $72,132.44 NTE $865,589.27
3012B Emery Men's Shelter - 1725
Lincoln Road NE 12 $41,999.68 NTE $503,996.20
3012C Harriet Tubman - 1910
Massachusetts Avenue SE 12 $47,971.76 NTE $575,661.17
3012D Adams Place Men's Shelter - 2210
Adam's Place NE 12 $41,059.33 NTE $492,711.92
3012E Pat Handy - Legacy 12 $55,918.39 NTE $671,020.70
3012F Nativity Shelter - St Joe's - 6010
Georgia Ave NW 12 $7,215.28 NTE $86,583.32
3012G LBGTQ Site - 50 49th St SE 12 $14,430.55 NTE $173,166.63
Transitional Sites - Individuals
3012H Madison @Rolark -1107 11th
Street NW 12 $14,839.08 NTE $178,068.96
Day Center
3012I Adams Place Day Center 12 $42,635.17 NTE $511,622.04
3012J Special Meals Supplemental 12 $17,073.86 NTE $204,886.31
Transitional Sites - Non-Congregate/ Bridge Housing
3012K Valley Place - 1355 Valley Place
SE 12 $14,622.28 NTE $175,467.39
3012L Girard Street - 1413 Girard Street
NW 12 $13,122.32 NTE $157,467.82
3012M The Aston - 1129 New Hampshire
Ave NW 12 $30,419.33 NTE $365,032.01
3012O E Street – 25 E Street NW 12 $57,798.56 NTE $693,582.72
Total REQS/FIRM FIXED
UNIT PRICE NTE
$56,954,832.30
B.3.4 B. – REQUIREMENTS/FIRM FIXED UNIT PRICE
Item No.
(CLIN) ITEM DESCRIPTION

3013 Case Management C.5.5 $3,303,156.28
Low Barrier Shelters
3013A 801 East - 2700 MLK Ave SE -
Required Case Managers Total – 7 12 $47,424.35 NTE $569,092.22
3013B
801 East Respite – 2700 MLK
Ave SE - Required Case Managers
– 2
12 $13,549.81
NTE $162,597.78
3013C
Adams Place Men's Shelter - 2210
Adam's Place NE - Required Case
Managers Total - 3
12 $20,324.72
NTE $243,896.67
3013D
New York Avenue - 1355 New
York Avenue NE - Required Case
Managers Total – 5
12 $33,874.54
NTE $406,494.44
3013E
Harriet Tubman - 1910
Massachusetts Avenue SE -
Required Case Managers Total – 3
12 $20,324.72
NTE $243,896.67
3013F Pat Handy Legacy - Required Case
Managers Total – 3 12 $20,324,72 NTE $243,896.67
3013G
Emery Men's Shelter - 1725
Lincoln Road NE - Required Case
Managers Total – 2
12 $13,549.81
NTE $162,597.78
Transitional Sites – Individuals
3013H
New Endeavors - 611 N Street SE
- Required Case Managers Total -
1
12 $6,774.91
NTE $81,298.89
3013I Madison @Rolark – Required
Care Managers Total -3 12 $20,324.72 NTE $243,896.67
3013J
Partner Arms 3 - 342 37th Street
SE - Required Case Managers
Total - 1
12 $6,774.91
NTE $81,298.89
Temporary Sites - Non-Congregate/ Bridge Housing
3013K
Vally Pace - 1355 Valley Place SE
- Required Case Managers Total -
2
12 $13,549.81
NTE $162,597.78
3013L
Girard Street - 1413 Girard Street
NW - Required Case Managers
Total - 2
12 $13,549.81
NTE $162,597.78
3013M
The Aston - 1129 New Hampshire
Ave NW - Required Case
Managers Total - 4
12 $22,458.09
NTE $269,497.03
3013N E Street – 25 E Street NW –
Required Case Managers Total - 4 12 $22,458.09 NTE $269,497.03
3014 Prime Direct Services $1,136,435.99
3014A Leasing Program Manager 12 $10,927.27 NTE $131,127.24
3014B Leasing Specialist 12 $36,424.23 NTE $437,090.76
3014C Program Assistant 12 $10,927.27 NTE $131,127.24
3014D Soar Specialist 12 $36,424.23 NTE $437,090.76
3015 Move Services C.5.40 $229,472.67

3015A Individuals 12 $5,900.73 NTE $70,808.71
3015B Families 12 $13,222.00 NTE $158,663.96
3016 Furniture Services C.5.41 $1,701,135.52
3016A One bedroom-63 12 $86,396.46 NTE $1,036,757.52
3016B Mattress-15 12 $4,917.27 NTE $59,007.26
3016C Dresser-30 12 $4,917.27 NTE $59,007.26
3016D SURGE Furniture Services-6 6 $91,060.58 NTE $546,363.48
3017 Severe Weather Services/
Overflow Shelter/Beds-Single
Adults

$8,950,736.66
3017A Severe Weather Ramp Up 1 $163,909.05 NTE $163,909.05
3017B Severe Weather Food 6 $191,227.23 NTE $1,147,363.35
3017C Severe Weather Surge 6 $54,636.35 NTE $327,818.10
3017D Severe Weather Supplies -
Blankets 1 $1,420,545.10 NTE $1,420,545.10
3017E Severe Weather Various Sites 6 $959,995.64 NTE $5,759,973.82
3017F Severe Weather Supplies 6 $21,854.54 NTE $131,127.24
Total Requirement NTE
$15,320,937.12
B.3.4 C. COST REIMBURSEMENT

Item No.
(CLIN) ITEM DESCRIPTION
3018 Specialized Supplies and Facility
Renovations 12 $68,295.44 NTE $819,545.25
3019 801 East Transportation 12 $55,729.08 NTE $668,748.92
3020
Peer Case Management Institute -
Program Admin and Contract
Services
12 $31,885.23
NTE $382,622,73
3021 Peer Case Management Institute -
Client Incentives 12 $15,673.80 NTE $188,085.63
3022 24/7 Shelter Operations 12 $262,254.48 NTE $3,147,053.76
3023 Barbering Services at 801 E. 12 $8,741.82 NTE $104,901.79
3024 Barbering Supplies 12 $2,185.45 NTE $26,225.45
3025 Surge CoC General Services 12 $33,692.42 NTE $404,309.01
3026
Preventative Maintenance - STFH
Horizon, Terrell, Sterling,
Triumph, Kennedy, Brooks, Aya
12 $45,530.66
NTE $546,367.87
3027
Pest Control – STFH: Horizon,
Terrell, Sterling, Triumph,
Kennedy, Brooks, Aya
12 $7,121.30
NTE $85,455.62
3028 Security Surge 12 $63,629.49 NTE $763,553.92
Total COST
REIMBURSEMENT NTE $7,136,870.03
CONTRACT TOTAL: NTE
$79,412,639.45

B.3.5 OPTION YEAR FOUR January 1, 2030 – December 31, 2030
Firm Fixed Price Component - CLINS 4001-4017
MONTHLY
CLIN ITEM DESCRIPTION QTY Unit Cost NTE $
4001 Administrative Mgmt Oversight
C.4.1 12 $619,659.23 NTE $7,435,910.79
4002 Supplies and Equipment C.12 12 $22,880.83 NTE $274,569.95
4003 Training C.13 12 $60,589.90 NTE $727,078.78
4004 Total Maintenance NTE $5,830,135.68
Low Barrier Shelters
4004A Maintenance- New York Avenue -
1355 New York Avenue NE 12 $42,206.58 NTE $506,478.96
4004B Maintenance- Harriet Tubman -
1910 Massachusetts Avenue SE 12 $24,386.03 NTE $292,632.34
4004C Maintenance- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $28,137.72 NTE $337,652.64
4004D Maintenance- 801 East - 2700
MLK Ave SE 12 $23,448.10 NTE $281,377.16
4004E Maintenance- Pat Handy Legacy 12 $21,384.67 NTE $256,616.01
4004F Maintenance- Emery Men's
Shelter - 1725 Lincoln Road NE 12 $9,379.24 NTE $112,550.84
Permanent Supportive Housing
4004G Maintenance- La Casa Irving -
1444 Irving Street NW 12 $23,448.10 NTE $281,377.16
4004H Maintenance- Erna's House - 1107
11th Street NW 12 $11,255.09 NTE $135,061.06
Transitional Sites – Individuals
4004I Maintenance- New Endeavors -
611 N Street SE 12 $4.689.62 NTE $56,275.49
4004J Maintenance- Madison @Rolark –
4300 12th Street SE 12 $11,255.09 NTE $135,061.06
Transitional Sites - Families
4004K Maintenance- Partner Arms 3 -
342 37th Street SE 12 $40,518.32 NTE $486,219.81
Temporary Sites -Non-Congregate/ Bridge
4004L Maintenance- Valley Place - 1355
Valley Place SE 12 $28,137.72 NTE $337,652.64
4004M Maintenance- Girard Street - 1413
Girard Street NW 12 $28,137.72 NTE $337,652.64
4004N Maintenance- The Aston - 1129
New Hampshire Ave NW 12 $13,130.94 NTE $157,571.28
4004O Maintenance- E Street – 25 E
Street NW 12 $13,130.94 NTE $157,571.28
Day Center
4004P Maintenance- Adam's Place Day
Center 12 $16,882.63 NTE $202,591.59
Short-Term Family Housing

4004P
Routine Maintenance- STFH
Horizon, Terrell, Sterling,
Triumph, Kennedy, Brooks, Aya
12 $146,316.15
NTE $1,755,793.74
4005 Total Janitorial NTE $3,231,667.23
Low Barrier Shelters
4005A Janitorial- New York Avenue -
1355 New York Avenue NE 12 $25,323.95 NTE $303,887.38
4005B Janitorial- Harriet Tubman - 1910
Massachusetts Avenue SE 12 $22,594.59 NTE $271,135.07
4005C Janitorial- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $15,663.33 NTE $187,960.02
4005D Janitorial- 801 East - 801 East -
2700 MLK Ave SE 12 $93,185.38 NTE $1,118,224.52
4005E Janitorial- 801 Respite – 801 East
– 2700 MLK Ave SE 12 $24,168.86 NTE $290,026.33
4005F Janitorial- Pat Handy Legacy –
810 5th Street NW 12 $22,510.18 NTE $270,122.11
4005G Janitorial- Emery Men's Shelter -
1725 Lincoln Road NE 12 $12,661.97 NTE $151,943.69
Transitional Sites - Individuals
4005H Janitorial- Madison @Rolark –
4300 12th Street SE 12 $11,839.91 NTE $142,078.96
Temporary Sites - Non-
Congregate/ Bridge Housing
4005I Janitorial- Girard Street - 1413
Girard Street NW 12 $3,327.12 NTE $39,925.40
4005J Janitorial- Valley Place - 1355
Valley Place SE 12 $3,327.12 NTE $39,925.40
4005K Janitorial- The Aston - 1129 New
Hampshire Ave NW 12 $17,351.60 NTE $208,219.17
4005L Janitorial- E Street – 25 E St 12 $17,351.60 NTE $208,219.17
4006 Total Security NTE
$12,903,943.29
Low Barrier Shelters
4006A Security-New York Avenue - 1355
New York Avenue NE 12 $108,939.35 NTE $1,307,272.18
4006B Security-Harriet Tubman - 1910
Massachusetts Avenue SE 12 $65,538.38 NTE $786,460.54
4006C Security- Adams Place Men's
Shelter - 2210 Adam's Place NE 12 $65,538.38 NTE $786,460.54
4006D Security- 801 East - 2700 MLK
Ave SE 12 $217,004.85 NTE $2,604,058.22
4006E Security- Pat Handy Legacy 12 $76,257.54 NTE $915,090.53
4006F Security- Emery Men's Shelter -
1725 Lincoln Road NE 12 $87,151.48 NTE $1,045,817.74
4006G Security- LBGTQ site - 50 49th
Street SE 12 $32,332.27 NTE $387,987.20
Permanent Supporting Housing

4006H Security- Erna's House - 1107 11th
Street NW 12 $32,332.27 NTE $387,987.20
Transitional Sites- Individuals
4006I Security- Kia's Place - 713 50th
Street NE 12 $32,332.27 NTE $387,987.20
4006J Security- Madison @Rolark –
4300 12th Street SE 12 $65,163.74 NTE $781,964.89
Transitional Sites - Families
4006K Security- Partner Arms 3 - 342
37th Street SE 12 $32,332.27 NTE $387,987.20
Temporary Sites - Non-Congregate/ Bridge Housing
4006L Security- Vally Pace - 1355 Valley
Place SE 12 $32,332.27 NTE $387,987.20
4006M Security- Girard Street - 1413
Girard Street NW 12 $32,332.27 NTE $387,987.20
4006N Security- The Aston - 1129 New
Hampshire Ave NW 12 $97,870.64 NTE $1,174,447.73
4006O Security- E Street – 25 E Street
NW 12 $97,870.64 NTE $1,174,447.73
4007
Operations/ Low Barrier/
Emergency Shelter/Beds
Individuals

$12,795,721.30
4007A New York Avenue - 1355 New
York Avenue NE 12 $123,721.14 NTE $1,484,653.67
4007B Harriet Tubman - 1910
Massachusetts Avenue SE 12 $126,619.74 NTE $1,519,436.89
4007C Adams Place Men's Shelter - 2210
Adam's Place NE 12 $86,828.23 NTE $1,041,938.79
4007D 801 East - 2700 MLK Ave SE 12 $405,183.17 NTE $4,862,198.06
4007E 801 East Respite – 2700 MLK
Ave SE 12 $92,854.48 NTE $1,114,253.72
4007F Pat Handy - Legacy 12 $115,738.69 NTE $1,388,864.32
4007G Emery Men's Shelter - 1725
Lincoln Road NE 12 $115,364.65 NTE $1,384,375.84
4008 Operations/Permanent
Supportive Housing $821,621.39
4008A La Casa Irving - 1444 Irving Street
NW 12 $45,020.35 NTE $540,244.23
4008B Erna's House - 1107 11th Street
NW 12 $23,448.10 NTE $281,377.16
4009 Operations/ Transitional Sites -
Individuals $936,423.28
4009A New Endeavors - 611 N Street SE 12 $34,890.77 NTE $418,689.28
4009B Madison @Rolark – 4300 12th
Street SE 12 $43,144.50 NTE $517,734.01
4010 Operations/ Transitional Sites -
Families $405,183.17

4010A Partner Arms 3 - 342 37th Street
SE 12 $33,765.26 NTE $405,183.17
4011 Operations/ Transitional Sites/
Bridge Housing $7,476,720.27
4011A Valley Place - 1355 Valley Place
SE 12 $107,635.22 NTE $1,291,622.66
4011B Girard Street - 1413 Girard Street
NW 12 $143,265.26 NTE $1,719,183.15
4011C The Aston - 1129 New Hampshire
Ave NW 12 $141,895.90 NTE $1,702,750.81
4011D E Street – 25 E Street NW 12 $230,263.64 NTE $2,763,163.66
4012 Food Services $5,824,502.15
Low Barrier Shelters
4012A New York Avenue - 1355 New
York Avenue NE 12 $74,296.41 NTE $891,556.95
4012B Emery Men's Shelter - 1725
Lincoln Road NE 12 $43,259.67 NTE $519,116.09
4012C Harriet Tubman - 1910
Massachusetts Avenue SE 12 $49,410.92 NTE $592,931.01
4012D Adams Place Men's Shelter - 2210
Adam's Place NE 12 $42,291.11 NTE $507,493.27
4012E Pat Handy - Legacy 12 $57,595.94 NTE $691,151.32
4012F Nativity Shelter - St Joe's - 6010
Georgia Ave NW 12 $7,431.73 NTE $89,180.82
4012G LBGTQ Site - 50 49th St SE 12 $14,863.47 NTE $178,361.63
Transitional Site - Individuals
4012H Madison @ Rolark – 1107 11th
Street NW 12 $15,284.25 NTE $183,411.02
Day Center
4012I Adams Place Day Center 12 $43,914.22 NTE $526,970.70
4012J Special Meals Supplemental 12 $17,586.08 NTE $211,032.90
Transitional Sites - Non-Congregate/ Bridge Housing
4012K Valley Place - 1355 Valley Place
SE 12 $15,060.95 NTE $180,731.41
4012L Girard Street - 1413 Girard Street
NW 12 $13,515.99 NTE $162,191.85
4012M The Aston - 1129 New Hampshire
Ave NW 12 $31,331.91 NTE $375,982.97
4012N E Street – 25 E Street NW 12 $59,532.52 NTE $714,390.20
Total REQS/FIRM FIXED
UNIT PRICE NTE
$58,663,477.27
B.3.5 B. – REQUIREMENTS/FIRM FIXED UNIT PRICE
Item No.
(CLIN) ITEM DESCRIPTION
4013 Case Management C.5.5 $3,402,250.97
Low Barrier Shelters
4013A 801 East - 2700 MLK Ave SE -
Required Case Managers Total - 7 12 $48,847.08 NTE $586,164.99

4013B
801 East Respite – 2700 MLK
Ave SE – Required Case
Managers Total - 2
12 $13,956.31
NTE $167,475.71
4013C
Adams Place Men's Shelter - 2210
Adam's Place NE - Required Case
Managers Total - 3
12 $20,934.46
NTE $251,213.57
4013D
New York Avenue - 1355 New
York Avenue NE - Required Case
Managers Total - 5
12 $34,890.77
NTE $418,689.28
4013E
Harriet Tubman - 1910
Massachusetts Avenue SE -
Required Case Managers Total - 3
12 $20,934.46
NTE $251,213.57
4013F Pat Handy Legacy - Required Case
Managers Total - 3 12 $20,934.46 NTE $251,213.57
4013G
Emery Men's Shelter - 1725
Lincoln Road NE - Required Case
Managers Total - 2
12 $13,956.31
NTE $167,475.71
Transitional Sites – Individuals
4013H
New Endeavors - 611 N Street SE
- Required Case Managers Total -
1
12 $6,978.15
NTE $83,737.86
4013I Madison @Rolark – Required
Case Managers Total – 3 12 $20,934.46 NTE $251,213.57
4013J
Partner Arms 3 – 342 37th Street
SE – Required Case Managers
Total – 1
12 $6,978.15
NTE $83,737.86
Temporary Sites - Non-Congregate/ Bridge Housing
4013K
Vally Pace - 1355 Valley Place SE
- Required Case Managers Total -
2
12 $13,956.31
NTE $167,475.71
4013L
Girard Street - 1413 Girard Street
NW - Required Case Managers
Total - 2
12 $13,956.31
NTE $167,475.71
4013M
The Aston - 1129 New Hampshire
Ave NW - Required Case
Managers Total - 4
12 $23,131.83
NTE $277,581.94
4013N E Street – 25 E Street NW –
Required Case Managers Total - 4 12 $23,131.83 NTE $277,581.94
4014 Prime Direct Services $1,170,529.07
4014A Leasing Program Manager 12 $11,255.09 NTE $135,061.06
4014B Leasing Specialist 12 $37,516.96 NTE $450,203.48
4014C Program Assistant 12 $11,255.09 NTE $135,061.06
4014D Soar Specialist 12 $37,516.96 NTE $450,203.48
4015 Move Services C.5.40 $236,356.85
4015A Individuals 12 $6,077.75 NTE $72,932.97
4015B Families 12 $13,618.66 NTE $163,423.88
4016 Furniture Services C.5.41 $1,752,169.58
4016A One bedroom-63 12 $88,988.35 NTE $1,067,860.25

4016B Mattress-15 12 $5,064.79 NTE $60,777.48
4016C Dresser-30 12 $5,064.79 NTE $60,777.48
4016D SURGE Furniture Services-6 6 $93,792.40 NTE $562,754.38
4017 Severe Weather Services/
Overflow Shelter/Beds-Single
Adults

$9,219,258.76
4017A Severe Weather Ramp Up 1 $168,826.32 NTE $168,826.32
4017B Severe Weather Food 6 $196,964.04 NTE $1,181,784.25
4017C Severe Weather Surge 6 $56,275.44 NTE $337,652.64
4017D Severe Weather Supplies -
Blankets 1 $1,463,161.45 NTE $1,463,161.45
4017E Severe Weather Various Sites 6 $988,795.51 NTE $5,932,773.04
4017F Severe Weather Supplies 6 $22,510.18 NTE $135,061.06
Total Requirement NTE
$15,780,565.23
B.3.5 C. COST REIMBURSEMENT

Item No.
(CLIN) ITEM DESCRIPTION
4018 Specialized Supplies and Facility
Renovations 12 $70,344.30 NTE $844,131.61
4019 801 East Transportation 12 $57,400.95 NTE $688,811.39
4020
Peer Case Management Institute -
Program Admin and Contract
Services
12 $32,841.78
NTE $394,101,41
4021 Peer Case Management Institute -
Client Incentives 12 $16,144.02 NTE $193,728.20
4022 24/7 Shelter Operations 12 $270,122.11 NTE $3,241,465.37
4023 Barbering Services at 801 E. 12 $9,004.07 NTE $108,048.85
4024 Barbering Supplies 12 $2,251.02 NTE $27,012.21
4025 Surge CoC General Services 12 $34,703.19 NTE $416,438.28
4026
Preventative Maintenance - STFH
Horizon, Terrell, Sterling,
Triumph, Kennedy, Brooks, Aya
12 $46,896.58
NTE $562,758.91
4027
Pest Control – STFH: Horizon,
Terrell, Sterling, Triumph,
Kennedy, Brooks, Aya
12 $7,334.94
NTE $88,019.29
4028 Security Surge 12 $65,538.38 NTE $786,460.54
Total COST
REIMBURSEMENT NTE $7,350,976.13
CONTRACT TOTAL: NTE 81,795,018.64

B.4 An offeror responding to this solicitation is required to submit its proposal and a subcontracting
plan as required by law. Proposals responding to this RFP shall be rejected if the offeror fails to
submit a completed subcontracting plan that is required by law, per Section H.9.2. For contracts in
excess of $250,000, at least 35% of the dollar volume of the contract shall be subcontracted in
accordance with Section H.9.

A Subcontracting Plan form is available at District Agency Compliance | dslbd (dc.gov).

B.5 NONPROFIT FAIR COMPENSATION ACT OF 2020, D.C. Code § 2-222.01 et seq.

B.5.1 Nonprofit organizations, as defined in the Act, shall include in their rates the indirect costs incurred
in the provision of goods or performance of services under this contract pursuant to the nonprofit
organization's unexpired Negotiated Indirect Cost Rate Agreement (NICRA). If a nonprofit
organization does not have an unexpired NICRA, the nonprofit organization m ay elect to instead
include its indirect costs in its rates:
(1) As calculated using a de minimis rate of 10% of all direct costs under this contract;
(2) By negotiating a new percentage indirect cost rate with the awarding agency;
(3) As calculated with the same percentage indirect cost rate as the nonprofit organization
negotiated with any District agency within the past two years; however, a nonprofit
organization may request to renegotiate indirect cost rates in accordance with B.5.2; or
(4) As calculated with a percentage rate and base amount, determined by a certified public
accountant, as defined in the Act, using the nonprofit organization's audited financial
statements from the immediately preceding fiscal year, pursuant to the OMB Un iform
Guidance, and certified in writing by the certified public accountant.
B.5.2 If this contract is funded by a federal agency, indirect costs shall be consistent with the requirements
for pass-through entities in 2 C.F.R. § 200.331, or any successor regulations.
B.5.3 The Contractor shall pay its subcontractors , which are nonprofit organizations, the same indirect
cost rates as the nonprofit organization subcontractors would have received as a prime contractor.

SECTION C: SPECIFICATIONS/WORK STATEMENT

C.1 SCOPE:

C.1.1 The Government of the District of Columbia, Office of Contracting and Procurement, on behalf of
the Department of Human Services (DHS) (the "District"), is seeking a Contractor to provide
management oversight for the District’s Continuum of Care for homeless services and a network
of subcontractors/service providers responsible for delivering core services to over 5,000
individuals who seek homeless services in the District each year. These services include but are
not limited to operational services, low-barrier shelters, temporary shelters, hypothermia &
hyperthermia shelters, transitional housing, case management services within shelters, food
services, security services, janitorial services, move services, furniture purchases, and complaint
response/monitoring for homeless individuals and families in the District. The prime contractor
shall serve as a lead entity in collaboration with DHS, the District of Columbia Interagency
Council on Homelessness, and other community stakeholders to end chronic homelessness in the
District by Fiscal Year 2025. The District aims to have a systematic response to prevent
homelessness whenever possible, or if it occurs, to be brief and non-recurring.
C.1.2 APPLICABLE DOCUMENTS
The following documents apply to this procurement and are hereby incorporated by this reference.
The prime contractor shall provide the required services in accordance with the following
documents and any future revisions:

Item
#
Document
Type Title Date
1 DC Document
Homeward DC: ICH Strategic Plan – FY2021-FY2025

Homeward-DC-Report-FY2021-2025

Most
Recent
3 DC Document List of D.C. Owned and Leased Facilities
Most
Recent
4 DC Document Unusual Incident Report Form
Most
Recent
5 DC Document DC Lead Paint Disclosure Form
Most
Recent
6
DC Municipal
Regulations and
Laws
D.C. Law 22-65. Homeless Services Reform Amendment
Act of 2017.

Most
Recent

7
DC Municipal
Regulations and
Laws
D.C. Official Code § 48-104, Subtitle I. Food and Drug
Enforcement

Most
Recent
8
DC Municipal
Regulations and
Laws
Rules Relevant to Governing the Homeless Services
Continuum of Care, including Title 29, Chapter 25

Most
Recent
9
DC Municipal
Regulations and
Laws
Title 14 Housing

Most
Recent
10
DC Municipal
Regulations and
Laws
23 DCMR Alcoholic Beverages

Most
Recent
11
DC Municipal
Regulations and
Laws
25 DCMR A Food and Food Operations

Most
Recent
12
DC Municipal
Regulations and
Laws
25 DCMR B Food Processing Operations Code

Most
Recent
13
DC Municipal
Regulations and
Laws
D.C. Human Rights Act of 1977

Most
Recent
14
DC Municipal
Regulations and
Laws

DC Language Access Act of 2004
Most
Recent

15
DC Municipal
Regulations and
Laws
29 DCMR, Chapter 76 Homelessness Prevention and Rapid
Re-Housing Program

Most
Recent
16
DC Municipal
Regulations and
Laws
Trash and Recyclables Collection Process: The standards
established from the ruling in the District case DC Gov.
VS. Sierra Club 2001(Revised 2005)
Most
Recent
17
Federal
Guidelines
Regulations, and
Laws
The Americans with Disabilities Act of 1990

Most
Recent
18
District of
Columbia
Interagency
Memorandum of
Agreement
(Policies and
Procedures)
DC Department of Consumer and Regulatory
Affairs Register via the Occupational &
Professional Licensing Administration, Chapter
37: Barber & Cosmetology Regulations, Code of Ethics
and Standards of Practice.

https://dcra.dc.gov/professional-licensing

Most
Recent
19
Federal
Guidelines
Regulations, and
Laws
The 2015 Health and Human Services Poverty Guidelines

2015
20
Federal
Guidelines,
Regulations, and
Laws
U.S. Department of Agriculture, USDA Model Food Code
2013
21
Federal
Guidelines,
Regulations, and
Laws
HUD Minimum Habitability Standards for Emergency
Shelters and Permanent Supportive Housing

2014

22
Federal
Guidelines,
Regulations, and
Laws
HUD Minimum Habitability Standards for Emergency
Shelters and Permanent Supportive Housing Checklist

2014
23
Federal
Guidelines,
Regulations, and
Laws
Office of Management and Budget
Circular A-122 and A-123

Most
Recent
24
Federal
Guidelines,
Regulations, and
Laws
McKinney - Vento Homeless Assistance Act, Federal Law
No. 42 USC 11302 2009
25
Federal
Guidelines,
Regulations, and
Laws
The Homeless Emergency Assistance and Rapid Transition
to Housing Act of 2009 (HEARTH Act)

2009
26
Federal
Guidelines,
Regulations, and
Laws
Homeless Management Information System (HMIS); Data
and Technical Standards Final Notice; Notice

2004
27
Federal
Guidelines,
Regulations, and
Laws
Occupational Safety and Health Administration 1910

Most
Recent

28
Federal
Guidelines,
Regulations, and
Laws
Americans with Disability Act of 1990

Most
Recent
29
Federal
Guidelines,
Regulations, and
Laws
Title VI of the Civil Rights Act of 1964

Most
Recent
30
Federal
Guidelines,
Regulation, and
Laws
DC Living Wage Act of 2006

Most
Recent
31
Federal
Guidelines,
Regulations, and
Laws
The Child Abuse Prevention and Treatment Act

Most
Recent
32
Federal
Guidelines,
Regulations, and
Laws
The Age Discrimination in Employment Act of 1967

Most
Recent
33
Federal
Guidelines,
Regulations, and
Laws
Title IX Education Amendments of 1972

Most
Recent
34
Federal
Guidelines,
Regulations, and
Laws
Rehabilitation Act of 1973

Most
Recent
35
Federal
Guidelines,
Regulations, and
Laws
Drug-free Workplace Act of 1988

Most
Recent
36
Federal
Guidelines,
Regulations, and
Laws
2 CFR 200 (Uniform Guidance)

Most
Recent

37
Federal
Guidelines,
Regulations, and
Laws

My Plate Daily Food Guidelines

Most
Recent

C.2 DEFINITIONS

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

C.2.1 At-Risk of Homelessness : For individuals and families who do not meet the definition of
“homeless” under any of the categories established in the Federal Homeless Definition final rule,
the McKinney-Vento Act was amended to allow homeless prevention assistance to be provided to
persons who are “at risk of homelessness.” An individual or family that: (i) Has and annual income
below 40% of the median family income for the Washington DC Metropolitan Area, as determined
by HUD; or Has an annual income below 30 percent of median family income for the area, as
determined by HUD, if providing a program or service to the individual or family would require
the District or provider to expend funds that are restricted by federal law or policy on the individual
or family; (ii) Does not have sufficient resources or support networks (e.g., family, friends, faith -
based or other social networks) immediately available to prevent them from moving to an
emergency shelter or a public or private pla ce not designed for or ordinarily used as a regular
sleeping accommodation for human beings, including a car, park, abandoned building, bus or train
station, airport, or camping ground; and (iii) Meets one of the following conditions: (A) Has moved
because of economic reasons two or more times during the 60 days immediately preceding the
application for homelessness prevention assistance; (B) Is living in the home of another because
of economic hardship; (C) Has been notified in writing that their right to occupy their current
housing or living situation will be terminated within 21 days after the date of application for
assistance; (D) Lives in a hotel or motel and the cost of the hotel or motel stay is not paid by
charitable organizations or by Federal, st ate, or local government programs for low -income
individuals; (E) Lives in a single -room occupancy or efficiency apartment unit in which there
reside more than two persons or lives in a larger housing unit in which there reside more than 1.5
people per room, as defined by the US Census Bureau; (F) Is exiting a publicly funded institution
or a publicly funded system of care (such as a health -care facility, a mental health facility, foster
care or other youth facility, or correction program or institution); or (G) Otherwise lives in housing
that has characteristics associated with instability and an increased ri sk of homelessness, as
identified in the recipient’s approved consolidated plan; Unaccompanied children and youth.
Specifically, a child or youth who does not qualify as ‘‘homeless’’ under this section, but qualifies
as ‘‘homeless’’ under section 387(3) of the Runaway and Homeless Youth Act (42 U.S.C.
5732a(3)), section 637(11) of the Head Start Act (42 U.S.C. 9832(11)), section 41403(6) of the
Violence Against Women Act of 1994 (42 U.S.C. 14043e – 2(6)), section 330(h)(5)(A) of the
Public Health Service Act (42 U.S.C. 254b(h)(5)(A)), section 3(m) of the Food and Nutrition Act
of 2008 (7 U.S.C. 2012(m)), or section 17(b)(15) of the Child Nutrition Act of 1 966 (42 U.S.C.
1786(b)(15)); or Families with children and youth. Specifically, a child or youth who does not
qualify as ‘‘homeless’’ under this section but qualifies as ‘‘homeless’’ under section 725(2) of the

McKinney-Vento Homeless Assistance Act (42 U.S.C. 11434a (2)), and the parent(s) or
guardian(s) of that child or youth if living with her or him. The At Risk of Homelessness definition,
and corresponding record -keeping requirements, were published in the interim Emergency
Solutions Grants program rule on December 5, 2011.

C.2.2 Adequate nighttime residence: A housing accommodation that is not likely to jeopardize the
health, safety, or welfare of its occupants.

C.2.3 Adult: any individual who has reached the age of 18; or qualifies as an emancipated minor under
District Law.

C.2.4 Administrative Review: A legal process to determine a resolution as a result of a fair hearing
request.

C.2.5 Affordable Housing: Housing for which the occupant(s) is/are paying no more than 30 percent of
their income for gross housing costs, including utilities. Households that pay more than 30 percent
of their income for housing may have difficulty affording necessities such as fo od, clothing,
transportation, and medical care, and are considered cost-burdened by the Department of Housing
and Urban Development (HUD). Households that pay more than 50 percent of their income for
housing are considered severely cost-burdened.

C.2.6 Apartment Style: A housing unit that has separate cooking facilities and other basic necessities
to enable families to prepare and consume meals; bathroom facilities for the use of the family; and
separate sleeping quarters for adults and minor children in accordance with the occupancy
standards of Title 14 of the D.C. Municipal Regulations.

C.2.7 Area Median Income (AMI): The median divides the income distribution into two equal parts:
one-half of the cases falling below the median income and one -half above the median. HUD uses
the median income for families in metropolitan and non -metropolitan areas to calculate income
limits for eligibility in a variety of housing programs. HUD estimates the median family income
for an area in the current year and adjusts that amount for different family sizes so that family
incomes may be expressed as a per centage of the area's median income. Income limits for the
District can be found here.

C.2.8 Beverage: shall consist of at a minimum 1 cup (1/2 -pint, eight fluid ounces) of milk and/or juice
served with all meals.

C.2.9 Blended/Mixed Shelters: provide a combination of low-barrier, temporary, hypothermia, and/or
transitional housing services.

C.2.10 Bridge Housing: is a temporary apartment-style unit for participants transitioning into housing,
currently living in encampments or in shelters, who have been matched to a PSH voucher but
have not yet signed a lease. The primary objective of the program is to move participants from
Bridge Housing into permanent housing within 90 days or less after arriving.

C.2.11 Building Operating Plan (BOP): A mandatory plan, which the Contractor prepares for District
Approval and describes the Contractor's program for operating and maintaining the building, to
include both normal circumstances and contingencies.

C.2.12 Case Management: A service that engages homeless individuals and families and provides
assistance in identifying barriers, needs, and strengths; developing goals; identifying resources and
support; and, connecting homeless individuals and/or families residing in a shelter or Other
homeless services programs within the Continuum of Care to the needed resources, supports and
supportive services to achieve identified goals.

C.2.13 Chronically Homeless: As defined in HUD’s CoC Program interim rule at 24 CFR 578.3, a
chronically homeless person is an individual who:
1) Is homeless and lives in a place not meant for human habitation, a safe haven, or an
emergency shelter;
i. Has been homeless and living or residing in a place not meant for
human habitation, a safe haven, or in an emergency shelter
continuously for at least one year or on at least four separate
occasions in the last 3 years; and
ii. Can be diagnosed with one or more of the following conditions:
substance use disorder, serious mental illness, developmental
disability (as defined in section 102 of the Developmental Disabilities
Assistance Bill of Rights Act of 2000 (42 U.S.C. 15002)), p ost-
traumatic stress disorder, cognitive impairments resulting from brain
injury, or chronic physical illness or disability;

2) Has been residing in an institutional care facility, including a jail, substance abuse or
mental health treatment facility, hospital, or other similar facility, for fewer than 90 days
and met all of the criteria for a chronically homeless individual, before e ntering that
facility; or a family with an adult head of household (or if there is no adult in the family,
a minor head of household) who meets all of the criteria [as described in Section I.D.2.(a)
of HUD’s CoC Program interim rule at 24 CFR 578.3 including a family whose
composition has fluctuated while the head of household has been homeless].

C.2.14 Community for Creative Non-Violence: A single adult shelter located at 425 2nd Street, N.W.,
managed by a Board of Directors.

C.2.15 Community Liaison: A community liaison is an individual responsible for fostering
communication and collaboration between an organization, government agency, or institution and
the local community. They work to establish positive relationships, address concerns, and ensure
that the interests of both sides are understood and considered in decision-making processes.

C.2.16 Condiments: sugar, hot sauce, butter, salad dressing, mustard, relish, ketchup, salt, and pepper ,
and like items.

C.2.17 Continuum of Care (CoC): The entity authorized to carry out homelessness planning for a
community. Under the HEARTH Act, the CoC shall include representatives from nonprofit
homeless assistance providers, victim service providers, faith -based organizations, government,
businesses, advocates, public housing agencies, school districts, social service providers, mental
health agencies, hospitals, universities, affordable housing developers, law enforcement, and
organizations that serve Veterans and home less and formerly homeless individuals.
Responsibilities of the CoC include the operation of the CoC, designating and operating an HMIS,
and Continuum of Care planning. The designated CoC for the District of Columbia is the DC
Interagency Council on Homelessness. The Collaborative Applicant for the District (i.e., the legal
entity designated by the CoC to apply for and administer funding on behalf of the Continuum) is
The Community Partnership for the Prevention of Homelessness.

Under the H omeless Services Reform Act of 2005 (HSR A), a continuum of care refers to the
comprehensive system of services for individuals and families who are homeless or at risk of
homelessness, designed to serve participants based on their individual level of need. The
Continuum of Care may include crisis intervention, outreach and assessment services, shelter,
transitional housing, permanent supportive housing, and supportive services.

Continuum of Care Governance Board" means the board established to act on behalf of
organizations and agencies in the District that provide services within the Continuum of Care,
including nonprofit homeless providers, victim service providers, faith -based organizations,
government agencies, businesses, advocates, public housing agencies, school districts, social
service providers, mental health agencies, hospitals, universities, affordable housing developers,
law enforcement, and organizations that serve h omeless and formerly homeless veterans and
homeless and formerly homeless people, to operate the Continuum of Care Program pursuant to
24 C.F.R. Part 578.".

C.2.18 Congregate Style: A shelter facility or unit that consists of shared common areas, bathrooms,
and dining areas, and consists of private or shared sleeping areas/rooms.

C.2.19 Coordinated Assessment and Housing Placement (CAHP) System : Also referred to as
coordinated entry or coordinated intake. Per the HEARTH Act, HUD has required that all CoCs
establish and operate a CAHP system. A CAHP system is a participant -centered process that
streamlines access to the most appropriate housing i ntervention for each individual or family
experiencing homelessness. Within a CAHP system, participants are prioritized through a process
that is data -driven and real-time. A CAHP system shall be able to capture participant-specific
information and communicate the data needed to facilitate a housing match/referral. In addition,
the data collection and communication platform provides a portal to inform local policy and
resource decisions. A CAHP system can be broken down into four key components: 1) Assessment,

2) Navigation and Case Conferencing, 3) Housing Referral with Choice, and 4) Data Collection
and Communication.

C.2.20 Crisis Intervention: Under HSRA, this is assistance to prevent individuals and families from
becoming homeless, which may include, but need not be limited to, cash assistance for security
deposits, rent or mortgage payments, credit counseling, mediation with landlords, and su pportive
services.

C.2.21 Critical Time Intervention: Assistance with homeless persons with severe mental illness,
debilitating conditions, and diminished social and economic opportunities in their transition from
the streets, homeless shelters, hospitals, criminal justice system, or other institutional settings.

C.2.22 Culturally Competent: Under the HSRA, it refers to the ability of a provider to deliver or ensure
access to services in a manner that effectively responds to the languages, values, and practices
present in the various cultures of its participants so that the provider can respond to the individual
needs of each participant.

C.2.23 Cost Burdened: HUD considers households that pay more than 30 percent of their income for
housing and may have difficulty affording necessities such as food, clothing, transportation , and
medical care as cost burdened.

C.2.24 Daily Census: The tracking of available and occupied beds/units at shelters within the
Continuum of Care. The daily census is compiled each evening and reported each day. The
purpose of the daily census is to track capacity within the Continuum of Care as well as the
demand for shelter/housing.

C.2.25 Day Program: Defined by the HSRA to mean a facility that provides open access to structured
activities during set hours of the day to meet the supportive services needs of individuals and
families who are homeless or at risk of homelessness.

C.2.26 Deficiency: Any part of a proposal from a Contractor or any work performed by a Contractor that
fails to satisfy the District requirements.

C.2.27 Department: The District of Columbia Department of Human Services or any successor
organizational unit (in whole or in part).

C.2.28 Domestic Violence shall have the same meaning as "intrafamily offense", as defined in D.C.
Official Code § 16-1001(8).

C.2.29 Drop-in center: a facility that delivers supportive services that may include, but are not limited
to, food, clothing, showers, medical services, and employment services.

C.2.30 Drug: a controlled substance as defined in § 48 -901.02(4) of the HSRA, or the Controlled
Substances Act of 1970, approved October 27, 1970 (84 Stat. 1242; 21 U.S.C. § 801 et seq.).

C.2.31 Eating Utensils: disposable items, such as plastic knives, forks, spoons, napkins, and straws ,
packaged individually or combined and included in the boxed meals.

C.2.32 Emergency Shelter: Defined by HUD to include any facility, the primary purpose of which is to
provide temporary or transitional shelter for the homeless in general or for specific populations of
the homeless. Under the HSRA, “shelter” refers to severe weather shelter, low barrier shelter, and
temporary shelter:

a) Severe Weather Shelters protect lives in extreme hot and cold weather. Applicants for
severe weather shelter may have a 3 -day grace period from the date of application to
demonstrate proof of District residency, to repeal outdated provisions related to Rapid
Re-Housing, and the local rent supplement program

b) Temporary Shelter is used to meet short-term housing needs and other supportive
service needs. It refers to:
i) A housing accommodation for individuals who are homeless that is open either 24
hours or at least 12 hours each day, other than a severe weather shelter or low
barrier shelter, provided directly by, or through a contract with or grant from, the
District, to provide shelter and supportive services; or
ii) A 24-hour apartment-style housing accommodation for homeless individuals or
families, other than a severe weather shelter, provided directly by, or through a
contract with or grant from, the District, to provide shelter and supportive
services.

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

C.2.33 Emergency Service Call: A Service Call or other request for service placed outside of Normal
Occupant Working Hours, and of such a nature that response cannot wait for the resumption of
Normal Occupant Working Hours.

C.2.34 Engagement Services: Services and/or programs geared towards connecting or reconnecting
persons who are homeless or at risk of homelessness to the need for social support.

C.2.35 Exterior: Entrances, landing, steps, sidewalks, parking areas, facades, moats, and lawns located
adjacent to the building and extending to the established property line.

C.2.36 Family - Under the HSRA, family means:

a) A group of individuals with at least one minor or dependent child, regardless of blood
relationship, age, or marriage, whose history and statements reasonably tend to demonstrate
that they intend to remain together as a family unit; or

b) A pregnant woman in her third trimester.

C.2.37 Family Median Income: See the Area Median Income (AMI) definition above.

C.2.38 Family Service Prioritization Decision Assistance Tool (F -SPDAT): The F -SPDAT is an
evidence-informed approach to assessing a family’s acuity and was developed by OrgCode
Consulting. The tool, across multiple components, prioritizes who to serve next and why, while
concurrently identifying the areas in the person or fami ly’s life where support is most likely
necessary to avoid housing instability.

C.2.39 Family Stabilization: A set of interventions designed to ensure the safety and well-being of youth
in their homes and preserve, support, and stabilize their families.

C.2.40 Fire Protection Systems: Systems and equipment installed in the building to detect fires or heat
or smoke, alarm occupants of possible fire, activate certain emergency responses in other systems
and equipment (e.g., Elevator recall, stairwell pressurization), and suppress fires. These systems
include Electrical, Mechanical, Instrumentation, and Control components.

C.2.41 Harm Reduction: Harm Reduction is defined as an aspect of a program’s design established by
a set of policies and the resulting procedures and practices of which the objective is to reduce the
negative consequences of participants' continued use of drugs and/or alcohol, or failure to be
medication compliant. In shelter settings, harm reduction is intended to prevent a participant’s
termination from the program based solely on his or her inability to stop using drugs or alcohol or
failure to take prescribed medications. Harm reduction is not intended to prevent the termination
of a participant whose actions or behavior constitute a threat to the safety of other participants and
staff.

C.2.42 Hazardous Materials: Any waste, substances, radiation, or materials, whether solids, liquids, or
gases, that are:

(a) hazardous, toxic, infectious, explosive, radioactive, carcinogenic, or mutagenic;
(b) now or become defined as pollutants, contaminants, hazardous wastes or
substances, toxic substances, radioactive materials, solid waste, or other similar
designations in or otherwise subject to District and Federal regulations
(c) present on the premises and can cause or threaten to cause a nuisance pursuant to
applicable statutory or common law upon the premises, facilities, or properties;
and/or
(d) polychlorinated biphenyls, asbestos, lead -based paint, urea -formaldehyde foam
insulation, petroleum and petroleum products, including gasoline and crude oil, that
pose a hazard to human health, safety, natural resources, industrial hygiene, the

environment, or an impediment to working conditions.
C.2.43 Heating, Ventilation, and Air-Conditioning (HVAC): HVAC includes all systems with the
function of providing ventilation or temperature control to building spaces. HVAC equipment is
a subset of Mechanical, Electrical , and Control equipment and systems, and it intersects the
definitions of each of these categories.

C.2.44 HEARTH Act: The Homeless Emergency Assistance and Rapid Transition to Housing
(HEARTH) Act was signed by President Obama on May 20, 2009. The HEARTH Act amends and
reauthorizes the McKinney-Vento Homeless Assistance Act with substantial changes, including a
consolidation of HUD’s competitive grant programs, the creation of a Rural Housing Stability
Assistance Program, a change in HUD’s definition of homelessness and chronic homelessness, a
simplified match requirement, an increase in prevention resources, and an increase in emphasis on
performance.

C.2.45 Homeless: Under HSRA, the definition is limited to individuals and families that:
a. Lack a fixed, regular residence that does not jeopardize the health, safety, or welfare
of its occupants, and lack the financial ability to immediately acquire one; or
b. Have a primary nighttime residence that is:
i. A supervised, publicly or privately operated shelter or transitional housing
facility designed to provide temporary living accommodations; or
ii. A public or private place not designed for, or ordinarily used as, regular
sleeping accommodation for human beings.

Under HUD’s Homeless Definition Final Rule, the term is more expensive, establishing four
categories of homelessness for use by the homeless assistance programs administered by HUD
under the McKinney-Vento Homeless Assistance Act. These categories are:

a. An individual or family who lacks a fixed, regular, and adequate nighttime residence,
meaning:
i. An individual or family with a primary nighttime residence that is a
public or private place not designed for or ordinarily used as a regular
sleeping accommodation for human beings, including a car, park,
abandoned building, bus or train station, airport, or camping ground;
ii. An individual or family living in a supervised publicly or privately
operated shelter designated to provide temporary living arrangements
(including congregate shelters, transitional housing, and hotels and
motels paid for by charitable organizations or by Federal, state, or local
government programs for low-income individuals); or
iii. An individual who is exiting an institution where he or she resided for 90
days or less and who resided in an emergency shelter or place not meant
for human habitation immediately before entering that institution;

b. An individual or family who will imminently lose their primary nighttime residence,
provided that:
i. The primary nighttime residence will be lost within 14 days of the date
of application for homeless assistance;
ii. No subsequent residence has been identified; and
iii. The individual or family lacks the resources or support networks (e.g.,
family, friends, faith -based or other social networks) needed to obtain

other permanent housing;

c. Unaccompanied youth under 25 years of age, or families with children and youth,
that do not otherwise qualify as homeless under this definition, but that: 1) Are
defined as homeless under section 387 of the Runaway and Homeless Youth Act (42
U.S.C. 5732a), section 637 of the Head Start Act (42 U.S.C. 9832), section 41403 of
the Violence Against Women Act of 1994 (42 U.S.C. 14043e –2), section 330(h) of
the Public Health Service Act (42 U.S.C. 254b(h)), section 3 of the Food and
Nutrition Act of 2008 (7 U.S.C . 2012), section 17(b) of the Child Nutrition Act of
1966 (42 U.S.C. 1786(b)), or section 725 of the McKinney -Vento Homeless
Assistance Act (42 U.S.C. 11434a); 2) Have not had a lease, ownership interest, or
occupancy agreement in permanent housing at any time during the 60 days
immediately preceding the date of application for homeless assistance; 3) Have
experienced persistent instability as measured by two moves or more during the 60-
day period immediately preceding the date of applying for homeless assistance; and
4) Can be expected to continue in such status for an extended period of time because
of chronic disabilities, chronic physical health or mental health conditions, substance
addiction, histories of domestic violence or childhood abuse (including neglect), the
presence of a child or youth with a disability, or two or more barriers to employment,
which include the lack of a high school degree or General Education Development
(GED), illiteracy, low English proficiency, a history of incarceration or detention for
criminal activity, and a history of unstable employment; or

d. Any individual or family that: 1) Is fleeing, or is attempting to flee, domestic
violence, dating violence, sexual assault, stalking, or other dangerous or life -
threatening conditions that relate to violence against the individual or a family
member, inclu ding a child, that has either taken place within the individual’s or
family’s primary nighttime residence or has made the individual or family afraid to
return to their primary nighttime residence; 2) Has no other residence; and 3) Lacks
the resources or s upport networks (e.g., family, friends, faith-based or other social
networks) to obtain other permanent housing.

C.2.46 Homeless Management Information System (HMIS): HMIS" means the Homeless
Management Information System designated by the Continuum of Care Governance Board to
comply with the U.S. Department of Housing and Urban Development's data collection,
management, and reporting standards and used to collect client-level data and data on the provision
of housing and services to homeless individuals and families and people at risk of homelessness.".
A software application designed to record and store participant -level information on the
characteristics and service needs of people experiencing homelessness. Each CoC maintains its
own HMIS, which can be tailored to meet local needs, but also shall conform to HUD HMIS Data
and Technical Standards.

C.2.47 Homeward DC: The five -year comprehensive Interagency Council on Homelessness strategic
plan.

C.2.48 Household Type: The composition of a household upon entering a shelter program. People enter
the shelter as either an individual or as part of a family.

C.2.49 Housing Inventory Count (HIC): Required by HUD, the HIC is a point-in-time inventory of all
of the dedicated beds and units within a Continuum of Care’s homeless services system,

categorized by type of project and population served.

C.2.50 Housing First: Under the HSRA, Housing First means a program that provides participants with
immediate access to independent permanent housing and supportive services without prerequisites
for sobriety or participation in psychiatric treatment. Participants in Housing F irst programs may
choose the frequency and type of supportive services they receive, and refusal of services will have
no consequence on their access to housing or on the continuation of their housing and supportive
services.

HUD encourages all recipients of CoC Program-funded PSH to follow a Housing First approach
to the maximum extent practicable. To that end, a Housing First orientation is specified as one of
the universal qualities that a coordinated assessment process should include. Coordinated
assessment tools should not be used to determine “housing readiness” or screen people out for
housing assistance; therefore, they should not encompass an in-depth clinical assessment. A more
in-depth clinical assessment can be admin istered once the individual or family has obtained
housing to determine and offer an appropriate service package.

C.2.51 Hyperthermia Shelter: Under the HSRA, this is defined as a public or private building that the
District shall make available for the purpose of providing shelter to individuals or families who are
homeless and cannot access other shelter, whenever the actual or forecasted tempe rature or heat
index rises above 95 degrees Fahrenheit. The term hyperthermia shelter does not include an
overnight shelter.

C.2.52 Hypothermia Shelter: Under the HSRA, this is defined as a public or private building that the
District shall make available to provide shelter to individuals or families who are homeless and
cannot access other shelter, whenever the actual or forecasted temperature, including the wind chill
factor, falls below 32 degrees Fahrenheit.

C.2.53 Imminent risk of becoming homeless : the likelihood that an individual's or family's
circumstances will cause the individual or family to become homeless in the absence of prompt
government intervention.

C.2.54 Imminent threat to health or safety: an act or credible threat of violence on the grounds of a
shelter or supportive housing facility.

C.2.55 Individual: Refers to a person who is not a part of a family during an episode of homelessness.

C.2.56 Individual with a disability: a person with a physical or mental impairment that substantially
limits the major life activities of the person.

C.2.57 Individualized Housing Stability Plan: A written document developed by the Case Manager
(CM) assigned to work with the homeless youth and youth at risk of homelessness placed in their
facility. The plan outlines the goals and objectives for homeless youth and youth at risk of
homelessness, with collaboration from the subcontractors. The document delineates the roles and
responsibilities of all parties involved in the execution of the case plan. Case plans are reviewed
periodically to assess progress and identify barriers to meeting the plan’s goals and objectives.

C.2.58 Interagency Council on Homelessness: The city-wide council is made up of District agency
directors, representatives from the homeless provider community, homeless advocates, and
current/formerly homeless individuals. The City Administrator chairs the council and
formulates policy for homeless services. The Homeless Services Reform Act mandates it.

C.2.59 Interim Housing: Shelter or temporary housing programs are designed to provide people
experiencing homelessness with a stable and safe place to sleep while they pursue permanent
housing.

C.2.60 Length of Stay: Defined by HUD, the average cumulative number of days a household
receives assistance in a given program intervention. This is measured from entry to exit (or
the last day of the reporting period) within the given program.

C.2.61 Length of Time Homeless: Defined by HUD, the average cumulative number of days
households receive outreach services, emergency shelter, and transitional housing as
measured by their sum total days of program participation. For each program enrollment, this
is measured from the first program entry to the exit or the last day of the reporting period.

C.2.62 LGBTQ: a person who self -identifies as lesbian, gay, bisexual, transgender, gender
nonconforming, queer, or questioning their sexual orientation or gender identity and expression.

C.2.63 Low Barrier Shelter: Defined by the HSRA, a low barrier shelter is used to shelter and engage
individuals who avoid temporary shelter because of identification, time limit, or other program
requirements. It refers to overnight housing accommodations for individuals who are homeless,
provided directly by, or through a contract with or grant from, the District, to provide shelter to
individuals without the imposition of identification requirements , time limits, or other program
requirements.

C.2.64 Meals -means food that is served at a food service site, and which meets the nutritional
requirements described in 7 CFR Part 225.

C.2.65 Member agency: the District agencies or divisions thereof represented on the Interagency Council
pursuant to § 4-752.01(b).

C.2.66 Non-Congregate Shelter: Private units or rooms used as transitional housing to individuals and
adult households, and do not require occupants to sign a lease or occupancy agreement. The
primary objective of the program is to move participants from NCS into permanent housing
within 90 days or less after arriving.

C.2.67 Office means the Office of Shelter Monitoring established pursuant to § 4-754.51.

C.2.68 Occupational Safety and Health Administration (OSHA): OSHA is the Federal Government
agency responsible for providing the rules and regulations on safety and health requirements in
the workplace.

C.2.69 Outreach Beds: As defined by this plan, outreach beds refer to shelter for high-need individuals,
often with severe and persistent mental illness, who are living on the street and are hard to reach
and unwilling or unable to engage in services. The primary purpose is to provide a safe and low-
pressure setting for participants to build trust and begin the engagement process.

C.2.70 Participant: a participant is an individual or family seeking, receiving, or eligible for services from
a program covered by § 4-754.01 of the HSRA.

C.2.71 Permanent Housing: As defined by HUD, permanent housing refers to community-based housing
without a designated length of stay and where the participant is the leaseholder. Permanent housing

models included in this plan are Rapid Re-Housing, Permanent Supportive Housing, and Targeted
Affordable Housing. Individuals and families who are living in permanent housing are no longer
considered to meet the HUD homeless definition.

C.2.72 Permanent Supportive Housing (PSH): Defined in the HSRA as supportive housing for an
unrestricted period of time for individuals and families who were once homeless and continue to
be at imminent risk of becoming homeless, including persons with disabilities as defined in 24
C.F.R. 582.5, fo r whom self -sufficient living may be unlikely and whose care can be supported
through public funds.

Likewise, under the CoC Interim Rule, HUD defines PSH as permanent housing that provides
supportive services to assist homeless individuals with disabilities in living independently.

C.2.73 Pest Control: Those measures which are necessary to suppress the population of crawling and flying
insects, rats, mice, and any other species that become a pest within or around the Facility.

C.2.74 Point-in-Time Count: An unduplicated one -night estimate of both sheltered and unsheltered
homeless populations. The one -night count, conducted according to HUD standards by CoCs
nationwide, occurs during the last week in January of each year.

C.2.75 Point-in-Time Survey - An annual regional enumeration of the homeless population conducted
by the Metropolitan Washington Council of Governments for persons who are living on the
streets, in emergency shelters, in transitional and permanent housing, or otherwise homeless and
in need of help to obtain safe shelter.

C.2.76 Prevention Services - Those services that assist persons in crisis while creating new resources
and service methodologies that reduce the incidence of crisis and prevent an individual or
family from becoming homeless. Services typically include financial assistance.

C.2.77 Prime contractor: The prime contractor is the District’s contracting party under this contract.

C.2.78 Program Rules: means the set of provider Program Rules, participant rights, and complaint and
appeal procedures, including those proposed by a particular provider for the purpose of governing
the behavior and treatment of its participants and approved by the Mayor, subject to DC Code § 4-
754.32.

C.2.79 Progressive Engagement: Defined by the US Interagency Council on Homelessness as a case
management strategy of offering a small amount of assistance initially and adding more
assistance as needed to help each household reach stability. This strategy uses the lightest
touch possible for each household to be successful, knowing more assistance can be added
later if needed. Assessment is critical to this strategy, but for the purpose of identifying a
household’s strengths and barriers, not to determine the amount of assistance they w ill
ultimately need.

C.2.80 Provider: An individual, firm, partnership, corporation, or other organization selected by the
prime contractor to serve as a subcontractor and to provide shelter and/or supportive services to
homeless persons.

C.2.81 Public Assistance: means government-funded payments in or by money, medical care, remedial
care, shelter, goods, or services to, or for the benefit of, needy persons.

C.2.82 Resident of the District: An individual or family living in the District of Columbia voluntarily,
not for a temporary purpose, and has no current intention of moving from the District. The term
"resident of the District" shall be interpreted and applied in accordance with section 4- 205.03
of the D.C. Code.

C.2.83 Response Time: The time allowed the Contractor by the District after initial notification to be
physically on the premises at the work site, with appropriate tools, equipment, and materials, ready
to perform the required work.

C.2.84 Safe Environment: Defined as either: 1) a physical location that protects homeless persons from
harm from abuse, assault, threat, exhaustion, or the elements; or 2) a psychological/emotional
“space” where homeless persons are entitled to speak, to be respected, to tell their story, to ask for
help, and to be heard.

C.2.85 Self-sufficiency: A functional and economic state based on the provision of services that result
in less dependency on governmental support systems while at the same time, maintaining
permanent housing and employment.

C.2.86 Service Call: A response to a tenant or agency complaint, or a response to an observation that
some equipment, system, or material covered by the contract is inoperable, dysfunctional , or
deteriorated, or that performance standards of the contract are not being met. The Service Call
response involves analysis of the problem and adjustment of operating or monitoring controls or
other immediate corrective action. A requirement to perform a Repair may result from the analysis
stage of a Service Call. Service Calls may be generated automatically from interfaces from Benefit
Allocation Systems (BAS) or diagnostic software. A service call can be either an Emergency or a
Non-emergency service call.

C.2.87 Service Plan: Defined by HSRA to mean a written plan, collaboratively developed and agreed
upon by both the provider and the participant, consisting of time -specific goals and objectives
designed to promote self -sufficiency and attainment of permanent housing and based on the
participant’s individually assessed needs, desires, strengths, resources, and limitations.

C.2.88 Service Provider: Contractor or subcontractor that provides direct shelter and related services.

C.2.89 Severely Cost Burdened: Households that pay more than 50 percent of their income for housing
are considered severely cost-burdened by HUD.

C.2.90 Severe weather conditions: Refers to outdoor weather conditions whenever the actual or
forecasted temperature, including the wind chill factor or heat index, falls below 32 degrees
Fahrenheit or rises above 95 degrees Fahrenheit.

C.2.91 Service Call: A response to a tenant or agency complaint, or a response to an observation that
some equipment, system, or material covered by the contract is inoperable, dysfunctional , or
deteriorated, or that performance standards of the contract are not being met. The Service Call
response involves analysis of the problem and adjustment of operating or monitoring controls or
other immediate corrective action. A requirement to perform a Repair may result from the analysis
stage of a Service Call. Service Calls may be generated automatically from interfaces to BAS or
diagnostic software. A service call can be either an Emergency or a Non-emergency service call.

C.2.92 Shelter Diversion: Diversion services are used to prevent homelessness for people seeking to enter
shelter by helping them identify immediate alternative housing arrangements and, if necessary,
connect them with services or financial assistance to help them return to permanent housing.

C.2.93 Site-Based: A housing/homeless program that is centralized in one or more specific
building(s)/facility (ties) in which all (or most) occupants/tenants are participants in the same
program.

C.2.94 Severe Weather Shelter: means a hyperthermia shelter or a hypothermia shelter.

C.2.95 Supportive Housing: As defined by the HSRA, transitional housing and permanent supportive
housing.

C.2.96 Supportive Services - An array of social services aimed at enabling housing stability and the
improved quality of life of an individual or family who is at risk of homelessness, experiencing
homelessness, or is formerly homeless and requires ongoing assistance. These services may
include employment, physical health, mental health, alcohol and other substance abuse
recovery, childcare, transportation, case management, and other health and social service
needs, which, if unmet, may be barriers to obtaining or maintaining permanent housing.

C.2.97 Suitability Screening is assessing the character, reputation, and fitness for duty of each applicant,
appointee, volunteer, and employee through uniform background checks, and drug and alcohol
testing as deemed necessary.

C.2.98 Targeted Affordable Housing (TAH): Units or subsidies that offer long -term affordability and
are dedicated for use by the homeless services system. TAH is not intended to address affordable
housing in the community more broadly but is targeted to key populations that do not need ongoing
support services and that, but for long-term subsidies, could not exit homelessness or would return
to homelessness.

C.2.99 Toiletries: a personal care kit that may include soap, shampoo, shaving cream, razor, deodorant,
toothpaste, and toothbrush.

C.2.100 Transitional Housing: Defined by the HSRA to mean a 24 -hour housing accommodation,
provided directly by, or through a contract with or grant from, the District, for individuals and
families that:

a) Are homeless;
b) Require a structured program of supportive services for up to two years or as long as
necessary in order to prepare for self-sufficient living in permanent housing; and
c) Consent to a case management plan developed collaboratively with the provider.
Under the Interim CoC Rules, HUD similarly defines Transitional Housing to mean housing
in which all program participants have signed a lease or occupancy agreement, the purpose
of which is to facilitate the movement of homeless individuals and families in to permanent
housing within 24 months or such longer period as HUD determines necessary. The program
participant shall have a lease or occupancy agreement for a term of at least one month that
ends in 24 months and cannot be extended. Individuals and famil ies living in Transitional
Housing are included under the HUD definition of homelessness.

C.2.101 Transition Aged Youth Vulnerability Index-Service Prioritization Decision Assistance Tool
(TAY-VI-SPDAT): The TAY-VI-SPDAT is an evidence-informed approach to assessing a youth

aged 24 or younger acuity and was developed by OrgCode Consulting. The tool, across multiple
components, prioritizes who to serve next and why, while concurrently identifying the areas in a
person's life where support is most likely necessary to avoid housing instability.

C.2.102 Trauma-Informed Care: Most individuals seeking public behavioral health services and many
other public services, such as homeless and domestic violence services, have histories of physical
and sexual abuse and other types of trauma-inducing experiences. Trauma-informed organizations,
programs, and services are based on an understanding of the vulnerabilities or triggers of trauma
survivors that traditional service delivery approaches may exacerbate , so that these services and
programs can be more supportive and re-traumatization can be avoided.

C.2.103 Turnover: The rate at which units or beds become available as households exit a program model
and/or homelessness.

C.2.104 Utensils (Eating): Disposable items, such as plastic knives, forks, spoons, napkins, and straws,
packaged individually or combined and included in the boxed meals.

C.2.105 Vulnerability Index -Service Prioritization Decision Assistance Tool (VI -SPDAT): The
Vulnerability Index is a tool for identifying and prioritizing the homeless population for housing
according to the fragility of their health. The SPDAT is an evidence -informed approach to
assessing an individual’s or family’s acuity. The VI -SPDAT tool, across multiple components,
prioritizes who to serve next and why, while concurrently identifying the areas in the person or
family’s life where support is most likely necess ary in order to avoid housing instability. Co -
occurring social and medical factors are the primary factors that contribute to homelessness. The
VI-SPDAT was created through the merger of the Vulnerability Index, owned and made popular
by Community Solutions, and the SPDAT Prescreen Tool, which is part of the SPDAT tool suite
owned and created by OrgCode Consulting, Inc.

C.2.106 Weapon: means any pistol or other firearm (or imitation thereof), or other dangerous or deadly
weapons, including a sawed -off shotgun, shotgun, machine gun, rifle, dirk, bowie knife, butcher
knife, switchblade knife, razor, blackjack, billy club or metallic or other false knuckles, as
referenced in DC Code § 22-4502, and any air gun, air rifle, canon, torpedo, bean shooter, sling,
projectile, dart, BB gun, spring gun, blow gun, other dangerous missile or explosive, or other
dangerous weapon or ammunition of any character, as referenced in Chapter 23 of Title 24 of the
District of Columbia Municipal Regulations.

C.2.107 Youth: a person who is under 18 years of age.

C.3 BACKGROUND

C.3.1 The mission of the DHS is to provide temporary support and assistance to low -income families
and individuals while helping them maximize their potential for economic security and self -
sufficiency. Within DHS, the Family Services Administration (FSA) provid es protection,
intervention, and supportive services to meet the needs of vulnerable adults and families
experiencing or at risk of homelessness.

C.3.2 The Continuum of Care is a requirement for every jurisdiction across the country that receives
Federal funding. The focus of the CoC approach is to move homeless funding decisions to local
communities and to ensure a community -wide, data-driven planning process is used to produce a

well-coordinated continuum of emergency shelter, supportive services, and permanent housing
options to meet the unique needs of households experiencing homelessness.

C.3.3 Since the inception of the CoC approach, HUD has required that each community receiving Federal
funding identify a lead entity to coordinate the community’s data collection and planning activities
and assemble the community’s application for Federal funding. In the District, the lead agency is
The Community Partnership for the Prevention of Homelessness.

C.3.4 Since the inception of the CoC model, the District’s homeless services system has continued to
grow and evolve. Several key pieces of legislation have had a significant influence on the size and
scope of the City’s homeless services system. In 1984, the City Council of the District of Columbia
enacted the D.C. Right to Overnight Shelter Act, requiring the District to provide shelter to anyone
in need when temperatures were at or below freezing. In 2005, the City passed the Homeless
Services Reform Act (HSRA), which established standards for the programming provided within
the CoC. These two pieces of legislation had a dramatic impact on the amount of local investment
in homeless services in the years that followed. As investments in affordable hous ing production
and preservation waned, the District’s investment in emergency shelter and services steadily grew.
To ensure these resources could be administered expeditiously and to ensure coordination with the
federal resources flowing into the community, the District chose to use a management contract to
administer the resources to the network of shelter and service subcontractors in the community.

C.3.5 In more recent years, sweeping changes at the Federal level have also prompted changes in the
local landscape. Following years of research, demonstration projects, and direct experience, the
Federal government has moved away from transitional approaches th at required people
experiencing homelessness to progress through a series of programs to demonstrate their
“readiness” for permanent housing. Instead, they now promote (and prioritize funding) programs
that employ a “Housing First” approach. Housing First programs help people exit shelters as
quickly as possible into permanent housing and provide the services once in housing to help them
stabilize and retain that housing. Subsidies and services may be short-term (such as the Rapid Re-
Housing model), long-term and intensive (such as Permanent Supportive Housing), or something
in between. The Federal government also promotes the use of a common tool and protocol
throughout the community for assessing participants and matching them to the right interve ntion
(known as Coordinated Entry). These changes to Federal policy were codified in the Homeless
Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009. The US
Interagency Council on Homelessness (USICH) then released Opening Doors in 2010, the first
comprehensive national strategic plan to prevent and end homelessness. Opening Doors served as
a guide for communities around the country to undertake a system-wide change.

C.3.6 In July 2021, to align with these changes at the Federal level and to guide the City’s work to
transform its homeless service system, the District of Columbia Interagency Council on
Homelessness (ICH) released Homeward DC 2.0. The plan is a continuation of the Mayor’s 2015
Homeward DC data-driven strategy that models the investments needed over five years to
eliminate chronic homelessness in the city, and to make homelessness rare, brief, and non -
recurring. Homeward DC’s implementation will include b uilding infrastructure in the crisis
response system, increasing the supply of and reducing barriers to supportive and affordable
housing, increasing the economic capital of households, and focusing on homeless prevention
efforts.

C.3.7 The District has made unprecedented investments in the Homeward DC plan, including millions
of additional dollars for permanent and affordable housing. The Homeward DC Plan requires an

expanded role for agencies across the District government, including the DC Housing Authority,
the Department of Housing and Community Development, and the Department of Behavioral
Health, among others. However, while the District continues to transform i ts homeless service
system into one that focuses on permanent housing solutions, it must , at the same time, continue
to meet the emergency needs of our vulnerable neighbors who are experiencing homelessness
today. Accordingly, through this solicitation, the District shall continue to procure management
and administrative support for a set of core Continuum of Care programs, including low-barrier
shelter, temporary shelter, hypothermia shelter, transitional housing, and youth programs.
Additionally, this solicitation shall procure centralized housing -focused case management
services, meals, security services, maintenance services, and janitorial s ervices to support
programming in this scope of work.

C.4 REQUIREMENTS

The prime contractor shall provide management oversight for the District’s Continuum of Care for
homeless services and a network of subcontractors/service providers, in accordance with the
provisions prescribed in this solicitation. In addition, the prime contractor shall ensure that all
subcontractors perform ing services under this solicitation perform the requirements of their
respective subcontracts in accordance with the provisions listed in Section C. 4, “Requirements,”
and Section C.1.2, “Applicable Documents.” The prime contractor shall operate all programming
according to Housing First principles. Once the award has been officially made to the prime
contractor, the District reserves the right to modify the scope and quantity of services outline d in
Section C.

C.4.1 ADMINISTRATIVE MANAGEMENT OVERSIGHT

C.4.1.1 The prime contractor shall maintain an office within the District of Columbia to provide
management services of the homeless services network and provide space for staff, training,
meetings, and file management.

C.4.1.2 The prime contractor shall use all reasonable efforts (email, text, phone, and/or in person) to
respond to the District’s written and verbal communication within twenty -four hours or the next
business day unless an alternative deadline has been identified

C.4.1.3 The District reserves the right to demand a change in or removal of any prime contractor employee,
or subcontractor, based on unsatisfactory performance with respect to any subsequent work that
derives from this award at no additional cost to the District.

C.4.1.4 The prime contractor shall require all subcontractors to participate in the District’s Coordinated
Assessment and Housing Placement (CAHP) system, including the use of a common assessment
tool and protocols (for all programs), and use of a centralized referral system (versus individualized
waitlists) to fill beds/units for all transitional and permanent housing programs.

C.4.1.5 The prime contractor shall monitor all CAHP participation to ensure subcontractors’ compliance
with the District’s CAHP procedures. The prime contractor shall ensure that all subcontractors
for programs and services under this contract have a representative at all applicable CAHP
meetings, who can provide participant information and updates needed to match a participant to a
housing resource.

C.4.1.6 The prime contractor shall monitor all CAHP participation to ensure compliance with the District’s
CAHP procedures.

C.4.1.7 The prime contractor shall have an appointed representative to serve on, attend the meetings of,
and participate in the work of the District's Interagency Council on Homelessness. The prime
contractor shall also designate staff to attend and participate in the work of ICH committees and
workgroups.

C.4.1.8 The prime contractor shall collaborate with the District and the ICH to develop the annual
Winter Plan for hypothermia services that shall be completed by September 1st of each year.

C.4.1.9 Unless otherwise exempted for reasons of participant safety and confidentiality, the prime
contractor shall endeavor to make a positive identification of every person that utilizes shelter or
services under this Statement of Work (SOW) – consisting at a minimum of all “universal” HMIS
data elements as defined in HUD’s Final Notice on HMIS Data Standards.

C.4.1.10 The prime contractor shall collect the address and contact phone number (if any) of a person to
be contacted in case of emergency from the participant and comply with all HMIS requirements.

C.4.1.11 The prime contractor shall enter accurate bed assignment and utilization data into the DC CoC’s
HMIS to support the operation of the HMIS Dashboard system daily. If the program is exempt
from DC CoC HMIS participation, the assignment of beds and the discharge of participants shall
be reported manually in the manner prescribed by the District daily.

C.4.1.12 The prime contractor shall establish Program Rules and submit them to the District within 30 days
of the contract award in accordance with the requirement. Each participant should be provided
with a copy of the program rules upon program entry. Additionally, for shelter and transitional
housing programs, the prime contractor shall ensure these rules are posted in common areas,
including dining rooms , meeting areas, common hallways, and administrative offices, in each
facility. For scattered-site programs, such as rapid re-housing, the prime contractor shall ensure
that rules are posted in participant-facing areas of program administrative offices.

C.4.1.13 The District reserves the right to demand a change in or removal of any Program Rules provided
by the prime contractor or the subcontractors, based on lack of compliance with Federal or local
law or unsatisfactory performance at no additional cost to the District. The District must approve
Program Rules and shall not be distributed to subcontractor participants without the District’s
prior approval.

C.4.1.14 The prime contractor shall develop and submit for the District’s approval a Code of Conduct
policy within thirty days of the contract award for all staff. The policy shall ensure that all staff
treat participants at a high standard of professionalism, dignity, safety, service quality, and
respect.

C.4.1.15 The prime contractor shall develop, submit to the District within thirty days of award, and
implement a non-fraternization policy for all staff and all subcontractors. The non-fraternization
policy shall prohibit personal relationships or social interactions with participants of all
programs and services under this contract that go beyond the scope of professional duties,
including communicating with participants about non-job-related issues, exchanging gifts,
spending an inappropriate or excessive amount of time with participants, or taking steps to be
alone with a participant.

C.4.1.16 The prime contractor shall submit any requested information, including, but not limited to,
reports, data, and participant updates requested by DHS, whether through written or verbal
communication, within three business days. The District reserves the right to request an early
submission of a request as needed. The prime shall acknowledge all requests in written
communication within 24 to 48 hours of request initiation.

C.4.2 FINANCIAL MANAGEMENT AND INVOICING

C.4.2.1 The prime contractor shall establish and maintain a financial management system for the monthly
disbursement and record of payments to subcontractors in the Continuum of Care. The system shall
be submitted within thirty days of contract award and updated annually.

C.4.2.2 The prime contractor’s financial management system shall, at a minimum, track disbursements and
expenditures for each subcontractor by month. The financial management system shall track
expenditures for each subcontractor/ by Contract Line -Item Number, description, and quantity of
goods and/or services. The description of goods and/or services may include, but is not limited to,
personnel costs, services (supportive and direct), administrative fees, food, and other operating
costs.

C.4.2.3 The prime contractor shall submit monthly invoices via the e -invoicing portal to the CA within
fifteen calendar days after the close of each month. Invoices from the prime contractor shall
include, at a minimum:
a. Business name
b. Remittance address of the business concern
c. Invoice number
d. Invoice period (date)
e. Contract/Purchase Order number or other authorization for delivery of goods
or services
f. Description of services, supplies, materials, and equipment
g. Price and quantity of goods and services delivered or rendered
h. Provider’s DUNS number
i. Submit back-up documentation for each subcontractor and applicable site,
which shall include all expenditures by quantity and line-item category.

C.4.2.4 The prime contractor shall only submit monthly invoices for delivered goods and/or services. The
invoices shall include the quantity of delivered goods and/or services as requested by the District.

C.4.2.5 The prime contractor shall include a reconciliation of all monthly expenditures in its submission.
This includes, but is not limited to, all subcontractor invoices.

C.4.2.6 The prime contractor shall identify and include all federal earmarked fund use in monthly invoices.

C.4.2.7 The prime contractor shall track all benefits and services provided by funding sources in HMIS
and the agency’s general ledger. All expenditures shall be reconciled on each monthly invoice to
ensure accuracy.

C.4.2.8 The prime contractor shall comply with the guidelines of the Office of Management and
Budget(OMB) Super Circular . The prime contractor shall comply with, and ensure its sub -

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

C.4.2.9 The prime contractor shall provide (and ensure that its subcontractors provide) homeless services
in accordance with policies, standards, and best practices as developed and/or approved by the
District. The District may request that the prime contractor participate in the development of
written policies. All formal policy guidance (i.e., written guidance establishing new policy and/or
interpretations of existing policy/law) shall be submitted to the District for review/approval prior
to distribution.

C.4.2.10 The prime contractor shall facilitate data and information sharing across service providers within
the Continuum of Care, within the permissible bounds of the law and the District’s release of
information policies, to enable effective outreach, identification/location of participants , and
connection to housing and services.

C.4.2.11 The prime contractor shall require all agencies providing direct services to participants (including
both the prime contractor, as applicable, and subcontractors) to use the District’s Homeless
Management Information System to capture participant -level data, including housing -focused
case management notes and supporting documentation, in accordance with standards and policies
governing the use of the District’s HMIS.

C.4.3 ADMINISTRATIVE REPORTING

C.4.3.1 The prime contractor shall submit monthly summary reports to the CA regarding the progress
toward task completion and SOW requirements. The monthly report shall include information on
services for participants in Section C. 4, Contract Requirements. The prime contractor and the
District shall mutually agree upon the reporting format . The prime contractor shall submit the
monthly summary report to the DHS Individuals team and the CA by the 15th of the following
month.

C.4.3.2 The prime contractor shall ensure the monthly report for all programs and sites at a minimum
includes:
a. The subcontractor's name,
b. Site name and location
c. Total number/ percentage of participants served,
d. Total number/ percentage of participants (leaves and stayers) enrolled in Housing-
Focused Case Management
e. Total number/ percentage of Long -Stays (90 -day or more) enrolled in Housing-
Focused Case Management.
f. Total number/ percentage of participants diverted from the shelter with the support
of Project Reconnect.
g. Total number/ percentage of participants that are document-ready
h. Total number/ percentage of participants that obtain vital documents through
Housing-Focused Case Management.
i. The average length of stay for leavers and stayers
j. Total number/percentage of participants housed

k. Total number of participants referred to supportive services (mental health,
substance abuse)
l. Total number/ percentage of participants referred to Supplemental Security
Income/Social Security Disability Insurance ( SSI/SSDI) Outreach Access and
Recovery (SOAR) services
m. Total number of participants referred/connected to employee services
n. The total percentage of participants providing the sub-contractor with a
“satisfactory” rating or above via Customer Satisfaction Surveys. Grievance
Report.
o. Timeliness of HMIS data entry and data completeness for LBS and Transitional
sites.
p. Training attendance report that reflects the training attendees for each training
session offered for the month by program type.
q. The total percentage of service providers providing The prime contractor with a
“satisfactory” rating or above via Training Satisfaction Surveys.
r. Security Training reporting
s. Staffing level report for all sites and programs.
t. Timeliness of nightly bed counts for all facilities
u. All monthly reports will be accompanied by a “bed list monitoring tool” that shows
the above points c-j broken out by client name

Bridge Housing and Non-Congregate Shelter specific monthly reporting requirements
a. Total number of people referred to the program
b. Total number of people who move into the program
c. Length of stay in program
d. Length of time between match and lease-up
e. Participant satisfaction
f. Total number of participants who achieved permanent residence by total
participants and percent

C.4.3.3 In addition to the monthly report, the prime contractor shall provide an annual aggregated report
of the monthly data elements noted in section C.4.3.2 (the section above).

C.4.3.4 The prime contractor shall provide program and expenditure data to the District upon request.

C.4.3.5 The prime contractor shall report unusual incidents through the District unusual incident database
immediately upon the occurrence of the incident to the appropriate district-designated offices (to
be provided within 30 days of contract award), no later than two hours or the next business day of
the incident. The prime contractor shall report the incident in writing within three days after the
incident occurrence on the District Form 1243, Unusual Incident Report Form.

C.4.3.6 An unusual incident is an event that affects staff (Contractor employees or network subcontractor
staff) or customers and is significantly different from the regular routine or established procedures.
Examples of these incidents include, but are not limited to:
a. Death;
b. Injury;
c. Unexplained absence of a participant;
d. Physical, sexual, or verbal abuse of a participant by staff or other participants;
e. Staff negligence;

f. Fire;
g. Theft, destruction of property, or sudden serious problems in the physical
facility;
h. Complaints from families of participants;
i. Requests for information from the press, attorneys, or government officials
outside of the District staff involved with the contract; and Participant
behavior requiring the attention of staff not usually involved in their care.

C.4.3.7 The prime contractor shall submit a final, annual report to the CA no later than the 30 th day after
the end of the current period of performance. This report shall summarize all service delivery data,
accomplishments, issues, and recommendations.

C.4.3.8 The prime contractor shall adhere to specific reporting requirements set forth in each service under
this contract.

C.4.3.9 The prime contractor shall conduct an annual customer satisfaction survey of the homeless
participants and provide the CA a summary report of the Customer Satisfaction Survey within 75
days of completion. The prime contractor shall submit a summary report of all survey findings.
The CA may request the results of all surveys or additional samplings. The prime contractor shall
strategize with the District on the annual Customer Satisfaction Survey methodology. The survey
methodology, at a minimum, shall include sampling, questionnaire content, and data analysis.

C.4.3.10 The prime contractor shall require all subcontractors to participate in the PIT. The PIT shall follow
HUD requirements.

C.4.3.11 The prime contractor shall submit expenditure reports monthly or as requested to the
District vetting funding requests for merit and authenticity.

C.4.4 RECORDKEEPING

C.4.4.1 The prime contractor shall develop, within 60-days of the contract award, and annually thereafter,
a system for maintaining records that shall include:

a. Subcontractor SOW
b. Procurement procedures
c. A signed copy of the subcontract or agreements
d. In Conjunction with the District, develop Measurable goals and performance
targets for all subcontractors.
e. Program budget shall include
i. Personnel costs shall include, at a minimum, labor , and fringe
benefits for each position.
ii. Non-personnel costs shall include, at a minimum, services
(supportive and direct) and administrative fees.
iii. Operating costs (security, janitorial, food, supplies, maintenance)
f. Program personnel list
g. Job descriptions
h. Organizational chart
i. Organizational chart shall include all departments and personnel that are
involved with any of the requirements in this scope.

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

C.4.4.2 The prime contractor shall ensure that the system for record maintenance shall cover all services
in this SOW. If the prime contractor subcontracts the services in this SOW, then the prime
contractor is responsible for ensuring that all subcontractors adhere to its system for record
maintenance.

C.4.4.3 The prime contractor shall maintain participants' records at shelter/housing facilities (or Prime
contractor/subcontractor’s office when applicable) electronically and/or non-electronically, which
shall include basic case management forms and documentation, including but not limited to:

a. Eligibility Determination (either homeless, disabled , or from a targeted
population);
b. Intake form;
c. Resident Contract;
d. Program Rules (corresponding with the Homeless Services Reform Act of 2005);
e. Listing of Rights and Responsibilities;
f. Release of Information Form;
g. Initial Assessment;
h. Case Management Plan;
i. Documentation of Escrow and Escrow balance;
j. Case Notes.

All information provided to the participant (e.g., program rules, resident contract) shall include a
participant-signed acknowledgment of receipt, which shall also be maintained in the participant's
file to which the District has 24/7 access.

C.4.5 PARTICIPANT GRIEVANCES

C.4.5.1 The prime contractor shall establish uniform procedures for filing all grievances and resolution in
accordance with the HSRA within 30 days of the contract award and shall post these procedures
in common areas, including dining rooms, meeting areas, common hallways, and admin istrative
offices, in each shelter facility. The procedures for filing all grievances shall be a part of the
Program Rules. The procedures, at a minimum, should include all requirements in Section C.4.5.

C.4.5.2 The prime contractor shall ensure all subcontractors adhere to the established uniform procedures
for filing all grievances.

C.4.5.3 The prime contractor shall ensure all filed grievances, including subcontractors’ filed grievances,
are properly documented electronically.

C.4.5.4 The prime contractor shall create a centralized complaint hotline for participants to file grievances
within 60 days of the contract award and shall ensure subcontractors post the number prominently
in common areas at all shelter/program facilities, including dining rooms, meeting areas, common
hallways, and administrative offices. The prime contractor shall monitor, maintain a log, and
follow up on calls received within 24 hours.

C.4.5.5 The prime contractor shall include a procedure for soliciting participant feedback for continuous
programmatic improvement in the Program Rules. The procedures for soliciting participant
feedback platforms may include , but are not limited to, town hall meetings attended by program
supervisors/senior management, a locked comment box only accessible by program
supervisors/senior management, or a periodic customer service survey (survey administration shall
ensure that par ticipants are provided the opportunity to respond based on their length of stay).
Participants shall have the right to provide feedback directly or anonymously without retaliation
from staff.

C.4.5.6 The District reserves the right to request a change in or removal of staff provided by the prime
contractor or the subcontractors , based on retaliation toward participants for soliciting feedback.
Retaliation grievances shall be reviewed and substantiated by the CA before any demand is made.

C.4.5.7 The prime contractor shall comply with applicable Federal and District statutes and regulations,
including eligibility determination, participant due process rights to an Administrative Review and
Fair Hearing, and non-discrimination.

C.4.5.8 The prime contractor shall provide representation before the Office of Administrative Hearings to
represent the prime contractor if a participant requests a fair hearing directly related to an action
taken by the prime contractor. The prime contractor shall also ensure that its subcontractors are
represented at all hearings when a participant requests a hearing directly related to an action taken
by a subcontractor.

C.4.6 SUBCONTRACTOR MONITORING

C.4.6.1 The prime contractor shall be responsible for monitoring the service delivery of all subcontractors
in accordance with Section C.4.6

C.4.6.2 The prime contractor shall hold all subcontractors, including any arm of its agency that provides
direct services to the same standard as all requirements written in this SOW.

C.4.6.3 The prime contractor may choose to subcontract services listed in this SOW with approval from
the CO.

C.4.6.4 The prime contractor shall ensure that subcontractors do not subcontract with other service
providers. The prime contractor shall ensure there is only one level of subcontracting when a
service is subcontracted.

C.4.6.5 Through its subcontract agreements and monitoring/oversight activities, The prime contractor shall
ensure that its subcontractors effectively monitor the appropriateness of their programs/services
for participants and refer participants to other programs/services in accordance with District
policies (e.g., the District’s Coordinated Assessment an d Housing Placement System manual)
when those programs/services are deemed to be more appropriate.

C.4.6.6 The prime contractor shall ensure that subcontractors directly report to the prime contractor. The
prime contractor shall be responsible for reporting to the District.

C.4.6.7 The prime contractor shall establish a competitive system, which shall be approved by the CA and
CO, for awarding subcontracts to providers. The prime contractor shall develop a scoring system
that takes into consideration/prioritizes programs and services based on alignment with the District
Strategic Plan (Homeward DC 2.0), past performance (which minimally shall include a review of
provider outcome data from HMIS, recommendations provided via the ICH Performance and
Quality Improvement Initiativ e, and program compliance history), cost-effectiveness, and staff
qualifications. The prime contractor shall provide the Contract Administrator and the Contracting
Officer with a copy of all solicitation requests and contractor responses.

C.4.7 GENERAL MONITORING REQUIREMENTS

C.4.7.1 The prime contractor shall be responsible for establishing internal quality protocols and an internal
quality review process. The prime contractor shall submit subcontract agreements within thirty
days of the award, as needed by the District.

C.4.7.2 The prime contractor shall lead all investigations of complaints, as well as assist with the resolution
of complaints, and shall report all findings and outcomes to the District. The prime contractor shall
work with subcontractors to gather information and documentation related to complaints and
investigations, and have subcontractor staff available for interviews regarding these matters .
Additionally, the prime contractor shall work with subcontractors to address findings and
recommendations related to complaints and investigations.

C.4.7.3 The prime contractor shall have a monitoring unit that is separate and distinct from any unit
involved in the direct provision of services. If the prime is also providing direct services, that
division shall be treated the same as any subcontractor regarding monitoring and oversight.

C.4.8 MONITORING PLANS
C.4.8.1 The prime contractor shall develop and submit for approval a monitoring plan to ensure that each
program, service, and subcontractor operates in compliance with all applicable federal and local
laws/regulations, practice standards, provisions , and requirements listed within this SOW. The
prime contractor shall provide the CA with the monitoring plan within 30 days of contract award
and annually or as needed thereafter. The plan shall include, but is not limited to:
a. Procedure for risk assessments;
b. Procedure for monitoring subcontractors shall include , at a
minimum:
c. Monitoring frequency;
d. Monitoring tools (i.e. , monitoring checklist, data collection
systems);

e Procedure for entrance and exit conference;
f. Procedure and protocols for site visits to include quarterly or
bimonthly in-person unscheduled site visits;
g. Procedure for providing notification for monitoring;
h. Procedure for entrance and exit conference;
i. Procedure for managing noncompliance;
j. Procedure for monitoring suitability screenings and background
clearance requirements;
k. Procedure for reporting monitoring results to the District;
l. Process for monitoring sub -contractor compliance with Unusual
Incident Report Review (UIR) ;
m. Procedure for building inspections; and
n. Process for annual financial reviews

C.4.8.2 The prime contractor shall also ensure cooperation with the Department of Human Services Office
of Policy Review, Monitoring, and Investigations (OPRMI) and the Family Services
Administration Operations Division (FSA-Ops) regarding any requests for independent monitoring
and investigations of the prime or their subcontractors.
C.4.8.3 The prime contractor shall establish a shared electronic database (Smartsheet or other shareable
database) to file and store all subcontractor agreements, monitoring results, and any other required
documentation for contract compliance of this SOW. The prime shall ensure that the CA and CO
can access the database as needed. The District reserves the right to change the database to ensure
the District’s access and prime contractor compliance with the SOW.
C.4.9 PERFORMANCE EVALUATIONS
C.4.9.1 The prime contractor shall monitor and evaluate the subcontractor's performance based on the
subcontractor's agreement monthly. The CA shall make periodic scheduled and unscheduled
monitoring site visits of the prime contractor and their subcontractor to review records and discuss
the quality of services rendered. The prime contractor shall submit a monthly schedule of all
scheduled site visits to the District within five business days of each month. This may include a
review of the prime contractor or any of its subcontractors.
C.4.9.2 The prime contractor shall prepare documentation and participate in the District’s quarterly
Performance Evaluations and Audits. These performance evaluations will include interviews with
subcontractors, participants, and other stakeholders for feedback on the services' effic acy. The
evaluation and audit process includes Desk Reviews, Focused Reviews, and Comprehensive
Program Reviews. The District reserves the right to conduct Performance Evaluations and Audits
as needed and without advance notice to the prime contractor in response to any investigation,
quality assurance concerns, UIR, incident , or other concerns.

a. Desk Review: Monitoring expenditures and services via written materials and
reports such as invoices, monthly reports, one -to-one reports, and expenditure
reports.

b. Focused Review: Dedicated time with an agency or program staff to observe
program operations, discuss program performance, address programmatic or
contract-related issues, or provide technical assistance.

c. Program Review: On-site assessment of programmatic records, applicable policies ,
and procedures, compliance with program standards/contract terms/regulations,
reporting (e.g., case notes to review, case plans, assessments), site visits, other items
depending on the type of contract, and follow-up on any findings.

C.4.10 CORRECTIVE ACTIONS AND REMEDIATION
C.4.10.1 The prime contractor shall complete and submit to the CA by the 15 th day of the month a
compliance report following each monitoring visit that includes, but is not limited to:
a. All findings
b. Date of concern or findings
c. Explanation of concern or findings
d. Finding close-outs as applicable
e. Action Plan for correcting the concern or finding
f. Outline of Concern or Finding
g. Corrective steps to resolve the concern or finding
h. Needed follow-ups and next steps
i. Updates and outcomes from previous monthly monitoring as needed
C.4.10.2 The prime contractor shall develop and implement corrective action in instances of poor
performance-related requirements in this SOW or otherwise defined by federal and local laws and
regulations.
C.4.10.3 The prime contractor shall maintain all compliance reports on file, which will be shared with the
District via a secure, online sharing portal. The District shall have 24/7 access to this electronic
repository.
C.4.11 CASE MANAGEMENT MONITORING AND OVERSIGHT

C.4.11.1 The prime contractor is responsible for monitoring, overseeing, and building capacity in housing-
focused case management services, standards, and expectations set forth by the District.

C.4.11.2 The prime contractor shall monitor and provide technical assistance as needed to ensure that case
managers are actively and effectively working with participants, subcontractors, and community
liaisons, as applicable, to meet the participant-driven housing goals.

C.4.11.3 The prime contractor shall notify the District of major problems or risks related to specific case
trends as needed to ensure a successful exit to permanent housing.

C.4.11.4 The prime contractor shall ensure that subcontractors receive case management training specific
to housing-focused and best practices.

C.4.11.5 The prime contractor shall provide bilingual staff or interpretation services to meet the needs of
those persons experiencing homelessness and imminently at risk of homelessness, receiving
services and benefits in accordance with the DC Language Access Act and the Americans w ith
Disabilities Act.
C.4.11.6 The prime contractor shall abide by all local, state, and federal confidentiality laws.

C.4.11.7 The prime contractor shall ensure that no shelter or housing program stores or otherwise handles
participant medications except upon request by the participant as a reasonable accommodation.
The CA or CO must approve all accommodations before implementation.

C.4.12 FISCAL AND FINANCIAL MONITORING

C.4.12.1 The prime shall submit an annual spending plan at the start of the contract year:
a. nine-month plan covering January through September
b. Three-month plan covering October through December

C.4.12.2 The prime shall submit a quarterly burn rate report outlining the allowable expenditures for the
quarter.

C.4.12.3 The prime contractor shall ensure and confirm that other federal funding sources provided by the
District and identified as Federal funding are earmarked for serving the targeted population. The
prime contractor shall ensure documentation is collected/maintained as required by the applicable
guidelines and regulations . Any expenditures disallowed through federal or local audit review
shall be subject to repayment by the prime contractor.

C.4.12.4 The prime contractor shall comply with all federal rules and regulations for federal funds, which
include, but is not limited to, 576 HUD Emergency Solutions Grant Program Interim Rules, 45
CFR Part 96 Subpart G Social Services Block Grant, 45 CFR Part 97 Consolidation of Grants to
the Insular Areas, and 2 CFR Part 200 Uniform Guidance.

C.4.12.5 The prime contractor shall comply with any changes to rules and regulations regarding federal
funding.

C.4.12.6 The prime contractor shall alert the CA of any changes to federal rules and regulations . This
includes, but is not limited to, all federal grants that the prime contractor receives and any
programmatic rules and regulations (i.e., Continuum of Care Program).

C.4.12.7 The prime contractor shall facilitate public/private collaborations to ensure that services funded
under this contract are coordinated with other services provided throughout the Continuum of
Care and that the District’s investments are used to leverage additional investments /donations to
the maximum extent possible to address the needs of the homeless population, which includes
individuals and families.

C.4.12.8 The prime contractor shall ensure subcontractors collaborate with community partners to provide
additional services that the individual or family may require. Sources demonstrating this
collaboration include letters of leverage, signed agreements, Memoranda of Understanding
(MOUs), or donation receipts. The prime contractor shall ensure subcontractors have formal,
written agreements with community partners or, in the case of District services, a liaison
established with the District to provide the services in this SOW to the homeless families served
by the system. The prime contractor shall demonstrate direct and coordinated links to community
partners.

C.4.12.9 The prime contractor shall ensure subcontractors leverage additional resources such as social
services, mental health, workforce development, and educational programs, and do not duplicate
any other publicly funded services.

C.4.12.10 The prime contractor shall identify the leverage of any additional resources at the beginning of
the option year and submit a report to the CA. The report, at minimum, shall identify additional
resources by the provider, service category, and anticipated amount. The report sh all delineate
publicly funded services and additional resource leverage by quantity and amount. The report
shall be updated quarterly.

C.4.12.11 The prime contractor shall provide the Contract Administrator and the Contracting Officer with
a copy of all solicitation requests and contractor responses.

C.4.13 Suitability Screening and Background Clearances

C.4.13.1 The prime contractor shall ensure that all positions providing services under this contract complete
suitability screenings as outlined in the Suitability Screening Policy.

C.4.13.2 The prime and their subcontractor shall ensure all staff clearance documentation is renewe d as
outlined in the Suitability Screening Policy.

C.4.13.9 The CA will review the records and procedures of the prime contractor and their subcontractors
as needed to ensure that applicable drug testing is occurring as required.

C.4.14 Facilities Management And Compliance

C.4.14.1 The prime contractor shall ensure subcontractors conduct monthly fire drills across shifts
according to the District law of their respective shelter facilities and maintain fire inspection
records to document compliance.

C.4.14.2 The prime contractor shall comply with fire safety requirements at all facilities as specified
below:

a. Fire Extinguishers: The prime contractor shall require functioning fire
extinguishers at all shelter facilities in the following areas: kitchens, laundry
rooms, hallways, or common open spaces. In addition, all apartment units shall
have at least one apartment-size fire extinguisher. All fire extinguishers are to be
serviced yearly by a licensed professional fire extinguisher company. When
serviced, each fire extinguisher will be tagged and dated. A copy of the service
contract shall be available to the CA upon request.
b. Smoke Detectors: The prime contractor shall provide smoke detectors in all
shelter facilities in the following areas: all sleeping areas, communal areas,
laundry rooms, and kitchens. This includes both adult and family shelters. All
battery-operated smoke detectors will be tested during th e fire safety checks
conducted by DHS and the prime contractor. Hardwire smoke detectors are to be
serviced annually by a licensed professional company. A copy of the service
contract should be given to the CA upon request.
c. Evacuation Plans: DHS shall provide the prime contractor with an evacuation
plan for each District-owned and leased facility. The prime contractor shall
ensure that the plan is posted in all appropriate locations (i.e. , near exit signs,
elevators, hallways, stairwells).
d. Exit Signs: The prime contractor shall have exit signs at all exits. Electrical
exit signs shall have working light bulbs and operate correctly. Paper exit signs
are to be properly posted and secured over or near exit doors.

e. Fire Drill Logs: The prime contractor shall ensure that fire drills at all shelter
facilities are conducted every month to ensure the safety of the residents and
staff. Following each fire drill, a fire drill form shall be completed by the prime
contractor (or its designated sub -contractor) and filed for review in a fire drill
logbook. Fire drill logs should include the following information on the form:

1. Time and date of the fire drill.
2. The number of participants (staff and residents).
3. Weather conditions.
4. The length of time it takes for everyone to leave the building.
5. Signature line and a line with the name printed of the person
completing the form and the organization they represent.

C.4.14.3 The prime contractor shall ensure that each facility/program under its oversight: has a Certificate
of Occupancy in accordance with District law; maintains safe facilities that are in compliance with
the District’s fire safety requirements; maintains required documentation; maintains case records;
provides housing-focused case management services; maintains personnel records; provides
required staff training and provides for customer feedback.

C.4.14.4 The prime contractor understands that authorized representatives of the District or DHS shall have
the right to monitor and conduct on-site inspections at any Subcontractors’ site(s) that house and
provide shelter/housing services to individuals and families experiencing home lessness. The
District and DHS reserve the right to conduct unannounced site visits.

C.4.14.5 The prime contractor shall comply with all local, state, and federal Americans with Disabilities
Act of 1990 (ADA) requirements. The monitoring plan shall include ADA requirements to ensure
that services are accessible to individuals and families with disabilities.

C.5 SHELTER SERVICE REQUIREMENTS

C.5.1 Low Barrier Shelter Services

C.5.2 The prime contractor shall be responsible for the provision of low-barrier overnight
emergency shelter 365 days per year to single homeless adults who are in need of
temporary housing.

C.5.3 The prime contractor agrees to provide, at a minimum, overnight shelter between the hours of 5:00
pm and 9:00 am, seven days per week. The prime contractor shall provide extended shelter hours
to include 24/7 operations as needed by the District.

C.5.4 The prime contractor shall be responsible for the provision of low -barrier emergency shelter to
single homeless adults on a first-come, first-served basis according to the published rules for the
homeless services continuum.

C.5.5 The prime contractor shall provide Financial Management & Invoicing per section C.4.2

C.5.6 The prime contractor shall provide General Monitoring Requirements per section C.4.7.

C.5.7 The prime contractor shall provide Administrative Reporting per section C.4.3

C.5.8 The prime contractor shall provide record-keeping per section C.4.4

C.5.9 The prime contractor shall provide Participant Grievances per section C.4.5

C.5.10 The prime contractor shall provide Supplies, Materials, and Equipment per section C.12

C.5.11 The prime contractor shall provide Janitorial Services per section C.37 through C.45.5

C.5.12 The prime contractor shall provide Food Service Requirements per section C.52 through C.57

C.5.13 The prime contractor shall provide Security Service Requirements per section C.46 through C.51.8

C.6 Severe Weather Shelter Services
C.6.1 The prime contractor shall be responsible for ensuring the operation of a hypothermia shelter for
up to 24 hours a day for individuals experiencing homelessness once the temperature falls to or
below 32 degrees Fahrenheit.

C.6.2 The prime contractor shall ensure the operation of hypothermia shelters for up to 24 hours a day
when the Homeland Security and Emergency Management Agency issues a hypothermia alert.

C.6.3 The prime contractor shall ensure that designated hypothermia beds at low -barrier and temporary
shelters are brought online and operational daily once the temperature falls to or below 32 degrees
Fahrenheit. Additionally, the Contractor shall maintain the operation of those beds for single
homeless adults for 24 hours when the Emergency Management Agency advises that the
hypothermia alert continues into the next day.

C.6.4 The prime contractor shall provide Financial Management & Invoicing per section C.4.2

C.6.5 The prime contractor shall provide General Monitoring Requirements per section C.4.7

C.6.6 The prime contractor shall provide Administrative Reporting per section C.4.3

C.6.8 The prime contractor shall provide record-keeping per section C.4.4

C.6.9 The prime contractor shall provide Participant Grievances per section C.4.5

C.6.10 The prime contractor shall provide Supplies, Materials, and Equipment per section C.12

C.6.11 The prime contractor shall provide Janitorial Services per section C.37 through C.45.5

C.6.12 The prime contractor shall provide Food Service Requirements per section C.52 through C.57

C.6.13 The prime contractor shall provide Security Service Requirements per section C.46 through C.51.8

C.7 Transitional Shelter Services
C.7.1 The prime contractor shall provide shelter/housing services to individuals and families experiencing
homelessness who are preparing to move towards self -sufficiency and transition to permanent
housing. These services shall have a living space that has a bed, bed linen, storag e for personal
belongings, common areas (dining, group activities, designated outside smoking, and bathrooms),
and administrative space.

C.7.2 The prime contractor shall provide access to a 24-hour residential environment:

a. An apartment-style or group home housing accommodation; and
b. Access to private space and personal time

C.7.3 The prime contractor shall ensure that transitional shelter/housing units are maintained and
inspected weekly between the hours of 9:00 am to 9:00 pm with reasonable notice of the planned
inspection to ensure that minimal standards in the HSRA are met for unit upkeep.

C.7.4 The prime contractor shall cost transitional housing by units (beds and families). A unit shall only
be considered “filled” if it is occupied for more than half a month.

C.7.5 The prime contractor shall only invoice for transitional units that are considered filled.

C.7.6 The prime contractor shall provide Financial Management & Invoicing per section C.4.2

C.7.7 The prime contractor shall provide General Monitoring Requirements per section C.4.7.

C.7.8 The prime contractor shall provide Administrative Reporting per section C.4.3

C.7.9 The prime contractor shall provide record-keeping per section C.4.4

C.7.10 The prime contractor shall provide Participant Grievances per section C.4.5

C.7.11 The prime contractor shall provide Supplies, Materials, and Equipment per section C.12

C.7.12 The prime contractor shall provide Janitorial Service per Section C.37 C

C.7.13 The prime contractor shall provide Food Service Requirements per section C.52 through C.57

C.7.14 The prime contractor shall provide Security Service Requirements per section C.46 through C.51.8

C.8 Temporary Shelter Services

C.8.1 The prime contractor shall be responsible for the provision of overnight emergency
shelter 365 days per year to homeless families who are in need of temporary housing.

C.8.2 The prime contractor shall provide Financial Management & Invoicing per section C.4.2

C.8.3 The prime contractor shall provide General Monitoring Requirements per section C.4.7.

C.8.4 The prime contractor shall provide Administrative Reporting per section C.4.3

C.8.5 The prime contractor shall provide Recordkeeping per section C.4.4

C.8.6 The prime contractor shall provide Participant Grievances per section C.4.5

C.8.7 The prime contractor shall provide Supplies, Materials, and Equipment per section C.12

C.8.8 The prime contractor shall provide Food Service Requirements per section C.52 through C.57

C.8.9 The prime contractor shall provide Security Service Requirements per section C.46 through C.45.5

C.8.10 The prime contractor shall provide Janitorial Services per section C.37 through C.45.5
C.9 Other Facilities

C.9.1 The prime contractor shall provide operational, janitorial, and/or maintenance services at
sites designated as PSH, STFH, and other CoC shelter sites.

C.9.2 The prime contractor shall provide Financial Management & Invoicing per section C.4.2

C.9.3 The prime contractor shall provide General Monitoring Requirements per section C.4.7.

C.9.4 The prime contractor shall provide Administrative Reporting per section C.4.3

C.9.5 The prime contractor shall provide Record-keeping per section C.4.4

C.9.6 The prime contractor shall provide Participant Grievances per section C.4.5

C.9.7 The prime contractor shall provide Supplies, Materials, and Equipment per section C.12

C.9.8 The prime contractor shall provide Janitorial Services per section C.37 through C.45.5

C.9.9 The prime contractor shall provide Food Service Requirements per section C.52 through C.57

C.9.10 The prime contractor shall provide Security Service Requirements per section C.46 through C51.8

C.10 Blended/Mixed Shelter

C.10.1 The prime contractor shall ensure operational, food, case management, janitorial, and/or
security services for blended or mixed shelters (i.e. shelters that provide low barrier,
temporary, hypothermia, and/or transitional housing services).

C.10.2 The prime contractor shall provide Financial Management & Invoicing per section C.4.2

C.10.3 The prime contractor shall provide General Monitoring Requirements per section C.4.7.

C.10.4 The prime contractor shall provide Administrative Reporting per section C.4.3

C.10.5 The prime contractor shall provide Record-keeping per section C.4.4

C.10.6 The prime contractor shall provide Participant Grievances per section C.4.5

C.10.7 The prime contractor shall provide Supplies, Materials, and Equipment per section C.12

C.10.8 The prime contractor shall provide Janitorial Services per section C.37

C.10.9 The prime contractor shall provide Food Service Requirements per section C.52

C.10.10 The prime contractor shall provide Security Service Requirement per section C.46

C.11 NON-CONGREGATE SHELTER (NCS)

C.11.1 The prime contractor shall ensure the operations of NCS sites for individuals or adult households
in need of transitional housing.

C.11.2 The prime contractor shall ensure that the NCS sheltering site provides a living space that offers
some level of privacy.
C.11.3 The prime Contract shall be responsible for the provision of NCS 365 days a year to
individuals and adult households in need of transitional housing.

C.11.4 The prime contractor shall ensure that NCS participants move into permanent housing within 90
days or less after arriving.

C.11.5 The prime contractor shall ensure each participant meets the minimum requirements to be
determined eligible for entry
C.11.5.1 The prime contractor shall ensure Housing-Focused Case Management is provided and
shall be responsible for ensuring subcontractors provide the following:
a. Orientation, Screening, and Room Placement. Upon newly entering the shelter,
every individual will be given an orientation to the program and an explanation
of the Program Rules (participants must sign and receive a copy; a second copy
shall be uploaded to the participant’s electronic file);
b. Initial screening for onsite programs and services to determine any critical,
immediate needs and a copy of their individualized housing stability/move-on
plan
c. A room assignment. The prime Contract shall develop an electronic system for
tracking room assignments in coordination with the District. The room
assignment process shall facilitate real -time tracking of room lists in each
facility.
d. The prime contractor shall be responsible for identifying which staff position (or
combination of positions) is (are) responsible for fulfilling this function in its
Staffing Plan - e.g., Case Manager, Shift Supervisor(s) (or equivalent), or
Program Assistant (PA):
e. Housing-Focused Case Management.
C.11.5.2 The prime contractor shall ensure that every participant is assigned a Case Manager
within 48 hours of intake. At the NCS all participants shall participate in housing-focused
case management. All case managers for NCS shall maintain an ongoing caseload of 25
participants and shall be responsible for:
a. Assessment: Ensuring every participant on their caseload has an up -to-date
Housing Assessment using the Vulnerability Index -Service Prioritization

Decision Assistance Tool (VI -SPDAT) or other tool as determined by the
District. Case Managers shall complete an assessment for participants who do
not have a current assessment within 48 hours of enrollment on the caseload.
b. Housing Plan: Working with the participant to develop (or update, as applicable)
a Housing Plan. This includes: 1. Completing a Housing Preference Survey,
using a tool to be determined by DHS:
c. Reviewing the likelihood of the participant being matched to a subsidy within a
three-month timeframe, based on their assessment score and the District’s CAHP
prioritization policy;
d. Reviewing alternative housing options such as ALF, CRF, etc. when a subsidy
or support is needed, and independent living is not an option
e. Assisting participants to consider options realistic options available to them
based on their assessment and household income (e.g., staying with family,
renting a room, identifying a roommate, finding a self -pay fair market rental
option.
f. Review the participant’s household income and support the participant in
developing a housing budget.
g. The Case Manager shall conduct a Benefit Screening (either directly or with the
help of a team member specializing in mainstream benefits) to ensure
participants are receiving all benefits for which they are eligible.
h. Assisting participants in mapping out measurable goals, action steps, and target
timeframes that support progress toward the participant’s identified housing
pathway.
i. Housing Plans shall be completed no more than seven days following the
participant's entry date and uploaded in HMIS or other systems as determined by
DHS. In the event that a participant has not achieved permanent housing within
90 days, Housing Plans shall be formally reviewed with the participant and
updated quarterly.

C.11.6 The prime contractor shall provide Financial Management & Invoicing per section C.4.2

C.11.7 The prime contractor shall provide General Monitoring Requirements per section C.4.7.

C.11.8 The prime contractor shall provide Administrative Reporting per section C.4.3

C.11.9 The prime contractor shall provide Recordkeeping per section C.4.4

C.11.10 The prime contractor shall provide Participant Grievances per section C.4.5

C.11.11 The prime contractor shall provide Supplies, Materials, and Equipment per section C.12

C.11.12 The prime contractor shall provide Janitorial Services per section C.37 through C.45.5

C.11.13 The prime contractor shall provide Food Service Requirements per section C.52 through C.57

C.11.14 The prime contractor shall provide Security Service Requirements per section C.46 through C.51.8

C.12 SUPPLIES, MATERIALS AND EQUIPMENT

C.12.1 The prime contractor shall provide all supplies, materials, equipment, and vehicles necessary to
provide the required services in accordance with the statement of work. Except for those items or
services specifically stated to be District furnished, the prime contractor shall furnish everything
required to perform work under this contract.

C.12.2 At the expiration or termination of the contract, all equipment furnished and installed by the prime
contractor within District-owned and leased facilities shall remain and become the property of the
District.

C.12.3 The prime contractor shall conduct an annual inventory report for each facility. The inventory report
shall include all equipment that is valued at $50.00 or more.

C.12.4 The prime contractor shall provide all labor, materials, and equipment necessary for the protection
of District personnel, equipment, furnishings, Facility, and Facility accessories (including but not
limited to parking lots and fences) from damage that may be caused by the prime contractor’s
negligence or other incident. Fixed items shall be removed, if necessary, and replaced in their
original locations. Equipment, furnishings, Facility, and Facility accessories damaged due to work
performed by The prime contractor under this contract, or a purchase order placed to a subcontractor
under this contract, shall be repaired or replaced to their original condition by The prime contractor
at no additional cost to the District.

C.12.5 The prime contractor shall ensure all equipment is properly guarded and meets all applicable OSHA
standards. If a piece of equipment is defective and needs repair, the prime contractor shall
immediately stop using the equipment. Repair or replacement of defective equipment shall be made
within 48 hours.
C.13 TRAINING

C.13.1 The prime contractor shall be responsible for coordinating training for subcontractors and other
providers/partners within the CoC. The prime contractor shall provide the Contract Administrator
(CA) with a training plan within thirty days of contract award. The prime contractor shall submit
for approval a training plan that identifies courses, curriculum for all offered training, proposed
instructors, policies, procedures, and proposed frequency

C. 13.2 The prime contractor shall ensure that the appropriate training is assigned to providers based on
their individualized scope of work. Ex: Low Barrier Shelter staff do not need to attend HQS
training.

C.13.3 Training shall be delivered through the prime contractor, a subcontractor, and/or via coordination
with a District government or community partner. Training facilitated by other entities shall not be
reimbursed by the District. The District shall review and approve the training plan . The District

may require changes to the training plan as needed. Training shall include, but is not limited to, the
following:

a. Homeless Services Reform Act (HSRA) 2005 Overview
b. Homeless Management Information System (HMIS)
c. Housing Quality Standards (HQS)
d. Coordinated Assessment and Housing Placement (CAHP) System
e. Housing First
f. Reasonable Accommodations and ADA
g. Emergency Preparedness
h. Cultural Competency and Sensitivity (including LGBTQ cultural competency)
i. Trauma Informed Care
j. Assertive Engagement
k. Motivational Interviewing
l. Non-Coercive Approaches to Conflict Management
m. Crisis Intervention
n. DHS provided Case Management 101/Housing Focused Case Management
o. CPR First Aid
p. Unusual Incident Reporting (UIR)
q. Health Insurance Portability and Accountability Act (HIPAA)
r. Fair Housing
s. Landlord-Tenant Rights and Responsibilities
t. Landlord-Tenant Mitigation
u. Financial Management & Contract/Grants Administration
v. Financial Literacy
w. Suicide Risk Assessment and Prevention
x. Stages of Change
y. Conflict Resolution
z. Critical Time Intervention
aa. SOAR
bb. VI-SPDAT, Customer Assessment Tracking & Case History ( CATCH), and
Shelter To Exit Planning (STEP) Tool
cc. Language Access Line
dd. Mental Health First Aid
ee. Non-Violent Crisis Intervention
ff. Boundaries and Confidentiality
gg. The District Maintenance and Repair Tool
hh. Life Skills
ii. Teamings
jj. Domestic Violence
kk. Mandated Reporting for Children and Adults/Seniors
ll. Narcan for LBS and Hypo
mm. Understanding the Office of Administrative Reviews/Hearings Processes
nn. Data/Assessment/Plan (DAP) Case Note Format
oo. Specific, Measurable, Achievable, Relevant, Time-bound (SMART) Goals

C.13.4 The prime contractor shall ensure that the core training schedule is provided at a minimum of twice
monthly. The District and the prime contractor increase the frequency of training based on the
needs of the CoC.

C.13.5 The prime contractor shall provide HMIS training at a minimum of once per week or as needed to
meet the CoC's need for onboarding staff required to use the database. The prime contractor shall
provide recorded training modules for HMIS training to meet the high demand for training as
needed.

C.13.6 The prime contractor shall ensure that all offered training schedules are available for online
registration via Smartsheet or an alternative project management tool. The prime contractor shall
have a website for scheduled training and shall list at a minimum the following:
a. Monthly training schedule (schedule shall be posted at least one month in
advance of the training)
b. A Description of each training and intended audience
c. Date, time, and location of training
d. Course capacity
e. Registration Deadlines

C.13.7 The prime contractor shall ensure the approved registration tool can notify registrants of successful
registrations through e -mail confirmation. The prime contractor shall ensure that training
registration applications collect at a minimum the following information from registrants:

a. Registrant Name
b. Representing Organization
c. Program area- RRH-I, FRSP, PSH, or Shelters (LBS, family, Transitional, Hypo,
or other)
d. Registrant’s Position
e. Registrant’s e-mail address
f. Registrant’s supervisor's e-mail address

C.13.8 The prime contractor shall develop and issue satisfactory training surveys at the end of each offered
training. The prime contractor shall assess information from satisfactory surveys to determine if
enhancements are needed to make the training courses more effective for future users.

C.13.9 The prime contractor shall develop a system for notification to the registrant and registrant
supervisor of successful or unsuccessful completion of training courses within five business days
of the offered training.

C.13.10 The prime contractor shall ensure attendance in accordance with providers' or subcontractors'
grants and/or contracts with the District and/or Prime contractor

C.13.11 Peer Case Management Institute

C.13.11.1 The prime contractor shall develop a Peer Case Management Institute to train clients who are
currently experiencing or were previously experiencing homelessness to become the next
generation of case managers in the homeless services field. Recognizing that individuals with
lived experience have experience and perspective that make them uniquely capable of helping
others receive homeless services, the institute will provide them with classroom-based and
field-based training to establish a career pathway into human service professions that may have
been inaccessible.
The Peer Case Management Institute shall consist of the following components:

a. The prime contractor shall ensure that the sub-contractor has a process for Student
Selection and Enrollment. Each student will apply and go through a competitive
process to be selected for the Institute.
b. The prime contractor shall ensure that the subcontractor provides in-person
classroom instruction and virtual instruction. Each student will complete at least
120 hours of classroom instruction to learn the theory, skills, and systems needed
to be a qualified case manager.
c. The prime contractor shall ensure that the sub-contractor provides Field-Based
Instruction. Each student will complete at least 80 hours of field-based instruction,
or practicum hours, stationed with a homeless services provider.
d. The prime contractor shall ensure the subcontractor pays stipends monthly ($17 an
hour - for 220 hours for classes and practicum for 40 students) to Peer Institute
students, consultants, and others as needed by either check or direct deposit,
depending on the preference of the payee.
e. The prime contractor shall ensure that the subcontractor provides background
checks and drug screens. The prime contractor shall ensure that the subcontractor
has each student complete background checks and drug screens that are required
for case managers funded by the Department of Human Services.
f. Credentialing- After the classroom instruction and the completion of field-based
hours, each student shall apply for a Peer Case Management Certification.
g. The prime contractor shall ensure that the sub-contractor provides Career
Counseling and Follow-Up Services. The prime contractor shall ensure that the
subcontractor provides each student with career counseling and follow-up services
to apply for jobs within the homeless services system.
Please refer to Attachment J.15 for the Peer Case Management Institute requirements and goals.

C.14 OPERATIONS

C.14.1 The prime contractor shall be responsible for day -to-day operations at district-owned and leased
facilities. Operations are a separate and distinct set of functions from case management; they may
be provided by the same entity, or they may be provided by separate entities.

C.14.2 Operations include all services provided to participants except janitorial, security,
maintenance, and case management services.

C.14.3 The prime contractor shall be responsible for serving as a liaison to other on -site subcontractors,
including janitorial and maintenance staff, security staff, food vendors, and case management staff.
In addition, The prime contractor shall identify a shift supervisor at each facility, which shall serve
as the primary point of contact for The prime contractor and the District.

C.14.4 The prime contractor shall create, maintain, and submit an electronic list of shift supervisors for
each facility to the CA, to be provided quarterly, one per facility.

C.14.5 The prime contractor shall ensure that providers and subcontractors conduct participant intake at
each facility, including bed/unit assignment, orientation to the facility, and orientation to
facility/program rules.

C.14.6 The prime contractor shall ensure that providers and subcontractors provide clean linens upon
program entry for each participant.

a. For low-barrier shelters, participants shall be provided with one freshly
laundered twin flat sheet each evening, which shall be returned by the participant
at the program exit in the morning.
b. For temporary shelters , participants shall be provided with one freshly
laundered twin flat sheet each evening, which shall be returned by the participant
at the program exit in the morning.
c. For hypothermia shelters , participants shall be provided with one freshly
laundered twin flat sheet each evening, which shall be returned by the participant
at the program exit in the morning.

C.14.7 The prime contractor shall ensure that all required data is entered into HMIS, in accordance with
the District of Columbia HMIS policies and procedures.

C.14.8 The prime contractor shall ensure that meals are received and verify the count and quality of meals.
The prime contractor shall also ensure proper plating/serving food for participants, clean -up, and
appropriate storage of any remaining items following the meal service.

C.14.9 The prime contractor shall ensure that the shift supervisor at the facility receiving food services is
responsible for the receipt of meals and verification of count and quality of meals. This shall be
conducted daily and maintained in a log-in electronic format as a part of the records maintaining
system.

C.14.10 The prime contractor shall ensure that participant food is served only to participants. The provider
or subcontractor’s staff shall not set aside or eat any of the food intended for participants.

C.14.11 The prime contractor shall provide appropriate oversight of participants while in the facility and
enforce program rules. In so doing, The prime contractor shall ensure a strong emphasis on
customer service and shall use practices including trauma-informed care, verbal judo, and other
de-escalation and conflict-resolution techniques.

C.14.12 The prime contractor shall ensure that staff working an overnight shift stay awake and alert
during their shift. The prime contractor shall work to keep noise within the facility to a minimum
once the lights have been turned out for the night.

C.14.13 The prime contractor shall solicit participant feedback in accordance with the requirements
outlined in section C.4.3 ( Administrative Reporting) . The prime contractor shall also manage
participant grievances in accordance with the HSRA and approved program rules.

C.15 EMERGENCY PREPARATIONS

C.15.1 The prime contractor shall establish and maintain the capacity to provide and implement
Emergency Preparedness Plans for people accessing homeless services in the event of a
disaster or declared emergency. The prime contractor shall provide the CA with an
Emergency Preparedness Plan within 45 days of contract award and submit it annually
afterward. The Emergency Preparedness Plan shall include, at a minimum, all aspects
of operations, such as key staff contact information, communication protocol,
transportation, shelter, food provision, supply distribution, and other service delivery.

C.15.2 The prime contractor shall provide Emergency Preparedness training to service
subcontractor staff to ensure readiness when there is a disaster or declared emergency.

C.15.3 The prime contractor shall maintain a backup site that shall ensure the continuation of
operations in the event that a disaster or catastrophe destroys or makes unusable the
administrative offices of The prime contractor. The prime contractor shall provide the
location to the CA and CO within thirty days of award.

C.15.4 The prime contractor shall collaborate with the District in the implementation of the Emergency
Preparedness Plan in the event of a disaster or declared emergency.

C.15.5 The prime contractor shall ensure the backup site meets all standards and requirements set forth in
this SOW.

C.15.6 The contractor shall submit a Continuity of Operations (COOP) plan within forty -five days of
contract award and annually or upon request to the District for approval. The contractor shall ensure
the COOP plan is updated annually or as needed to account for operational or staffing changes.
The prime contractor shall also ensure all their subcontractors have established COOP with the
minimum requirements in the SOW. All updates or changes to the COOP plan shall be submitted
to the District for approval. The COOP plan shall have established policies and guidance to ensure
essential functions of the program continue in the event of manmade, natural, or technological
emergency disruption or the threat of disruption to normal operations.

C.15.7 The COOP plan shall detail at a minimum:

a. organizational chart;
b. staffing plan listing essential staff, including their contact information and
backup contact information;
c. sub-contractors;
d. necessary supplies;
e. identify and rank critical mission functions;
f. identify chains or delegation of authority and how decisions shall be made; list
external resources necessary to accomplish the above critical functions;
g. list necessary supplies to shelter in place for five days for staff and participants;
h. identify backup locations or plans for serving participants if a location is closed;
i. identify critical records, hard and electronic copies, such as:
1. payroll
2. insurance
3. legal
4. personnel files
5. lease agreements
6. accounts payable
j. identify computer inventory, software, and technology needs to be
accomplished;
k. last staff COOP training date;
l. last update date of COOP plan; and
m. identify and list
1. alternate facilities (if applicable)
2. logistical support services

3. infrastructure systems with contact information, e.g.: water, electrical power,
4. heating, and air conditioning to ensure the continued operations of services
5. contracted by this HCA.

C.15.8 Surge Services: The District shall provide a Surge budget to cover any unforeseen needs
of the CoC. Eligible Surge activities shall include but are not limited to the following at the
discretion of the District:

a. Surge
b. Surge Food
c. Surge Furniture/Move Services
d. Surge Security
e. Surge Janitorial
f. Surge Transportation
g. Surge LBS Operational Staffing
h. Surge Site(s) Ramp Up
i. Any additional services needed to meet the needs of the CoC as approved by the
District.

C.15.9 The District shall approve all surge services costs before The prime contractor implements or
provides services under Surge. The District will not honor the cost associated with surge services
that have not been pre-approved by the CA.

C.16 General Shelter Requirements

C.16.1 The prime contractor shall be responsible for, at minimum, ensuring the following services are
offered to all participants: case management, residential supervision, crisis intervention, security,
meals, restrooms, and showers.

C.16.2 The prime contractor shall ensure that the following services are accessible and offered to program
participants by public or private community partners: physical health care, mental health care,
substance abuse/recovery services, education/life skills, and legal services.

C.16.3 The prime contractor shall establish procedures for screening case management participants at
program entry and performing intake for eligibility for mainstream benefits, particularly relative
to Supplemental Security Income (SSI) and/or Social Security Disability Insurance ( SSDI), and
shall assist participants in applying for mainstream benefits for which they are eligible. The prime
contractor shall employ at a minimum a total of four (4) SOAR Specialists to support the LBS and
Transitional Shelter Program. At a minimum, a SOAR specialist shall be assigned to each site
(Low Barrier or Transitional Shelter) once per week.

C.16.4 The prime contractor shall ensure that all program participants are screened for diversion to
determine if it is possible for them to gain access to other housing options and remain housed or
be rehoused temporarily or permanently instead of utilizing shelter services.

C.16.5 The prime contractor shall ensure that any participant who self-identifies as living with HIV/AIDS
shall be linked to housing resources available through agencies funded to provide Housing
Opportunities for Persons with Aids (HOPWA) services. This does not prohibit The prime
contractor from providing immediate housing or other services to participants or allow The prime
contractor to deny access to such services.

C.16.6 The prime contractor shall ensure that subcontractors maintain a daily log to record all shelter
activities and that the daily log is maintained electronically in a designated electronic database
approved as directed by the CA.

C.16.7 The prime contractor shall ensure that all approved Program Rules and procedures are explained
to each participant. Additionally, The prime contractor shall provide them with details of their
rights and responsibilities as a resident of the program. The prime contractor shall ensure that all
participants sign the approved Program rules to be kept in the participant record and be given a
copy of all documents.

C.16.8 The prime contractor shall abide by all established policies and procedures regarding
administrative reviews, fair hearings, eligibility determinations, and due process. The prime
contractor shall initiate the appropriate process, as needed when grievances about housing and/or
service policies and/or requests for fair hearings are received.

C.16.9 The prime contractor shall be responsible for ensuring that the personal belongings of those
entering the shelter are inspected to ensure the safety and health of single homeless adults and
families receiving services.

C.16.10 The prime contractor shall, as required by the McKinney -Vento Act and as amended by the
HEARTH Act, provide documentation within forty-five days of contract award that demonstrates
that The prime contractor has established education-related policies and practices for individuals
and families enrolled in the Contractor’s program.

C.16.11 The prime contractor shall not only document The prime contractor’s education-related policies
and practices for The prime contractor’s participants but also document the process by which The
prime contractor established these policies and practices to ensure compliance with the
McKinney-Vento Act, as amended by the HEARTH Act.

C.16.12 The prime contractor shall, as required by the McKinney -Vento Act and as amended by the
HEARTH Act, designate a staff person to ensure that children participants are enrolled in school
and connected to the appropriate services within the community. The prime contractor shall
document, in writing, its process for identifying/hiring a designated staff person, including any
budget or resource implications, to ensure compliance with the McKinney-Vento Act, as amended
by the HEARTH Act.

C.16.13 The prime contractor shall ensure that individuals and families enrolled in the District of Columbia
Public Schools are connected to their appropriate homeless liaison.

C.16.14 The prime contractor shall ensure the verification of school enrollment and attendance. Any signs
of truancy shall be reported to the school’s homeless liaison.

C.16.15 The prime contractor shall ensure that student enrollment and attendance on a daily basis. Any
signs of truancy shall be reported in writing (electronically) to the school’s homeless liaison within
24 hours.

C.16.16 The prime contractor shall not deny entry to the Program based on suspicion of substance abuse,
insobriety, mental disorder, or criminal background unless a participant poses an imminent threat
to themselves, staff, or other participants. Further, The prime contractor is prohibited from

conducting drug or alcohol testing, criminal background checks, or making inquiries to verify that
a participant is clean and sober (free from alcohol or drug use) for entry purposes. The prime
contractor may enforce rules regarding substance abuse, insobriety, mental disorder, or criminal
background unless a participant poses an imminent threat to themselves, staff, or other participants
once individuals or families enter the program.

C.16.17 The prime contractor shall ensure that Program Rules in Section C.16 are consistent with policies
regarding substance abuse, insobriety, mental disorder, or criminal background unless a
participant poses an imminent threat to themselves, staff, or other participants in accordance with
C.16 and a housing first approach.

C.17 Shelter/Housing Standards

C.17.1 The prime contractor shall ensure that any shelter provided under this solicitation meets the HSRA
requirements, and the requirements specified in this Statement of Work.

C.17.2 The prime contractor shall ensure that any inspectors performing housing or shelter inspections
under this SOW are appropriately certified to conduct the specified inspection.

C.17.3 The prime contractor shall ensure that inspectors possess the HUD Housing Quality Standards
(HQS) certification.

C.17.4 The prime contractor shall procure all applicable licenses or permits necessary to meet the code
regulations required to operate the Program funded under this solicitation. All applicable licenses
or permits shall be housed at each shelter/housing facility.

C.18 Shelter Types

C.18.1 The prime contractor shall be responsible for the provision of the following:

Shelter Type Shelter Description
Low-Barrier
Used to shelter and engage individuals who avoid temporary shelter
because of identification, time limit, or other program requirements. It
refers to overnight housing accommodation for individuals who are
homeless, provided directly by, or through a contract with or grant from,
the District, to provide shelter to individuals without imposition of
identification, time limits, or other program requirements.
Temporary
A housing accommodation for individuals who are homeless that is open
either 24 hours or at least 12 hours each day, other than a severe weather
shelter or low barrier shelter, provided directly by, or through contract
with or grant from, the District, to provide shelter and supportive services;
or A 24-hour apartment-style housing accommodation for individuals or
families who are homeless, other than a severe weather shelter, provided
directly by, or through contract with or grant from, the District, to provide
shelter and supportive services.
Hypothermia
Under the HSRA, this is defined as a public or private building that the
District shall make available, to provide shelter to individuals who are
homeless and cannot access other shelters, whenever the actual or

forecasted temperature, including the wind chill factor, falls below 32
degrees Fahrenheit.
Transitional Housing
Defined by the HSRA to mean a 24-hour housing accommodation,
provided directly by, or through a contract with or grant from, the District,
for individuals and families that:
a) Are homeless;
b) Require a structured program of supportive services for up to 2 years or
as long as necessary in order to prepare for self-sufficient living in
permanent housing; and
c) Consent to a housing-focused case management plan developed
collaboratively with the provider.

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

Transitional Housing models should incorporate therapeutic and
communal environments for special populations (e.g., victims of domestic
violence and individuals with substance abuse issues). Transitional
Housing is targeted to two different types of households: 1) young
households with developmental needs, 2) households with a therapeutic
need and who prefer a communal setting (e.g., domestic violence,
substance use), and 3) youth identified as LGBTQ.
Blended/Mixed
Type
Shelters that provide a combination of low barrier, temporary,
hypothermia, and/or transitional housing services.
Bridge Housing
Bridge housing is defined as temporary apartment-style units for
participants transitioning into housing currently living in encampments or
in shelters who have been matched to a PSH voucher but have not yet
signed a lease.

The primary objective of the program is to move participants
from Bridge Housing into permanent housing within 90 days or
less after arriving.

Non-Congregate
Private units or rooms are used as transitional housing for individuals and
adult households and do not require occupants to sign a lease or
occupancy agreement.

The primary objective of the program is to move participants from NCS
into permanent housing within 90 days or less after arriving.

C.19 GENERAL STAFFING REQUIREMENTS

C.19.1 The prime contractor shall ensure the subcontractor professional staff is available to provide
training, technical assistance, contract administration, financial management, oversight, and
monitoring for all provided services. The prime contractor shall ensure that staff are in compliance
with the Suitability Screening Policy C.4.13.1 At a minimum, The prime contractor's professional
staff shall include key personnel listed in section C.20 Staffing Qualifications and C.21
Requirements.

C.19.2 The prime contractor shall develop and submit a staffing plan to the CA that includes at minimum
the requirements listed in the Staffing Qualifications and Requirements for The prime contraactor
and subcontractors. The prime contractor shall include recruitment strategies, staff replacement
strategies (i.e. when an unexpected vacancy occurs), organizational structure (including s taff
information and samples of proposed schedules, schedules of activities, and performance and
satisfaction surveys ), organizational charts, position descriptions, and staffing qualifications at
minimum. The staffing plan shall be submitted to the CA within thirty calendar days of subcontract
execution, updated annually, and when modified (as needed).

C.19.3 The District reserves the right to:

a. Request a change in, or removal of any staff provided by The prime contractor, or the
subcontractors based on unsatisfactory performance at no additional cost to the District.

b. Require the contractor to adjust invoice payment for a position that remains vacant beyond 60
days. The adjustment will be the daily amount of the vacated position according to the vendor’s
submitted budget.

C.19.4 In compliance with Chapter 4 of Title 27 of DCMR, Criminal Background Checks for District
Government Contractors that Provide Direct Services to Children and Youth, The prime contractor
shall secure criminal background checks for individuals and unsupervised volunteers, employees,
and applicants for employment as required for contracting entities contracting with the District of
Columbia to provide direct services to children or youth.

C.19.5 The prime contractor shall test all employees or staff who have direct contact with families and
children for drug and alcohol use. Service providers are Safety Sensitive employees as defined by
the Child and Youth, Safety and Health Omnibus Congressional Review Emergency Amendment
Act of 2004 (Act) and shall be tested pursuant to the Act. The prime contractor shall provide
documents certifying negative drug and alcohol test results for all subcontractors within 60 days
of contract award to the CA.

C.19.6 The prime contractor shall maintain job descriptions, resumes, and annual evaluations of each staff
person. The contractor shall provide updated information to the CA within 30 days when there is
a change in personnel.

C.19.7 The prime contractor shall provide and maintain staff documents in a locked file with access by
senior management staff and District monitors.

C.19.8 The prime contractor shall maintain an organizational chart that shows the reporting relationship
and function of key staff persons.

C.19.9 The prime contractor shall maintain a written job description for each position funded through the
contract that must be included in the contractor's files and be available for inspection on request
by the CA. The job description shall include:

a. Education, experience, and/or licensing/certification criteria;
b. A description of duties and responsibilities,
c. Hours of work, and
d. Performance evaluation criteria.

C.19.20 The prime contractor shall maintain an individual personnel file for employees working under the
contract which shall contain:

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

C.19.21 The prime contractor shall make all personnel materials available to the CA upon request.
The prime contractor shall provide orientation sessions for each staff member and volunteer
covering administrative procedures, program goals, and policies and practices to be adhered to
under this SOW.

C.19.22 The prime contractor shall maintain, if volunteers are used, a personnel file for each volunteer
that shall contain:

a. Background check requirements,
b. Documentation of professional and personal references,
c. Applicable credentials/certifications,
d. Training completed,
e. Information documenting skills that contribute toward the success of this
contract,
f. Notation of any allegations of professional or other misconduct,
g. The Contractor's action with respect to the allegations and
h. The date and reason for the Contractor's actions if the volunteer is terminated
from the contract,
i. Documentation of a current Tuberculosis Test for those staff having direct
contact with participants.

C.19.23 The prime contractor shall provide any changes in staffing patterns in advance and in writing to
the CA for approval.

C.19.24 Changes in staffing patterns include, but are not limited to, organization restructurings, key
personnel turnover, or staff augmentation.

C.19.25 The prime contractor shall maintain documentation of the names and reporting relationships of
the key personnel that shall be used to perform the work under the proposed contract. The prime
contractor shall also maintain documentation that personnel possess adequate training,
certifications, qualifications, and competence to perform the duties to which they have been
assigned.

C.19.26 The prime contractor shall ensure the sub-contractor employs at least one bilingual staff member
to provide culturally competent and linguistically appropriate services to individuals and families.
The prime shall ensure bilingual support is provided at sites with a large population of non-English
speaking clients. The prime contractor shall ensure that culturally competent and linguistically
appropriate services are provided to individuals and families. The prime contractor shall ensure
the ability of appropriately trained and qualified staff, service partners, and subcontractors to
deliver or ensure access to services in a manner that effectively responds to the languages, values,
and practices present in the various cultures of its participants so the subcontractor can respond to
the individual needs of each participant. The prime contractor shall also have a comprehensive
listing of resources and/or language lines to ensure that non-English speaking participants can be
linked to appropriate services.

C.19.27 The prime contractor shall ensure that each person experiencing homelessness with foreign
language needs receives housing-focused case management services without any interruption or
delay in service delivery and that persons with bilingual needs meet the minimum focused case
management requirements.

C.19.28 The key personnel are essential to the work being performed hereunder. Prior to diverting any of
the specified key personnel for any reason, The prime contractor shall notify the CA at least 30
calendar days in advance and shall submit justification, including proposed substitutions, in
sufficient detail to permit evaluation of the impact upon the contract. The prime contractor shall
obtain written approval of the CA for any proposed substitution of key personnel.

C.20 STAFFING QUALIFICATIONS AND REQUIREMENTS
C.20.1 Prime Key Personnel and Responsibilities
C.20.2 Project Manager: must have at least a master’s degree in human services, business administration,
or related field. He/she must have at least four years of professional supervisory and/or managerial
experience in human services delivery. In lieu of a master’s degree, Program/Project Manager must
have a bachelor’s degree and five years of experience in human services, business administration,
or related fields. The Program/Project Manager must have professional knowledge of social service
delivery systems' theories, principles, techniques, and practices.
General Responsibilities Include but not limited to:
a. Facilitate mediation with subcontractors and the District to ensure appropriate
service delivery.

b. Develop tracking systems to allow for accurate reporting for programs.
c. Develop and implement quality control and quality improvement strategies.
d. Responsible for protecting personnel information within the agency and
subcontractors.
e. Develop a risk assessment matrix system to determine the priority and schedule
by which subcontractors shall be monitored.
f. Review applicable databases for data quality and completeness.
g. Conduct monitoring of program performance on a regular basis and ensure
reports are submitted to the District as requested.
h. Design and oversee the development of tools used to monitor and evaluate
contract compliance and program performance.
i. Responsible for planning, organizing , and supervising the operations of
programs managed by sub-contracts.
j. Analyze, evaluate, and advise management on the efficiency and effectiveness
of programs.
k. Plan, design, and implement projects, programs, studies, or other work.
l. Establish and manage long- and short-term program goals for programs.

C.20.3 Procurement Manager: must have at a minimum a bachelor’s degree in supply management ,
finance, business, or another related field. The Procurement Manager must have at least four years
of procurement or supply chain professional experience. In lieu of a bachelor’s degree , the
Procurement Manager must have a minimum of seven years of procurement or supply chain
professional experience. The Procurement Manager must have professional knowledge of the
theories, principles, techniques, and practices for procuring services for social service systems.

General responsibilities include but not limited to:
a. Develop procurement strategies that are inventive and cost-effective.
b. Source and engage reliable suppliers and vendors.
c. Negotiate with suppliers and vendors to secure advantageous terms.
d. Review existing contracts with suppliers and vendors to ensure ongoing
feasibility.
e. Build and maintain long-term relationships with vendors and suppliers.
f. Approving purchase orders and organizing and confirming delivery of goods and
services.
g. Perform risk assessments on potential contracts and agreements.
h. Control the procurement budget and promote a culture of long -term saving on
procurement costs.
i. Oversee and manage the IT systems that track shipments, inventory, and the
supply of goods.
j. Prepare procurement reports and ensure reports are submitted to the District as
requested.
C.20.4 Budget Analyst: must have a bachelor’s degree in finance, accounting, business, or a related field.
The Budget Analyst must have at least five years of professional experience in budgeting and/or
accounting management. In lieu of a bachelor’s degree in finance, accounting, business or a related
field must have at least seven years of professional experience in budgeting and/or accounting
management. The Budget Analyst must have professional knowledge of budgeting theories,
principles, techniques, and practices by holding an active Certified Budget Analyst or related
certification.

General Responsibilities Include but not limited to:
a. Project Budget Development Reviewing proposals for completeness, accuracy,
and compliance with District requirements
b. Submit expenditure reports monthly or as requested to the District Vetting
funding requests for merit and authenticity
c. Monitor spending and keep the organization within its set budget
d. Prepare reports and estimate future financial needs
e. Defend budget recommendations with data and evidence-based analyses

C.20.5 Compliance/Quality Assurance (QA) Officer: must have a minimum of a bachelor’s degree in
business, computer science, or related field. The Compliance/QA Officer must have at least three
years of professional experience providing compliance and/or quality assurance. In lieu of a
bachelor’s degree in business, computer science, or related field the Compliance/QA Officer must
have a minimum of five years of professional experience providing compliance and/or quality
assurance.
General Responsibilities Include but are not limited to:
a. Implement a monitoring plan using the approved outline to ensure that each
program, service, and subcontractor complies with all applicable laws,
regulations, and practice standards.
b. Complete a compliance report following each monitoring visit that identifies
deficiencies and includes a corrective action plan, as needed.
c. Work with subcontractors to address findings and recommendations related to
complaints and investigations.
d. Maintain all compliance reports on file.
e. Develop tracking systems to allow for accurate reporting for programs
f. Develop and implement quality control and quality improvement strategies
g. Review applicable databases for data quality, accuracy, and completeness.
h. Conduct monthly performance monitoring of the program of subcontractors.
i. Design and oversee the development of tools to monitor and evaluate contract
compliance and program performance.

C.20.6 HMIS Data Analyst: The prime contractor shall assign a staff person to serve as the Data Analyst
for HMIS or system designated by the District and shall ensure the quality of data housed within
HMIS or system designated by the District. At a minimum, the candidate must have a bachelor's
degree specializing in statistics, computer science, or data science. At least two years of professional
data analysis experience creating and reading statistical analyses. Strong knowledge of Structured
Query Language (SQL) and Microsoft SQL Server. In lieu of a bachelor's degree in statistics,
computer science, or data science, the candidate must have a minimum of five years of professional
experience in data analysis, creating and reading statistical analyses.
General Responsibilities Include but not limited to:
a. Work with community partners, subcontractors, and the District to ensure that
data housed within HMIS is clean and usable through activities such as removing
duplicates, providing unique identifiers, ensuring data quality, and other tasks as
requested by the District.

b. Provide oversight for day-to-day operations involving data and submission of
system data into HMIS.
c. Ensure data integrity by reviewing and cleaning system data regularly.
d. Provide data reports and analysis as required by this contract and/or upon request
by the District.
e. Develop strategies in coordination with the District for using data -driven
solutions for homeless assistance.
f. Have knowledge of SQL.
g. Ensure all transmitted data is in compliance with District confidentiality
compliance protocols.
h. Train contractor or subcontractor staff on best practices for adding data to HMIS.
i. Work closely with the District staff to provide reports using HMIS data as
needed.

C.20.7 SOAR Specialist : The Source Specialist shall have at least an associate degree, two years of
college, or two years of experience with homeless services programs or provision of social services,
a minimum of four soar specialists will be required.
General Requirements Include but not limited to:
a. Maintain and active SOAR certification; newly hired SOAR staff shall be SOAR
certified within 60 days of hire.
b. Assist with the SSI and/or SSDI application process
c. Work with referral sources and community partners to identify applicants
through team meetings, outreach, and referrals.
d. Complete interviews with individuals to gather information to complete
SSI/SSDI applications.
e. Gather medical records and other information to complete SSI/SSDI
applications.
f. Write SOAR Medical Summary Reports for individual applications.
g. Accompany individuals to appointments at the Social Security Administration
office.
h. Coordinate visits to medical doctors, psychiatrists, and other specialists to obtain
evidence for the application.
i. Coordinate housing-focused case management services with partners and help
provide housing-focused case management services to individuals when needed.
j. Assist the team with administrative tasks as needed.

C.20.8 Operations Manager : A bachelor’s degree in facilities management, facilities engineering,
business management, and/or related qualifications and experiences such as project management,
business management , or construction management , a minimum of two soar specialists will be
required. He/she must demonstrate a working knowledge of principles and practices of project
management OR a minimum of five years of working experience in a similar role. Extremely
organized with effective communication skills. Detail -orientated with an aptitude for problem -
solving.
General Responsibilities Include:

a. Develop and maintain building evacuation, emergency response plans (ERP),
continuity of operations plans (COOP), and other action plans; ensure 24/7
activation readiness.
b. Maintain physical space, ensuring a safe, clean, and functional environment.
c. Respond and/or ensure urgent maintenance calls.
d. Ensure proper security measures for the workplace. Testing building security
systems and promoting safety within the building.
e. Manage equipment and supply needs, including furniture, mail room, kitchen
appliances, office equipment, and supplies, and climate control (if needed).
f. Oversee and manage the cleaning of the facilities and landscaping by outside
contractors.
g. Detect and report the need for major maintenance repairs.
h. Maintain the cleanliness of outside spaces such as the parking lot, sidewalks,
backyards, and outside fixtures.
i. Ensure the interior and exterior facility structural components are safe and in
good condition.
j. Act as liaison between employees and external vendors and suppliers.
k. Be a member of The prime contractor senior management team , supervising
cleaning crews and maintenance workers.
l. Document processes and keeps maintenance records.
m. Ensure safety standards are followed throughout the facility.
n. Manage all day-to-day operations of facilities.

C.20.9 Family Re-housing Stabilization Program (FRSP):

C.20.9.1 Leasing Program Manager or equivalent: must have a bachelor’s degree and five years of
experience in a human services or related field or 10 years of experience. A master’s degree is
preferred. He/she must have a minimum of four years of professional supervisory and/or
managerial experience in human services delivery. a minimum of one Leasing Program Manager
will be required. The Program/Project Manager must have professional knowledge of the
theories, principles, techniques, and practices of social service delivery systems.

General responsibilities include but not limited to:

a. Responsible for the day-to-day operations of the program.
b. Ensure leases- up are occurring.
c. Coordinate lease-ups with District grantee managing FRSP rental payments.
d. Supervise and direct leasing coordinates.
e. Lead on all aspects of the leasing-up process.
f. Ensure active engagement with landlords.
g. Ensure the Leasing Coordinator completes all required documents needed to
process initial payment and secure participant units.
h. Facilitate mediation with participants and Leasing Coordinators as required.
i. Develop tracking systems for all for accurate reporting.
a. Identify training needs and assist with training staff.
b. Participate in monthly District/Staff meetings.

c. Maintain knowledge regarding community resources for marginalized
communities.
d. Ensure the agency follows all District policies and procedures related to
homeless service programming.
e. Develop and implement quality control and quality improvement strategies.
f. Review and ensure applicable databases for data quality and completeness.
a. Conduct monitoring of program performance on a regular basis.

C.20.9.2 Leasing Specialist: All Leasing Specialist must have a minimum of a bachelor’s degree in
business administration, social work, psychology, sociology, counseling, or related
service/science disciplines and one year of experience involving engagement with landlords or
property managers, in real estate, or conducting appropriate connections of individuals, especially
those experiencing homelessness, to housing services. A minimum of three Leasing Specialist
will be required. Knowledge of housing resources, subsidy programs, and the Continuum of Care
for individuals experiencing homelessness, as well as experience working with landlords and
property managers, is preferred.
Where necessary and appropriate, a Leasing Specialist without a bachelor’s degree can meet
minimum qualifications by substituting at least three years of work experience in social service
and/or human service field, business administration, or experience e involving engagement with
landlords or property managers, in real estate, or conducting appropriate connections of
individuals, especially those experiencing homelessness, to housing services. Certification and/or
licensure in a relevant discipline (e.g., certified addictions counselor) may also substitute for
educational requirements. Individuals who have experienced homelessness are encouraged to
apply.
General responsibilities include but not limited to:
a. Process required documentation to ensure quick lease-ups.
b. Using a Housing First approach.
c. Will post any known available units in the Central Unit Repository.
d. Helping participants gather documents needed for housing placement.
e. Completing the housing and subsidy application process.
f. Assist with moving and securing basic housing needs.
g. Should have knowledge, skills, and resources to understand landlords’
perspectives, understand landlord and tenant rights and responsibilities, and
negotiate landlord support.
h. Assist case managers with triaging issues that arise to ensure landlord concerns
are responded to by the appropriate Agency/Provider in a timely fashion and
assist housing-focused case management staff in mediating any landlord -tenant
issues that may arise.
i. Conduct regular community outreach initiatives to increase the number of
landlords participating in District programs and expand the number of units
available to participants served through the FRSP.
j. Stay updated with best practices related to housing individuals in the FRSP ,
including shared housing opportunities.

C.20.9.3 Program Assistant
a. On behalf of the DHS facilitates the execution of Housing Assistance

Payment contracts between tenants and landlords
b. Conduct outreach to landlords to ensure a signed executed lease is on
file in order to request rental payment
c. Responsible for the eligibility determination of all FRSP households by
documenting the results in the Shelter to Exit Planning (STEP) Tool
d. Notify landlords of household eligibility while informing them of next
steps in the housing process
e. Conduct regular community outreach initiatives to increase the number
of landlords participating in District programs and expand the number
of units available to participants served through the FRSP.
f. Enter and request rental payments for FRSP households to the Greater
Washington Urban League (GWUL)
g. Assist in troubleshooting payment discrepancies between the DHS,
GWUL, tenants, and landlords as applicable, and the FRSP team
h. Assist case managers with triaging issues that arise to ensure landlord
concerns are responded to by the appropriate Agency/Provider in a
timely fashion and assist focus case management staff in mediating any
landlord-tenant issues that may arise.
i. Implement data tracking needs to prepare and develop required reports
j. Reconcile records of newly leased-up families under FRSP to ensure
payments are generated in a timely manner
C.20.9.3.1 In support of Federal or District audits and monitoring, The prime contractor shall provide the
District with FRSP participant documents including but not limited to the participant's lease
agreement, Housing Assistance Payments agreement, participant rental portion calculation
worksheet, and income documentation supporting rental portion calculation.
C.20.9.3.2 Documents shall be signed and dated by participants, landlords, case managers, and/or other
staff as appropriate. Any changes in agreements (increase in monthly rent, participant move,
participant rental subsidy change) should be documented.

C.21 Key Personnel and Responsibilities
The prime contractor shall ensure that the subcontractor provides key personnel with qualifications
and responsibilities, as listed in Sections C.21 through C.22. Any changes to key personnel will
require advanced notification to the District with approval from the CA. Any replacement key
personnel be of equivalent skill and experience to the initial key personnel. The District reserves
the right to review the resume and interview any replacement personnel prior to placement.
Additionally, all key personnel must be employees of The prime contractor

C.21.1 Low Barrier, NCS, and Bridge Housing Shelter Key Personnel
C.21.2 Program Manager (or equivalent): must have a bachelor's degree and five years of experience
in a human services or related field or ten years of experience. A master's degree is
preferred. He/she must have a minimum of four years of professional supervisory and/or
managerial experience in human services delivery. The Program/Project Manager must have

professional knowledge of the theories, principles, techniques, and practices of social
service delivery systems.
General responsibilities include but not limited to:
a. Responsible for the day-to-day operations of the program.
b. Implement and ensure the participant services including shelter stay, meals, and
case management.
c. Supervise and direct all program staff.
d. Leading all aspects of the site operations for sub -contractors, staff, and the
facility.
e. Ensure all specialists are actively engaging in outreach services.
f. Facilitate mediation with participants and case managers.
g. Develop tracking systems to allow for accurate reporting.
h. Identify training needs and assist with training staff.
i. Participate in monthly District/Staff meetings.
j. Collaborate with the District’s Street Outreach/PSH/RRH -I to connect
participants to housing interventions.
k. Maintain knowledge regarding community resources for marginalized
communities.
l. Ensure their Agency is following all District policies and procedures related to
homeless service programming.
m. Coordinate and conduct intake meetings/trainings with new program staff to
explain the housing programs.
n. Develop and implement quality control and quality improvement strategies.
o. Review and ensure applicable databases for data quality and completeness.
p. Conduct monitoring of program performance on a regular basis.

C.21.3 Shift Supervisor(s) or equivalent: must have a minimum bachelor’s degree and/or he/she must
also have a minimum of five years of professional experience providing counseling, case
management, or direct care services to individuals experiencing homelessness or other related
populations. The five years of experience may be waived if the candidate for employment can
document having experienced homelessness.

General responsibilities include but not limited to:
a. Provide supervision to the Program Assistants to ensure each shift runs smoothly.
b. Receives meals from Food vendors and submits food service inventory report for
the applicable shift.
c. The shift supervisor at the LBS site shall serve as the primary point of contact
for The prime contractor and for the District.
d. Ensure appropriate coverage for each site is identified for each shift.
e. Provide appropriate oversight of the participants at the low-barrier shelter site
and enforce program policies and procedures.
f. Provide an efficient and safe working environment for participants, employees,
and visitors at the low-barrier shelter site. This includes ensuring spills are
attended to and universal precautions are utilized.
g. Ensure a daily log is maintained to record all activities and information and be
accessible on demand to the contractor or Contract Administrator (CA).
h. Provide daily shift reports summarizing the activities and information during
each shift.

i. Provide de-escalation services to the participants as needed and ensure the safety
and well-being of all staff and residents, including contacting MPD and Mobile
Crisis.
j. Primary point of contact for the Operations Team on building matters.
k. Ensure the effectiveness and operations of participant shelter stay and meals.
Report any instances of pests to the Operations Team.
l. Ensure the submittal of all Unusual Incident Reports ( UIRs) in the appropriate
time frame during each shift.
m. Coordinate the delivery, storage, disposal, and distribution of meals.

C.21.4 Case Manager Supervisor: The Case Manager Supervisor shall have a master's degree in social
work, mental health counseling, or related human services field from an accredited college or
university. A licensed Independent Clinical Social Worker (LICSW) or a Licensed Professional
Counselor (LPC) in the District of Columbia with two years of case management experience is
preferred. Case Manager Supervisors shall have at least two years of experience in case
management, mental health services, and direct service delivery and meet the additional preferred
requirements listed. The District will consider candidates who are Licensed Graduate Social
Workers (LGSW) and/or Licensed Graduate Professional Counselors (LGPC) if at least one
LICSW and /or LPC is already on staff and assigned to guide LGSW and/or LGPC. The Case
Manager Supervisor must have professional knowledge of the theories, principles, techniques, and
practices of social service delivery systems. They must also have a minimum of two years of
professional experience providing counseling and/or case management services to
individuals/families experiencing homelessness or other marginalized populations. The Provider
may submit a candidate with a bachelor's degree in the human services field and four years of work
experience providing case management services to individuals/families for consideration and the
District's approval. The Provider shall ensure at least one key personnel is a LICSW or LPC to
provide clinical support.

Employees hired before July 1, 2024, and good performance standings shall be exempted from
Case Manager Supervisor Qualifications.

Employees hired after July 1, 2024, shall meet the Qualifications outlined for Case Manager
Supervisor.

General responsibilities include but not limited to:
a. Provide oversight and supervision to the Case Managers on site.
b. Audits of the HMIS system are conducted to ensure the accuracy of file
placement and results are reported to the program manager as directed.
c. Monitor and track case manager engagement with participants.
d. Review case notes through the lens of quality of information captured and
accuracy of case notes and clinical lenses.
e. Review, evaluate, and approve participant case plans for quality and
effectiveness.
f. Meet individually with case managers to plan and review cases, discuss
engagement strategies, and evaluate the effectiveness of the case manager and
services.
g. Review and approve all Notices issued to participants for accuracy and
completion.

h. Analyze and ensure Housing Stability Plans are updated quarterly and
participants' progress toward achieving the goals.
i. Engage in case conferences with district-assigned staff to discuss cases that may
need to be included but are not limited to more intensive housing -focused case
management or transfers.

C.21.5 Case Manager: A Case Manager must have at least an associate degree, two years of college, or
two years of experience with homeless services programs or provision of social services. Any
individual without a degree in any human services field who serves as a case manager or any
individual providing direct services within this SOW must have documented minimum training
and experience in the below areas within three months of being employed by the subcontractor.
Note that the two years of experience may be waived if the c andidate for employment can
document having experienced homelessness. Both education and work experience can be
substituted if an individual has received a Peer Case Management Certification through DHS’s
Peer Case Management Institute.

a. Knowledge of the HRSA Standards
b. Knowledge of HIPAA Standards
c. Knowledge of the CAHP process
d. A minimum of 3 hours of ethics training
e. Knowledge of ADA and Reasonable accommodation
f. Engagement/Building Trust
g. Motivational Interviewing
h. Development of Individualized Housing Stability with Participants
i. Clinical Documentation and Maintaining Case Records
j. Training in Developing and Setting Goals with Participants Ks
k. Training in Sensitivity with Diverse Populations
l. Knowledge Substance Abuse Disorders
m. Knowledge of Mental Health Disorders
n. Any additional training as provided by this SOW

General Responsibilities included but not limited to:

a. Serve as the case manager and service coordinator for assigned participants.
b. Facilitate and ensure connection to needed Community Services and collaborate
with Community Agencies to ensure effective communication and participant
engagement.
c. c. Connect assigned participants to and ensure their engagement in needed
supportive services that address their barriers and challenges.
d. Document the participant's progress/engagement/ participation in supportive
services, workforce development, and employment training.
e. Complete case notes in Data/Assessment/Plan (DAP) format. Enter case notes
into HMIS within 24 hours.

f. Complete all required individual service plans, documents, files, and assigned
reports related to participants/case activity.
g. Develop and maintain individual participant's records/files that comply with all
federal laws and the District program standards.
h. Input participant data and program activities into the assigned software database.
i. Complete documentations for participants Quarterly Recertification
j. Prepare and issue all Notices to participants , i.e., Exit, Termination, Extension
Notices
k. Enter participant housing information into HMIS within 72 hours of lease-up.
l. Complete screening within 72 hours of housing-focused case management
enrollment to identify the need for SOAR Specialist referral.

C.21.6 Program Assistant (PA): Program Assistants must have a minimum of a high school diploma or
equivalent. The subcontractor shall ensure the duties assigned to each Program Assistant match
their qualifications, skills, and competence to perform the assigned tasks.

General Responsibilities Include but are not limited to:

a. Provide 24-hour onsite monitoring services to support the safety and well-being
of residents, staff, and the building.
b. Greet participants and guests as they enter the building and support client check-
ins as needed.
c. Lead/assist with processing client belongings for intake.
d. Assist with receiving meals from food vendor(s) and submitting food service
inventory reports for the applicable shifts.
e. Perform hourly inspections of the building and immediate building exterior, and
document/report any incidents as required by this SOW.
f. Work cooperatively with program staff at all levels to ensure quality of service.
g. Provide de -escalation services as needed and report accurate pertinent
information to appropriate Case Managers and supervisory senior staff.
h. Assist in the planning and organization of recreational activities and events.
i. Rove occupied floors to monitor and ensure the safety and well -being of
residents.
j. Communicate using two -way radio devices to provide real -time updates and
emergency response as necessary.
k. Remain awake and alert at all times during shifts.

C.21.7 Admin Support/Data Analyst: must have a minimum of an associate’s degree or two years of
related professional experience. Demonstrate the ability to communicate and collaborate
effectively with individuals and teams at all levels, internally and externally.

General responsibilities include but not limited to:

a. Maintain supplies/inventory by checking stock to determine inventory level,
anticipating needed supplies, and placing and expediting orders for supplies.
b. Ensure equipment operation by completing preventive maintenance
requirements, calling for repairs, maintaining inventories , and evaluating new
equipment and techniques.
c. Work closely with the program manager to ensure staff training requirements are
documented/tracked.

d. Aid the program manager with required monthly program reports.
e. Coordinate and schedule meetings, interviews, and groups, and maintain the
calendar of appointments/events.
f. Organize and deploy equipment such as laptop and desktop computers, mobile
devices, monitors, and printers.
g. Be proficient in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and a
variety of data systems.
h. Have experience with Smartsheets project management software to help with
project planning and delivery.
i. Collaborate with team members to collect and analyze data into one or more
databases, documents, or spreadsheets.
j. Perform data collection design, aggregation, cleaning, and analysis.
k. Perform other related duties as assigned.

C.22 SUBCONTRACTOR TRANSITIONAL SHELTER KEY PERSONNEL

C.22.1 Program Manager or equivalent: must have a bachelor’s degree and five years of experience in
a Human Services or related field or 10 years of experience. A master’s degree is preferred. He/she
must have at least four years of professional supervisory and/or managerial experience in human
services delivery. The Program/Project Manager must have professional knowledge of social
service delivery systems' theories, principles, techniques, and practices.

General responsibilities include but not limited to:

a. Responsible for the day-to-day operations of the program.
b. Implement and ensure the participant services, including shelter stay, meals, and
case management.
c. Supervise and direct all program staff.
d. Lead on all aspects of the site operations for sub -contractors, staff, and the
facility
e. Ensure all specialists are actively engaging in outreach services.
f. Facilitate mediation with participants and case managers.
g. Develop tracking systems to allow for accurate reporting.
h. Identify training needs and assist with training staff.
i. Participate in monthly District/Staff meetings.
j. Collaborate with the District’s Street Outreach/PSH/RRH -I to connect
participants to housing interventions.
k. Maintain knowledge regarding community resources for marginalized
communities
l. Ensure the agency follows all District policies and procedures for homeless
service programming
m. Coordinate intake meetings/trainings with new program staff to explain the
housing programs.
n. Develop and implement quality control and quality improvement strategies.
o. Review and ensure applicable databases for data quality and completeness.
p. Conduct monitoring of program performance regularly.

C.22.2 Shift Supervisor(s) or equivalent: must have a minimum bachelor’s degree and/or he/she must
also have a minimum of five years of professional experience providing counseling, case
management, or direct care services to individuals experiencing homelessness or other related
populations. The five years of experience may be waived if the candidate for employment can
document having experienced homelessness.

General responsibilities include but not limited to:

a. Provide supervision to the Program Assistants to ensure each shift runs smoothly.
b. The shift supervisor at the Transitional site shall serve as the primary point of
contact for the Subcontractor and for the District.
c. Receive meals from food vendor (s) and submit food service inventory report for
the applicable shift.
d. Ensure appropriate coverage for each site is identified for each shift
e. Provide appropriate oversight of the participants at the low-barrier shelter site
and enforce program policies and procedures.
f. Provide an efficient and safe working environment for participants, employees,
and visitors at the low-barrier shelter site. This includes ensuring spills are
attended to and universal precautions are utilized.
g. Ensure a daily log is maintained to record all activities and information and be
accessible on demand to the contractor or Contract Administrator (CA).
h. Provide daily shift reports summarizing the activities and information during
each shift.
i. Provide de-escalation services to the participants as needed and ensure the safety
and well-being of all staff and residents, including contacting MPD and Mobile
Crisis.
j. Primary point of contact for the Operations Team on building matters.
k. Ensure the effectiveness and operations of participant shelter stay and meals.
Report any instances of pests to the Operations Team.
l. Ensure the submittal of all Unusual Incident Reports ( UIRs) in the appropriate
time frame during each shift.
m. Coordinate the delivery, storage, disposal, and distribution of meals.
n. Perform all other duties as assigned.

C.22.3 Case Manager Supervisor: The Case Manager Supervisor shall have a master's degree in social
work, mental health counseling, or related human services field from an accredited college or
university. A licensed Independent Clinical Social Worker (LICSW) or a Licensed Professional
Counselor (LPC) in the District of Columbia with two years of case management experience is
preferred. Case Manager Supervisors shall have at least two years of experience in case
management, mental health services, and direct service delivery and meet the additional preferred
requirements listed. The District will consider candidates who are Licensed Graduate Social
Workers (LGSW) and/or Licensed Graduate Professional Counselors (LGPC) if at least one
LICSW and /or LPC is already on staff and assigned to guide LGSW and/or LGPC. The Case
Manager Supervisor must have professional knowledge of the theories, principles, techniques, and
practices of social service delivery systems. They must also have a minimum of two years of
professional experience providing cou nseling and/or case management services to
individuals/families experiencing homelessness or other marginalized populations. The Provider
may submit a candidate with a bachelor's degree in the human services field and four years of work

experience providing case management services to individuals/families for consideration and the
District's approval. The Provider shall ensure at least one key personnel is a LICSW or LPC to
provide clinical support.

Employees hired before July 1, 2024, and good performance standings shall be exempted from Case
Manager Supervisor Qualifications.

Employees hired after July 1, 2024, shall meet the Qualifications outlined for Case Manager
Supervisor.

General responsibilities include but not limited to:

a. Provide oversight and supervision to the Case Managers on site.
b. Conducts audits of the HMIS system to ensure the accuracy of file placement
and reports results to the program manager as directed.
c. Monitor and track case manager engagement with participants.
d. Review case notes through the lens of quality of information captured and
accuracy of case notes, and clinical lenses.
e. Review, evaluate, and approve participant case plans for quality and
effectiveness.
f. Meets individually with case managers to plan and review cases, discuss
engagement strategies, and evaluate the effectiveness of the case manager and
services.
g. Review and approve all Notices issued to participants for accuracy and
completion.
h. Analyze and ensure Housing Stability Plans are updated quarterly and
participants' progress toward achieving the goals.
i. Engage in Case Conferences with District-assigned staff to discuss cases that
may need to include but are not limited to more intensive housing-focused case
management or transfers.

C.22.4 Case Manager: A Case Manager must have at least an associate degree, two years of college, or
two years of experience with homeless services programs or provision of social services. Any
individual without a degree in any human services field who serves as a case manager or any
individual providing direct services within this SOW must have documented minimum training
and experience in the below areas within three months of being employed by the subcontractor.
Note, that the two years of experience may be waived if the candidate for employment can
document having experienced homelessness. Both education and work experience can be
substituted if an individual has received a Peer Case Mana gement Certification through DHS’s
Peer Case Management Institute.

a. Knowledge of the HRSA Standards
b. Knowledge of HIPAA Standards
c. Knowledge of the CAHP process
d. A minimum of 3 hours of Ethics training
e. Knowledge of ADA and Reasonable accommodation
f. Engagement/Building Trust
g. Motivational Interviewing

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h. Development of Individualized Housing Stability with Participants
i. Clinical Documentation and Maintaining Case Records
j. Training in Developing and Setting Goals with Participants Ks
k. Training in Sensitivity with Diverse Populations
l. Knowledge Substance Abuse Disorders
m. Knowledge of Mental Health Disorders
n. Any additional training as provided by this SOW

General Responsibilities Included but not limited to:

a. Serve as the case manager and service coordinator for assigned participants.
b. Facilitate and ensure connection to needed Community Services and work in
collaboration with Community Agencies to ensure effective communication and
participant engagement.
c. Connect assigned participants to and ensure their engagement in needed
supportive services that shall address barriers and challenges they face.
d. Document the participant's progress/engagement/participation in supportive
services, workforce development, and employment training.
e. Complete case notes in Data/Assessment/Plan (DAP) format. Enter case notes
into HMIS within 24 hours.
f. Complete all required individual service plans, documents, files, and assigned
reports related to participants/case activity.
g. Develop and maintain individual participants' records/files that comply with all
federal laws as well as the District program standards.
h. Input participant data and program activities into the designated software
database as assigned.
i. Complete documentation for participants' Quarterly Recertification.
j. Prepare and issue all Notices to participants i.e., Exit, Termination, Extension
Notices.
k. Enter participant housing information into HMIS within 72 hours of lease-up.
l. Complete screening within 72 hours of housing-focused - case management
enrollment to identify the need for SOAR Specialist referral.

C.22.5 Program Assistant (PA): Program Assistants must have a minimum of a high school diploma or
equivalent. The Subcontractor shall ensure the duties assigned to each Program Assistant match
their qualifications, skills, and competence to perform the assigned tasks.

General Responsibilities Include but are not limited to:

a. Provide 24-hour onsite monitoring services to support the safety and well-being
of residents, staff, and the building.
b. Greet participants and guess and process participants belonging to Intake.
c. Assist with receiving meals from food vendor (s) and submitting food service
inventory reports for the applicable shifts.
d. Perform hourly inspections of the building and immediate building exterior, and
document/report any incidents as required by this SOW.
e. Work cooperatively with program staff at all levels to ensure quality of service.
f. Provide de -escalation services as needed and report accurate , pertinent
information to appropriate Case Managers and supervisory senior staff.

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g. Assist in the planning and organization of recreational activities and events.
h. Rove occupied floors to monitor and ensure the safety and well -being of
residents.
i. Communicate using two -way radio devices to provide real -time updates and
emergency response as necessary.
j. Remain awake and alert at all times during shifts.

C.22.6 Housing Specialist: All Housing Specialist must have a minimum of a bachelor’s degree in
business administration, social work, psychology, sociology, counseling, or related service/science
disciplines and one year of experience involving engagement with landlords or property managers,
in real estate, or conducting appropriate connections of individuals, especially those experiencing
homelessness, to housing services. Knowledge of housing resources, subsidy programs, and the
continuum of care for individuals experiencing homelessness, as well as experience working with
landlords and property managers, is preferred. Where necessary and appropriate, a Housing
Specialist without a bachelor’s degree can meet minimum qualifications by substituting at least
three years of work experie nce in social service and/or human service field, business
administration, or experience e involving engagement with landlords or property managers, in real
estate, or conducting appropriate connections of individuals, especially those experiencing
homelessness, to housing services. Certification and/or licensure in a relevant discipline ( e.g.,
certified addictions counselor) may also substitute for educational requirements. Individuals who
have experienced homelessness are encouraged to apply.

General Responsibilities Include but are not limited to the following:

a. Maintain a relationship with existing property managers/owners and establish
new relationships with those willing to house Transitional Housing participants.
Research and locate stable housing leads for Transitional Housing participants
which may include leads in the District of Columbia, Maryland, Virginia, or
other jurisdictions.
b. Assist in accessing housing units that are consistent with the participant’s needs
and preferences (within the limits of their income combined with available
subsidy), taking into consideration safety and access to transportation,
connection to health care, treatment, school, support systems, and employment
opportunities.
c. Assist participants with completing housing applications if needed. May assist
participants with advocating to landlords and accompany or transport them to
housing tours.
d. Use a Housing First approach, Housing Navigation assistance is designed and
implemented to identify and secure housing for participants as quickly as
possible, by doing activities which may include, but are not limited to:
i. Active recruitment and retaining of landlords and housing
managers willing to rent to participants (who may otherwise fail
to pass typical tenant screening criteria)
ii. Housing unit search and identification
iii. Helping participants gather documents needed for housing
placement
iv. Move and secure basic housing needs
e. Have knowledge, skills, and resources to understand landlords’ perspectives,
understand landlord and tenant rights and responsibilities, and negotiate landlord
support.

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f. Assist case managers with triaging issues that arise to ensure landlord concerns
are responded to in a timely manner and assist case management staff in
mediating any landlord-tenant issues that may arise.
g. Conduct regular community outreach initiatives to increase the number of
landlords participating in District programs and expand the number of units
available to participants served through Transitional Housing Programs.
h. Use best practices related to housing participants in Transitional Housing
programs including shared housing opportunities.
i. Maintain a Property Manager/Owner Contact Log to meet set expectations.
Establish, update, maintain, and communicate a list of available housing
opportunities at least twice per week.

C.22.7 Employment Specialist: All Employment Specialists must meet minimum qualification
standards. The minimum qualifications for employment specialists are a bachelor’s degree in
human resources, business administration, or related service/science disciplines and one year of
experience involving engagement with conducting appropriate connections of individuals,
especially those experiencing homelessness, to employment or employment training services,
conducting interview and resume preparation, or buildin g relationships with employers to hire
individuals. Knowledge of employment hiring practices, employment training resources,
interviewing and resume-building skills, the continuum of care for individuals experiencing
homelessness, as well as experience working with employers to secure employment for others , is
preferred. Where necessary and appropriate, an employment specialist without a bachelor’s degree
can meet minimum qualifications by substituting at least three years of work experience in a social
service and/or human service field, or experience involving engagement w ith employment hiring
practices, employment training resources, interviewing and resume building skills, as well as
experience working with employers to secure employment for others. Individuals with lived
experiences are encouraged to apply.

General responsibilities include but not limited to:

a. Engage participants and establish trusting, collaborative relationships directed
toward the goal of competitive employment, training, or potential internships in
community job settings, including creating resumes and cover letters for program
participants, as well as interview preparation and navigating a new role for
employment opportunities.
b. Assist participants with reviewing their benefits requirements (e.g., SSI,
Medicaid, etc.) to determine the impact employment may have on benefit
eligibility. Refer participants to benefits counseling, as needed. Help participants
report earnings, as needed.
c. Assess participants' vocational functioning on an ongoing basis utilizing
background information and work experiences.
d. Conduct job development and job search activities directed toward positions that
are individualized to the interests and uniqueness of the participants.
e. Provide individualized follow-along support to assist participants in maintaining
employment. Writes job support plans with participants and adjusts plans
according to participants’ needs and preferences.
f. Work closely with consumers, staff, and other partners to develop jobs through
various methods such as conducting online job searches, setting up job
interviews, cold calling, and accessing other available community -based job
banks.

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g. Provide education and support to employers as agreed upon by participants,
which may include negotiating job accommodation and follow-along contact by
the employment specialist with the employer.
h. Inform case managers of participants’ engagement level with employment
services. Assist case managers as needed in the development of action plans to
reengage participants.
i. Provide timely interventions. Return phone calls and other forms of
communication in a timely manner. For example, return participant phone calls
within 24 hours. Follow -up with employers regarding participant’s job loss
through e -mail or telephone communi cation within 24 hours of notification.
Follows up on job leads within 48 hours. Conduct quarterly surveys on employer
satisfaction with employers that are working with the participants in Transitional
Housing Programs.
j. Complete monthly and quarterly progress reports of program participants'
participation.
k. Conduct regular community outreach initiatives to increase the number of
employers willing to support the hiring of participants in Transitional Housing
Programs.
l. Use best practices related to employing or improving employment options for
participants in Transitional Housing Programs.

C.22.8 Admin Support/Data Analyst: must have a minimum of an associate’s degree or must have a
minimum of two years of related professional experience. Demonstrate the ability to communicate
and collaborate effectively with individuals and teams at all levels, both internally and externally.

General Responsibilities Include:

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

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C.23 CASE MANAGEMENT REQUIREMENTS

C.23.1 The prime contractor shall ensure to provide case management services that:
a. Support individuals experiencing homelessness to access permanent housing
b. Support individuals who are exiting homelessness to maintain housing; and
c. Facilitate meaningful, coordinated connections to needed services and support
outside the homeless system.
d. Shall ensure a ratio of no more than 25 participants to one Case Manager.
e. Shall ensure a ratio of no more than 10 Case Managers to one on-site Supervisor;
Supervisors do not need to be on-site.

C.23.2 Case Management for Individuals in Low Barrier Shelter & Transitional Housing
C.23.3 The prime shall ensure that case management services for individuals in low -barrier shelters,
temporary shelters, and transitional housing are consistently offered to participants and provided
on-site during residents' hours in the building.
C.23.4 Each Case Manager shall maintain an ongoing caseload of approximately 25 residents. Protocol
for identifying and enrolling participants in case management services shall be determined in
coordination with and approved by the District.
C.23.5 The prime shall ensure that case management services for individuals in low -barrier shelters,
temporary shelters, and transitional housing are consistently offered to participants and provided
on-site during residents' hours in the building.
C.23.6 The prime contractor shall operate a housing first system that appropriately ensures programs
funded through this SOW are accessible and accept referrals from the District and partner agencies
and other public and private agencies operating in the District without undue barriers to entry.
C.23.7 The prime contractor shall ensure providers and subcontractors conduct intakes, including
collecting all HUD -required demographic information. Intakes determine the participant's
eligibility for services, the circumstances causing or contributing to their homelessness, or are at
imminent risk of homelessness condition.
C.23.8 All programs shall incorporate harm reduction policies and procedures into their program design
and shelter operations.
C.23.9 Case Managers are considered Mandated Reporters of suspected child and senior abuse and shall
report suspicions of child or senior abuse as required by District Law.
C.24 Engagement in Case Management Services

C.24.1 The prime contractor shall ensure subcontractors offer case management and supportive services.
Every attempt should be made to engage participants in these services. Participation in these
services is not required as a condition of receiving low -barrier shelter services. All attempts and
engagements shall be documented using the DAP in HMIS or the applicable database system.

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C.24.2 The prime contractor shall conduct targeted engagement of the participants with the longest stays
in the low barrier system, per protocol established and approved by the District. The prime
contractor shall monitor and provide the shelter operator with reports of longest -stayers and track
engagement attempts among targeted long -stayers not connected to other outreach or housing
providers in HMIS.
C.24.3 The prime contractor shall ensure the engagement of priority populations (e.g., Veterans and
Youth) per District guidance.
C.24.4 The prime contractor shall ensure that crisis intervention services are provided to program
participants as needed.
C.24.5 The prime contractor shall ensure that the subcontractor participates in the District’s CAHP System
and shall attend monthly matching meetings.
C.24.6 The prime contractor shall oversee the completion of participant screening/assessment using the
District’s assessment tool (VI -SPDAT, SPDAT) for all program participants who either request
case management services or participants identified by an alert in the DC CoC HMIS syst em as
high priority for assessment due to their chronic homeless status and their participation in multiple,
prior year low-barrier/emergency shelter programs. Assessments shall be scheduled and completed
as soon as possible for all participants who meet the criteria above and have stayed for at least five
consecutive nights in the shelter. Assessments should be completed by case managers, other
appropriately trained staff, Coordinated Entry System staff, or partner agencies responsible for
coordinated entry system operation in the geographic area where the low barrier/emergency shelter
is located.
C.24.7 Intake and all completed assessments shall be entered into HMIS, with the appropriate HMIS
consent, within 24 hours of client intake.
C.24.8 The prime contractor shall assist with locating individuals matched to housing that are staying in
low-barrier shelters and facilitate the connection between these participants and their housing
navigator/case manager, as assigned through the CAHP system, for the remainder of the time the
client is living in a shelter. Additional requirements include assisting in providing the housing case
manager access to meet with the client throughout the client's housing process and collaborating
with the housing manag er to complete tasks necessary to fulfill the client's housing subsidy and
move the client into housing.

C.25 STANDARDS FOR CASE MANAGEMENT SERVICES AND DOCUMENTATION
C.25.1 The prime contractor shall ensure that case management staff support individuals to collect all
necessary documentation to obtain assistance. Documentation shall include but is not limited to
identification cards, birth certificates, social security cards, income statements, and medical
records. This information shall be included in the monthly report.

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C.25.2 The prime contractor shall ensure that case managers make appropriate referrals to alcohol and
substance abuse treatment and mental health services and support participants in accessing public
benefits programs based on the assessment of the participant's need and will to engage in services.
C.25.3 The prime contractor shall establish referral and follow-up procedures to confirm all referrals made
to alcohol and substance abuse treatment and mental health services . Documentation of referrals
made and referral confirmation shall be maintained in the participant file (HMIS record or
applicable database). Documentation shall be in DAP.
C.25.4 The prime contractor shall establish effective working relationships with employment programs
and support participation in services to prepare for and obtain employment.
C.25.5 The prime contractor shall maintain a file for each participant that contains the following, but is
not limited to:
a. Referral documentation (if applicable)
b. CoC CAHP Standardized Assessment Form (VI-SPDAT) (if applicable)
c. Housing Stability Plan (if applicable)
d. Documentation verifying the participant’s eligibility to receive assistance
e. Photo of the participant taken at the time of enrollment
f. A copy of the participant’s photo ID

C.25.6 The prime contractor shall ensure that case managers routinely document the content and outcome
of case management meetings with participants and document their progress in achieving the
desired outcomes. Case managers shall document all meetings, collateral contacts, referra ls,
missed meetings, and other relevant information about the participant's progress toward obtaining
housing and other support services. Progress notes shall be updated within 24 hours of a participant
meeting and documented using DAP
C.25.7 The prime contractor shall ensure case managers maintain clients' caseloads until they exit from
low-barrier shelters. Exits consist of self-resolved, diversion, and permanent housing placement.
C.25.8 The prime contractor shall establish a process that ensures when an individual has refused housing
resources (while in the shelter that when an individual has refused housing resources (while in the
shelter, the assigned case manager documents a follow-up offer in HMIS (or applicable database)
at least every two weeks.
C.26 HOUSING-FOCUSED CASE MANAGEMENT
C.26.1 The prime contractor shall ensure subcontractors provide Housing -Focused Case Management at
all LBS and Transitional Shelter sites and shall be responsible for ensuring subcontractors offer
the following:
a. Introductory to LBS and screening for immediate referral to the onsite Project
Reconnect Staff for rapid exit. If rapid exit is not an option, the participant shall
then receive:

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1. An orientation to the LBS and Transitional Housing programs and an
explanation of the Program Rules (participants must sign and receive a
copy; a second copy shall be uploaded to the participant’s electronic file).

2. Initial screening for onsite programs and services to determine any
critical, immediate needs.
3. A request to complete a CAHP Housing Assessment within 48 hours and
an invitation to participate in Housing-Focused Case Management.
4. The prime contractor shall develop an electronic system for tracking bed
assignments in coordination with the District. The bed assignment
process shall facilitate real -time tracking of bed lists in the at each
facility.

5. The prime contractor shall be responsible for identifying which staff
position (or combination of positions) is (are) responsible for fulfilling
this function in its Staffing Plan -- e.g., Case Manager, Shift
Supervisor(s) (or equivalent), or Program Assistant (PA).

6. The prime contractor shall ensure that subcontractors implementing
housing-focused case management participate in CAHP meetings
(including completing attestation and precheck forms).
C.26.2 At the LBS sites any participants that are housing motivated and wish to engage in shelter exit
planning shall be assigned a Case Manager. At the Transitional shelters , all participants shall
participate in housing -focused case management. All case managers for LBS and Transitional
shelters shall maintain an ongoing caseload of 25 participants and shall be responsible for:

• Assessment: The prime contractor shall ensure that every participant on their
caseload has an up -to-date Housing Assessment using the Vulnerability Index -
Service Prioritization Decision Assistance Tool (VI -SPDAT) or another tool as
determined by the District. Case Managers shall complete an assessment for
participants who still need a current assessment within 48 hours of enrollment
on the caseload.
• Individualized Housing Stability Plan: Working with the participant to
develop (or update, as applicable) a Housing Plan. This includes:
1. Completing a Housing Preference Survey using a tool to be determined
by DHS;
2. Assisting participants to consider options realistically available in the
short term based on their household income (e.g., staying with family,
renting a room, identifying a roommate – continuing to revisit Rapid Exit
strategies);
3. Reviewing the participant’s household income and support the
participant in developing a housing budget;
4. Reviewing the likelihood of the participant being matched to a subsidy
within a three-month timeframe based on their assessment score and the
District’s CAHP prioritization policy;

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5. The Case Manager shall conduct a Benefit Screening (either directly or
with the help of a team member specializing in mainstream benefits) to
ensure participants are receiving all benefits for which they are eligible;
6. Assisting participants to map out measurable goals, action steps, and
target timeframes that support progress towards the participant’s
identified housing pathway; and
7. Housing Stability Plans shall be completed no more than seven days
following participant enrollment in Case Management and shall be
uploaded in HMIS or other systems as determined by DHS. In the event
that a participant has not achieved permanent housing within 90 days,
Housing Plans shall be formally reviewed with the participant and
updated on a quarterly basis.
C.26.3 Benefit Application. Assisting participants in applying for any benefits for which they are eligible
but not currently receiving, including but not limited to the following:

1. Supplemental Nutrition Assistance program (SNAP);
2. Security Income (SSI) and/or Social Security Disability Insurance (SSDI) in
coordination with the coordinator with the SOAR specialist;
3. Veterans benefits;
4. Earned Income Tax Credit (EITC);
5. Coronavirus Economic Impact Payments (or similar future benefits);
6. Medicaid/Medicare/DC Alliance Insurance; and/ or
7. and other health-related benefits (e.g., Elderly and Physically Disabled Waivers,
Assertive Community Treatment).

C.26.4 Employment Support . For participants interested in employment – conduct an employment
assessment, either directly or through an Employment Specialist, to understand participant skills,
work experience, and interests, to help participants develop an immediate earning strategy, as well
as potential longer-term career pathway options. Any employment goals and action steps shall be
documented in the participant's Individualized Housing Stability Plan.

C.26.5 Identification Documentation. Offer all participants, regardless of their exit plan, assistance with
applying for an Identification card and Social Security card. Support participants in obtaining the
necessary documents to apply for housing (the specific documents needed will depend on the
participant's ISP Plan).

C.26.6 Communication Tools. Assisting participants without a phone to obtain a free cell phone through
SafeLink, Lifeline, or other similar government -funded services to facilitate communication and
support progress on the participant's Housing Plan.

C.26.7 Case Coordination. Serving as a liaison to other service providers working with the participant,
including housing providers (e.g. Rapid Rehousing or Permanent Supportive Housing Case
Manager), health/behavioral health providers, and/or employment and training providers. T he
Shelter Case Manager is responsible for helping the participant to get and remain connected to
needed support, including scheduling appointments, participating in three -way check -ins (as
appropriate and invited by the participant), and ensuring the participant has the resources needed
(e.g., transportation tokens) to follow through on appointments and other commitments).

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C.26.8 In-Person Support: Case Managers shall be prepared to accompany participants to appointments
when greater assistance or support is needed to achieve an objective or ensure connectivity with
another provider.

C.26.9 Case File Documentation: Case Managers shall establish and maintain an electronic case file in
HMIS for every participant on his or her caseload. Case managers shall routinely document the
content and outcome of case management meetings with participants, including the participan t's
progress in achieving the desired outcomes. Case managers shall document all meetings, collateral
contacts, referrals, missed meetings, and other relevant information about the participant's progress
toward housing attainment and supporting goals in HMIS. (See Section C.4.4 for more information
on documentation and recordkeeping.)

C.26.10 Engagement of Long-Term Stayers: In addition to services provided to participants enrolled in
Housing-Focused Case Management, The prime contractor shall identify and continuously engage
Long-Term Stayers to participate in Housing-Focused Case Management, using techniques such
as motivational interviewing, relational strategies, and other evidenced -based social work
practices. The prime contractor shall ensure case management engagement efforts are documented
in HMIS. In accordance with the protoco ls established in coordination with the District and The
prime contractor.

C.26.11 Protocol Development : The prime contractor shall be responsible for establishing written
protocols to support its delivery of Housing-Focused Case Management. This includes protocols
for:
1. Conducting initial orientation and screening of all participants entering the Low
Barrier Shelter and Transitional Shelter.
2. Making referrals to partner or district agencies to ensure connection to services;
3. Building and maintaining housing- focused case management caseloads;
4. Accompany participants to appointments as needed;
5. Identifying and engaging Long-Term Stayers; and
6. Any other protocols determined necessary by The prime contractor and/or
District.

C.27 LEASING SERVICES- FAMILIES

C.27.1 The prime contractor shall ensure providers and subcontractors conduct and facilitate
lease up and Program Orientation for new FRSP participants and have the capacity to
facilitate Lease Ups Monday through Friday.

C.27.2 The prime shall ensure orientation includes a video explaining the FRSP program, the financial
responsibilities of the participant, and other supporting materials needed to facilitate lease-ups.

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C.27.3 The prime contractor shall ensure that providers and subcontractors review and determine
participant eligibility within the STEP Tool for FRSP and notify landlords of approval/denial
within three business days after an application is completed.

C.27.4 The prime contractor shall review the FRSP Landlord Packet for validation. The
Landlord packet shall include at a minimum:
1. Landlord W9,
2. Basic Business License,
3. Certificate of Occupancy,
4. Landlord ID, and
5. Landlord Direct Deposit information.

Then prime contractor shall ensure that the provider and subcontractor request for unit
inspection via STEP Tool upon landlord packet approval.

C.27.5 The prime contractor shall ensure that landlord packets are validated and/or revalidated
within one business day after the packets are uploaded into the STEP tool.

C.27.6 The prime contractor shall ensure Lease-ups are scheduled no more than one business
day after the approved unit inspection results are uploaded into the STEP Tool. Lease-
ups shall occur within three business days after the results are uploaded into the STEP
Tool.

C.27.7 If lease-ups are canceled for any reason, The prime contractor shall reschedule the
lease–up within one business day. The lease-up shall occur within two business days
after the cancellation date.

C.27.8 The prime contractor shall notify the landlord, participant, case manager, and case
manager supervisor connected to the case in STEP Tool of the scheduled lease-up,
as well as any contacts designated by the District.

C.27.9 The prime contractor shall notify entities connected to the participant’s case in STEP
Tool or any designated District system of the scheduled lease-up, as well as any
contacts designated by the District. At a minimum, The prime contractor shall notify
the following of the scheduled lease-up:
1. Landlord,
2. Participant,
3. Short Term Family Housing (STFH),
4. Homeless Prevention Program (HPP) case manager,
5. Assigned FRSP Provider and Supervisory case manager

C.27.10 The prime contractor shall advise the participant or Landlord of any additional
required documents needed to complete the lease-up.

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C.27.11 The prime contractor shall complete calculations for the participant's portion of
their monthly rent based on the participant’s income. The prime contractor shall
input the participant's initial rental portion amount in the STEP Tool and ensure
the accuracy of the calculated amount.

C.27.12 The prime contractor shall ensure all lease-up documents are provided to the participant and Case
Manager at the time the lease-up is scheduled.

C.27.13 The prime contractor shall document whether or not the participant and Landlord are enrolled in
the Rental Partnership Initiative (RPI).

C.27.14 The prime contractor shall ensure the signed lease, documentation, and HAP are collected within
one week of lease up completion and all noted documents uploaded or transferred into the
designated DHS system.

C.27.15 The prime contractor shall document in the STEP Tool the status of the participant and
Landlord enrollment in the Rental Partnership (RPI). The prime contractor shall
coordinate with the Landlord and participant to ensure they signed the Lease,
applicable documentation, and Housing Assistance Payments agreements are collected
within one week of lease up completion. The prime contractor shall ensure all
applicable lease documents are signed and completed and shall conduct follow-ups as
needed to obtain finalized lease documents. The prime contractor shall upload and
record all executed Lease documents into the STEP tool for FRSP payments to be
rendered. FRSP payments to include:
1. First Months Rent,
2. Security Deposit, and
3. Backdated payment (amounts that a landlord is owed.)

C.28 FACILITIES MANAGEMENT REQUIREMENTS

The prime contractor shall ensure the requirements apply to facility services provided centrally for
all district-owned and leased buildings. The prime contractor shall use these standards as a guide
when subcontracting with providers in buildings that are non-owned or non-leased by the District,
particularly regarding maintenance standards, service response times, and janitorial standards.

MAINTENANCE SERVICE REQUIREMENTS

C.28.1 The prime contractor shall provide consolidated maintenance services including the management,
supervision, labor, material, supplies, and equipment to ensure effective performance of building
operations, maintenance, and repair (OM&R) services at all District facilities for non-structural
repairs as advised by the Department of General Services (DGS).

C.28.2 The prime contractor shall possess and maintain a working knowledge of each district-owned and
leased facility’s electrical and lighting systems. The prime contractor shall provide the required
maintenance and repairs for continued optimal operation per directives by the District.

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C.28.3 The performance of Consolidated Maintenance Services under this Statement of Work (SOW)
shall be carried out safely and legally . The prime contractor shall comply with the most recent
versions and any future revisions of all applicable standard industry practices, Federal and District
laws, Court Orders, regulations, and policies and procedures including but not limited to the
Occupational Safety and Health Act (OSHA).

C.28.4 The prime contractor shall be responsible for mobilizing labor, equipment, and materials required
to perform requested repairs. Work areas shall be maintained in a safe condition and cleaned up
after completion of work. Any D.C. government-owned property or equipment damaged by The
prime contractor shall be restored to its original condition.

C.28.5 The prime contractor shall provide all materials required to complete the repair properly and
professionally. Any “temporary” repairs are to be brought to the immediate attention of the CA
and shall be permanently corrected upon receipt of the part(s).

C.28.6 The prime contractor understands that materials required to perform the services under this contract
may, in some instances, be specified by the CA. Any material substitutions shall be approved by
the CA. Use of hazardous materials is strictly prohibited unless authorized in writing by the CA.

C.28.9 The prime contractor shall deliver materials and equipment in the original, properly labeled,
unbroken packages, containers, cartridges, or bundles and in such quantities and such ample time
that the progress of work shall not be delayed.

C.28.10 The prime contractor shall protect materials and products against any damage or deterioration
during transit to the site, unloading, delivering , and storing onsite, installation or erection and
during the period(s) between installation or erection and final acceptance by the District, that shall
include, but not limited to:

a. Minimum exposure to weather during delivery
b. Storage off-ground in dry, well-ventilated spaces
c. Covering, as necessary, for adequate protection from soiling and wetting

C.28.11 The prime contractor shall be responsible for safeguarding its materials, tools, and equipment.
The District shall not assume any responsibility for vandalism and/or theft of materials, tools ,
and/or equipment.

C.28.12 The prime contractor understands that all work shall be subject to inspection by one or more
representatives of the District. Any work that has not been completed in compliance with
approved specifications or that has not been in compliance with local code requirements shall be
corrected at The prime contractor’s expense.

C.28.13 The prime contractor shall develop and provide a Building Operating Plan (BOP) for the Facility’s
operating systems. The prime contractor shall provide a draft BOP 30 days after the award. The
prime contractor shall update and revise the BOPs as needed but at a minimum once a year. The
BOP shall be submitted for the review and approval of the CA and shall include at a minimum:

a. Emergency response procedures;
b. Other documentation procedures necessary to meet contract requirements;

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

C.28.14 The prime contractor shall comply with the most recent versions and any future revisions to all
applicable Federal and District laws, Court Orders, regulations, and policies in the fulfillment of
the required services. The contracted maintenance staff shall not deviate from the directions
provided by the BOP except in emergencies or as directed by the CA. The CA may modify,
amend, and/or revise the BOP to change shift duties, start and stop times, and post locations
provided the change is within the SOW scope and has no impact on price. Such changes shall not
require modification to the SOW.

C.28.15 The prime contractor shall possess all licenses and certifications to perform the maintenance and
repair services referenced in this SOW. The prime contractor bears the sole burden for ensuring
that all legally required licenses and permits are obtained and renewed as specified by the
regulating agency. The prime contractor shall verify and comply with all federal, state, and local
requirements.

C.28.16 The prime contractor shall be responsible for non -structural management. The prime contractor
shall determine the threshold in the BOP. The prime contractor shall report structural maintenance
issues to DGS immediately for emergency requests and within 24 hours for non -emergency
requests.

C.28.17 The prime contractor shall be allowed to provide additional services based on surge level or needs
beyond the level 1 requirements listed in this SOW. The prime contractor shall only execute the
additional services upon written approval in the form of an official task order from the CA or the
CO.

C.29 Electrical Service Maintenance

C.29.1 The prime contractor shall replace failed ballasts with new high-efficiency electronic ballasts that
match the fixture wattage requirements.

C.29.2 The prime contractor shall replace failed fluorescent lamps with new lamps of the same
temperature color, and a Color Rendering Index (CRI). For re -lamping the main foyer (as

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necessary), The prime contractor shall demonstrate they have the necessary equipment to annually
or as needed to re-lamp 25 feet or above.

C.29.3 The prime contractor shall safely handle, store, and manage fluorescent lamps and broken lamps
in accordance with Federal and local laws.

C.29.4 The prime contractor shall troubleshoot the problem:

a. identify the cause of the problem,
b. identify the components affected,
c. conduct the repair in a professional and timely manner for any units, plumbing
equipment, excavation, pneumatic controls, electronic controls, and/or any other
component that makes up the plumbing and pipe system to include associated
mechanical, plumbing, and electrical/electronic connections.

C.30 PLUMBING SERVICE MAINTENANCE

C.30.1 The prime contractor shall possess and maintain a working knowledge of each district-owned and
leased facility’s plumbing systems and provide the required maintenance and minor repairs for
continued optimal operation.

C.30.2 The prime contractor shall maintain and perform minor repairs to the Facility’s plumbing systems
including repairs of toilets, urinals, showers, shower heads, and sinks.

C.30.3 The prime contractor shall ensure water is maintained in all indoor drain traps so that they do not
dry out and prevent odors and gases from entering the facility through the drain system. In areas
where there is no regular spillage through drains, The prime contractor shall add a small amount
of mineral oil to the water to prevent drying out. The prime contractor shall also propose the use
of trap primers where appropriate.

C.30.4 The prime contractor shall coordinate with the District to facilitate DGS repairing any incident(s)
not classified as minor.

C.30.5 The prime contractor shall operate, service, and maintain rainwater storage systems and building
gray water systems.

C.31 Architectural, Structural, And Fixtures Maintenance

C.31.1 The prime contractor shall possess and maintain a working knowledge of the required
building signage services required for the Facility’s continued optimal operation.

C.31.2 The prime contractor shall provide all necessary labor and materials to install, change, maintain,
repair, and replace wall and door-mounted identification plaques and signs and numbers including
the information displayed in the building lobby directories and way-finding systems.

C.31.3 The prime contractor shall replace, alter, or change room numbers, narrative room identification
signage, lobby, and location directory information due to changes in the building population or
area use.

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C.31.4 The prime contractor shall protect all surrounding surfaces, e.g., carpet, marble, and all other
surfaces to avoid stains, scratches, tears, or any other damage.

C.32 Operations, Maintenance, Repair, And Improvement Services

C.32.1 The prime contractor shall provide all Operations, Maintenance, and Repair (OM&R) services for
the Facility in an efficient, economical, and reliable manner. The prime contractor shall maintain
an acceptable level of performance for the required non -structural repair and improvement
services.

C.32.2 The specific requirements identified herein are not intended to provide a comprehensive list of
tasks, which may be necessary to meet the general requirements of this contract and shall not be
interpreted as exclusionary. It is the responsibility of The prime contractor to include specific
operational tasks in the Building Operating Plan (BOP).

C.32.3 Except as otherwise specifically provided herein, the following are excluded from the scope: Base
building and structural equipment that is maintained and managed by DGS.

C.32.4 The prime contractor shall update and revise the BOPs as needed but at a minimum once a year.
The prime contractor shall develop and provide a BOP for each District owned and leased facility.
The final BOP shall be submitted for the review and approval of the CA within 10 days of contract
award and shall include and address at a minimum:

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

C.33 REPAIRS

C.33.1 The prime contractor shall ensure it possesses properly working tools, equipment, and materials to
successfully perform all repairs in this agreement. The prime contractor shall replace broken,
damaged, or faulty tools, equipment and materials as soon as possible or as otherwise agreed upon
with the CA. The prime contractor shall take measures to temporarily meet the operational needs
of the Facility while repairs are pending. The prime contractor shall provide labor, and equipment
to perform all non-structural repairs, to the Facility's interior and exterior including, but not limited
to:

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a. Lighting systems (interior only),
b. Plumbing systems (minor interior repair only),
c. Interior walls,
d. Furniture
e. Doors (interior only),
f. Door-locks (interior only),
g. Door hinges,
h. Floor coverings,
i. Concrete floors,
j. Hardwood flooring,
k. Carpeting,
l. Ceramic tile,
m. Interior and exterior stairways,
n. Ceiling tiles and ceiling structure systems,
o. Blinds and shades, and
p. Bathroom, and kitchen plumbing and fixtures.

C.33.2 The prime contractor shall repair or replace all equipment damaged by misuse of equipment by
any person(s) other than The prime contractor, his representative(s), or employee(s) or by reason(s)
of any other cause beyond the control of The prime contractor. Any damage caused by The prime
contractor, his representative(s) , or employee(s) shall be repaired or replaced by The prime
contractor at no cost to the District.

C.33.3 The prime contractor shall include in the BOP a plan to deter and remediate vandalism (e.g.
breaking windows, arson, graffiti, egging, and other destructive acts). The prime contractor shall
replace or restore any deficiencies or breakdowns caused by public vandalism, misuse, abuse, or
natural disaster.

C.33.4 The prime contractor shall complete repair work, including touch -up painting and operational
performance checkouts of systems or system components. The prime contractor shall ensure that
the quality of work for repaired areas is fully compatible with and matches adjacent surfaces or
equipment.

C.33.5 The prime contractor shall submit to the CA for approval, a list of “on the shelf” replacement and
expendable parts and materials within 60 days of contract award (and annually thereafter) that The
prime contractor intends to stock at the building. The CA may require The prime contractor to add
or delete items from this list. The prime contractor’s inventory of replacement parts shall include
but not be limited to Toilet seats, office door locks and keys, incandescent light bulbs, fluorescent
light bulbs and ballast, toilet and urinal flush valves, various sizes of air handling equipment shaft
bearings, pulleys and fan belts, air filters, manufacturer’s recommended preventive maintenance
parts and any other expendable mechanical, electrical, and cleaning (janitorial) materials or items
The prime contractor intends to store and use at the Facility. This inventory shall be maintained at
the same levels of items continuously. When any item is used, a replacement part shall be ordered
to keep the invento ry at full stock at all times. Where lights, parts , and materials are visible to
tenants they shall match the existing adjacent ones exactly in appearance.

C.33.6 All of prime contractor’s replacement items shall match existing dimensions, materials, quality of
work, finish, color, design, and performance. During all stages of work, The prime contractor shall
not allow the debris to spread into adjacent areas or accumulate in the work area.

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C.33.7 The prime contractor shall remove all such debris, excess material, and parts at the end of each day
while work is in progress. Upon work completion, The prime contractor shall remove all stains and
other unsightly marks.

C.33.8 The prime contractor shall complete all repair or alteration work, including touch-up painting and
operational checks. The prime contractor shall ensure that the quality of the work and the Repaired
areas are fully compatible, visually, and operationally, with adjacent surfaces or equipment. The
prime contractor shall ensure that all replacements match existing in dimension, material, quality
of work, finish, color, and design. Upon completion of work, The prime contractor shall remove
any stains and other unsightly marks.

C.33.9 The CA shall follow up on all work orders and will conduct site visits and periodic inspections.

C.34 SERVICE CALL OPERATIONS

C.34.1 The prime contractor shall develop and operate a service call program that includes policies and
procedures for responding to all service calls. This plan shall be submitted to the District for
approval within thirty days of contract award and annually thereafter.

C.34.2 The prime contractor shall ensure its service call program incorporates the District Maintenance
and Repair Tool in its policies and procedures. All maintenance and repair requests shall be
formally submitted electronically through the District Maintenance and Repair Tool.

C.34.3 The District reserves the right to demand a change in or removal of any Prime contractor’s service
call program based on unsatisfactory performance at no additional cost to the District.

C.34.4 The prime contractor shall report maintenance issues for district-owned and leased facilities within
24 hours of identification via the DHS Maintenance and Repair Tool. For any emergency
maintenance issues during non-operating hours, the on-site staff shall immediately report the issue
to The prime contractor Emergency Hotline Number and the DHS Facility Coordinator.

C.34.5 The District unilaterally reserves the right to modify The prime contractor’s required non -
emergency service call response time based on unsatisfactory performance.

C.34.6 The prime contractor shall, at a minimum, perform an analysis of the problem and adjustment of
operating or monitoring controls or other immediate corrective action.

C.34.7 The prime contractor shall provide normal business operating hours from 7:00 am to 6:00 pm
Monday through Friday.

C.34.8 The prime contractor shall have a 24-hour telephone number available for notification of the need
for services that can be performed on an emergency basis.

C.34.9 The prime contractor shall immediately notify the CA of the need for emergency services for
operating and maintenance, and repairs and improvements. Upon approval by the CA, The prime
contractor shall respond on-site to the emergency within 30 minutes (sufficient and adequate on -
site action which mitigates the emergency is required), upon notification or identification of the
emergency by The prime contractor, unless the CA and The prime contractor agree upon another
time period.

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C.34.10 The prime contractor shall ensure that the District has access 24 hours per day, and seven days
per week to the on-site technician, or another representative of The prime contractor.

C.34.11 The prime contractor shall maintain all environmental standards within the range defined by
OSHA and, if applicable, Leadership in Energy and Environmental Design (LEED) requirements.
If the building design does not permit operation to current standards, The prime contractor shall
demonstrate and document their concerns to the CA and maintain conditions as close to the
modern standards as possible, given the existing equipment of the building.

C.35 EMERGENCY SERVICE CALL OPERATIONS

C.35.1 The prime contractor shall provide emergency service call services between regular examinations
of facility equipment. The prime contractor shall provide emergency services on a 24-hour, seven-
day-a-week basis . The prime contractor shall provide response times in accordance with the
following:

a. Respond within two hours to emergency service calls - service calls that consist
of correcting failures during Normal Occupant Working Hours (normal working
hours are 7:00 am to 6:00 pm) that constitute an immediate danger to persons or
property, a fire, life, safety emergency, damage to the building is occurring,
and/or when the CA, or designated representative, has determined it is an
emergency;
b. Respond to service shall require an emergency response to any service call,
repair, adjustment, or other problem(s) identified to the prime contractor by the
District or the tenant agency; and
c. Remain on -site for the job until each emergency situation is corrected or
mitigated; and
d. Ensure any required additional support shall be onsite within two hours.

C.35.2 The prime contractor’s response time for emergency service calls shall begin when a service call
is initially submitted to and acknowledged by the prime contractor.

C.36 NON-EMERGENCY SERVICE CALL OPERATIONS

C.36.1 The prime contractor shall provide non -emergency service call services. The prime contractor
shall at a minimum:

a. Respond to non -emergency service calls within 48 hours during Normal
Occupant Working Hours.
b. Respond within 48 hours of notification of the request or the next business day
after Normal Occupant Working Hours. If the request for service is made on a
Friday, the prime contractor shall respond no later than the following Tuesday,
unless Tuesday is a District or federal Holiday, in which case, Wednesday would
be the deadline for responding to the call.

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C.36.2 The prime contractor’s response time for non -emergency service calls after Normal Occupant
Working Hours shall begin the next business day when business operating hours begin.

C.37 JANITORIAL SERVICE REQUIREMENTS
C.37.1 The prime contractor shall ensure that subcontractors and providers possess and maintain a
working knowledge of the custodial and janitorial services required for each District-owned and
leased facility.

C.37.2 The prime contractor shall ensure janitorial services of designated District -owned and leased
facilities utilized within the Continuum of Care.

C.37.3 The prime contractor shall develop comprehensive Janitorial Facility Assignment Record
directives for each facility designed to adequately staff and meet the standard service level
requirements outlined in this Statement of Work and in accordance with the most current industry
standards. The Janitorial Facility Assignment Record shall be submitted within thirty days of
contract award and annually thereafter. The prime contractor shall comply with the most recent
versions and any future revisions to a ll applicable Federal and District laws, Court Orders,
regulations, and policies in the fulfillment of the required services. The directives define the
specific duties and hours of operation that the contracted janitorial staff are to perform. The
contracted janitorial staff shall not deviate from the directions provided by the directives except in
emergencies or as directed by the CA. The CA may modify, amend, and/or revise the directives to
change shift duties, start and stop times, and post locations, provided the change is within the SOW
scope and has no impact on price. Such changes shall not require modification to the SOW.

C.37.4 The prime contractor shall ensure all cleaning and services under this SOW. Cleaning and services
shall be carried out safely and legally in accordance with all applicable federal, state , and local
laws and regulations.

C.37.5 The prime contractor shall ensure subcontractors possess all licenses and certifications to perform
services. The prime contractor bears the sole burden for ensuring that all legally required licenses
and permits are obtained and renewed as specified by the regulating agency. The prime contractor
shall verify and comply with all federal, state, and local requirements.
C.37.6 The prime contractor shall ensure that all requirements in Section C.37 are documented and posted
in public view. For example, the prime contractor shall post all weekly cleaning logs at entrances
that provide the date and time of services provided.

C.37.7 The prime contractor shall ensure that subcontractors do not use materials and chemicals that
threaten the health or safety of District employees, subcontractors, or participants or disrupt tenant
agency operations due to undesirable odors or fumes.

C.38 FLOOR CARE SERVICE

C.38.1 The prime contractor shall ensure floors, base moldings, and grout are clean and free of debris ,
including, but not limited to, dirt, water streaks, mop marks, string, gum, tar, and other foreign
matter. The prime contractor shall ensure floors maintain their natural luster and do not have a dull
appearance and wet mopped floors shall be cleaned using disinfectant cleaner(s) with additional
scrubbing. Additionally, the prime contractor shall ensure floors are not slippery, surfaces,
baseboards, and corners are clean and dry, walls, baseboards, and other surfaces shall be free of

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splashing and markings from the equipment and there shall be no visible buildup of finish in
corners or crevices. In addition, the prime contractor shall at a minimum:

a. Sweep all non -carpeted floors, to include staircases, closets, and offices,
minimally two times daily, or as frequently as required to maintain standards set
herein.
b. Dispose of all material collected from sweeping.
c. Vacuum all carpeted floors daily or as frequently as required to maintain
standards set herein.
d. Mop all non-carpeted floors (with clean disinfectant water), including staircases,
minimally daily or as frequently as required to maintain standards set herein.
e. Supply, place, and remove appropriate and proper signs/warning signs for wet
floors to ensure end-user safety.

C.38.2 The prime contractor shall ensure that the water/disinfectant solution used for damp -mopping
floors shall be changed when or sooner than when it becomes “dirty” such that the definition and
standards of a damp-mopped floor (a method that uses clear water, chemical-free mopping) in the
preceding section cannot be met.

C.38.3 The prime contractor shall ensure subcontractors use separate dust mops and damp mops for
bathrooms. Such implements shall be identified as to their use. Any implement used in the
bathroom shall not be used on a non-bathroom floor until or unless sanitized by laundry or similarly
cleaned.

C.38.4 The prime contractor shall ensure that the water/disinfectant damp -mopping solution shall never
be used for a non-bathroom floor (once used) and shall be changed for each application.

C.38.5 The prime contractor shall ensure that place “Wet Floor” caution signs, with appropriate symbols,
and written in both English and Spanish, on the floor in any area being damp mopped or wet due
to weather-related instances until the floor is dried. The restrooms shall be closed to public use
during cleanings. All other damp-mopped areas shall remain accessible with appropriate signage.

C.38.6 The prime contractor shall ensure all cleaning products are used as directed by the manufacturer.
Concentrated products shall be diluted to the specified ratio; required protective apparatus (e.g.,
gloves) shall be worn; setting or soaking periods shall be adhered to; and rinsing shall occur if
directed.

C.38.7 The prime contractor shall ensure provide floor care services as described below:

a. Laminated Flooring (ADP Floors): Damp mopping shall be the only wet cleaning method
for floors in Automated Data Processing (ADP) space.
b. Asphalt Floors: Damp mopping shall be the only wet cleaning method for floors
containing asphalt material.
c. All applicable floor areas shall be maintained in accordance with the prime contractor’s
Quality Control Plan. Surfaces shall be 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.

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d. Loading Dock Floors: Spill residue and clean -up materials shall be disposed of in
accordance with the Environmental Protection Agency (EPA) (Applicable Document
#25). The prime contractor shall ensure these areas to ensure that trash, debris, and other
discarded materials do not accumulate. Policing should be done, at a minimum, three
times a day.
e. Stripping, Sealing, and Waxing: The prime contractor shall ensure full-scale stripping,
sealing, and waxing standard planned services semi-annually. 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 s kipped areas.
The finished area shall have a uniform luster.
f. Buff and Shine: All floors shall be buffed to an industry standard, or the prime contractor
shall ensure buffing in high-traffic areas, standard planned services on a bi-weekly basis,
and low-traffic areas on a monthly basis, in accordance with manufacturing standards.
g. Sealing: The prime contractor shall ensure industry-standard sealant on appropriate floors
on a semi-annual basis. The sealant shall adhere to the floor. Floor areas shall be evenly
coated with a slip-resistant seal. Sealant shall only be applied to appropriate floors.
h. Stairwells and Landings: Surfaces shall be free of dust, dirt, spillage, and other removable
soil substances. Carpeted surfaces shall be free of obvious dirt, dust, spots, and spillages
as further defined in Room Cleaning.
i. Wood Floors: No water solutions shall be used on wood flooring. No dry stripping
methods shall be used on wood flooring. The prime contractor shall ensure to mop all
non-carpeted floors, including staircases, or as frequently as required to maintain
standards set herein.
j. Carpet and Rug Service: Carpeted areas shall be maintained, cleaned, and free of spots
and odors. The prime contractor shall ensure to vacuum all carpeted floors as frequently
as required to maintain the standards set herein.
k. Carpeting in Main Public Areas: The prime contractor shall ensure 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 carpets and rugs shall be reaso nably blended with
surrounding carpets.
l. Spot Cleaning: Carpet surfaces shall be free of removable spots, soiled traffic patterns,
dirt, dust, debris, gum, and crusted material. Spot cleaning shall be accomplished by
cleaning only the immediate affected area to remove any evidence of the dirt, soil, debris,
liquid, stains, or other foreign materials that made the cleaning necessary.
i. Carpet spotting shall be completed wherever necessary.
ii. If carpet spotting does not accomplish the goals outlined in item
one above, the prime contractor shall notify the CA if the
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

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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.
i. The prime contractor shall ensure that vacuum cleaners meet the
requirements of the Carpet and Rug Institute "Green Label/Green
Label Plus" Testing Program
n. Carpet Shampooing and Extraction Cleaning: The prime contractor shall ensure
measures to prevent the growth of mold. The carpet shall be dry before tenants occupy
the building on the next business day. Moving of duplicating equipment, computer
equipment, and similar type of electric and electronic equipment shall be coordinated
with the CA, BM, and BMS prior to 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 semi-annual basis.
o. Carpeting in Conference Rooms, Offices, and Other Rooms: These areas shall be
cleaned in accordance with the above standards.
p. Rubberized or Specialized Mats: Certain facilities have specialized flooring; for further
details regarding specialized flooring needs.
q. Vinyl Composition Tile (VCT): These floors shall be swept and cleaned with
disinfectant mop water three times daily or as frequently as required to maintain the
standards set herein.
r. Concrete: These floors shall be swept and cleaned with a damp mop.

C.39 RESTROOMS, SHOWERS, AND LOCKERS

C.39.1 The prime contractor shall ensure standard restroom, shower room, and locker room cleaning
services for the work items listed below. The prime contractor shall ensure Restroom(s), Shower
Room(s), and Locker Room(s) Services in accordance with Occupational Safety and Health
Administration (OSHA) 29 CFR 1910.1030, and in the case of human waste or fluids, all cleaning
and disposal shall follow Blood Borne Pathogens as specified in OSHA 29 CFR 1910.1030.

C.39.2 The prime contractor shall ensure at a minimum:

a. Restroom(s) Services: The prime contractor shall ensure these areas are cleaned
in accordance with the above standards. Additionally, they shall be free of
discarded material and trash shall be emptied to prevent the containers from
overflowing. Restrooms shall be policed minimally every two hours to prevent
trash from accumulating. Commode seats and sinks shall be wiped during
policing to maintain a clean appearance. Full restroom cleaning services shall
be provided a minimum of three times daily or as fr equently as required to
maintain the standards set herein.
b. Locker Room(s) Services: The prime contractor shall ensure that all lockers are
wiped and disinfected inside and outside of each locker room daily or as
frequently as required to maintain the standards set herein. This includes all

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vertical and horizontal surface areas including the tops of lockers and
baseboards.
c. Service Standards & Expectations:
d. Standard Restrooms, Shower Rooms, and Locker Rooms: All standard
restrooms, shower rooms, and locker room services are provided in accordance
with the above standards, a minimum of two times daily or as frequently as
required, to maintain standards set herein.
e. Scrub Restroom, Locker -room, Shower room Floors/Hard Surface including
Partitions and Walls
f. Close the restroom, locker room, and shower room, remove all movable objects
from the area, and place approved “closed” signage to the area prior to beginning
the task. Apply approved cleaning solution at approved dilution to the scrubbing
area, not allowing the solution to dry. Quickly agitate a small section coated
with the solution using an approved stiff-bristle brush.
g. Be sure the grout is cleaned. Thoroughly mop, rinse with a clean cotton mop and
clear water twice. Ensure all walls, doors, baseboards, etc., are thoroughly rinsed.
h. Plumbing fixtures, Surfaces, and Additional Fixtures: All plumbing fixtures,
surfaces, and additional fixtures , including pipes, washbasins, urinals, modesty
panels, toilets, shower stalls, etc. shall be clean, disinfected, and bright with no
obvious dust, stains, streaks, soil substances, rust, mold, or encrustation and
cleaned a minimum of three times daily or as frequently as required to maintain
standards set herein.
i. Floor and Wall Grout: All floor and wall grout shall be maintained free of any
dirt, grime, or finish buildup. Grout shall be deep-cleaned on a quarterly basis
with a grout machine to the satisfaction of the CA.
j. Partitions, Doors, Shower Curtains, Vents, Sills, and other Walls: Partitions,
doors, shower curtains, vents, sills, and walls shall be free of grime, mildew,
dust, dirt, bodily fluid, waste, and graffiti. There shall be no sign of obvious dust,
soil substances, or dirt on the walls, mirrors, stalls, and metal surfaces. These
areas shall present a clean and sanitized appearance and shall be maintained
odor-free. All partitions, doors, shower curtains, vents, sills, and other walls shall
be cleaned at least three times daily or as frequently as required to maintain the
standards set herein.
i. Blood and Bodily Fluids: Should blood, bodily fluid substances, or any
unsanitary condition be present, the prime contractor shall clean the
substance and sanitize it as appropriate and per government regulations.
Policies and procedures shall adhere to OSHA standards. Employees
are required to practice universal precautions as the method of infection
control and comply with all policies for preventing the transmission of
infections. Employees shall report all exposure incidents of blood and
body fluids im mediately to the prime contractor and CA. Employees
shall follow and adhere to all handwashing/hand hygiene procedures
and protective barrier precautions when performing cleaning tasks.

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ii. Waste receptacles and sanitary Napkins: Waste receptacles and sanitary
napkin containers shall be emptied and disinfected with new bags
inserted at a minimum of three times daily or as frequently as required
to maintain the standards set herein.
iii. Floors: Unless otherwise indicated, the quality standard for this item is
the same as that described in Section C.38 "Floor Care Service".
iv. Mirror Cleaning: All mirrored surfaces shall be clean and free of dirt,
dust, streaks, watermarks, spots, and grime, and shall not be cloudy.
v. Dispensers: The District shall provide dispensers unless otherwise
specified by the CA. The prime contractor shall replenish supplies and
fill dispensers as a standard service monthly or as frequently as required
to maintain the standard set herein. The supplies for the provided
dispensers shall be compatible with the dispenser manufacturer's
requirements. The prime contractor shall ensure that automatic air
fresheners in all restrooms, locker rooms above the lockers , and door
rooms. Automatic air freshene rs shall be replenished as per the
manufacturer's recommendations. Supplies for dispensers including but
not limited to toilet seat covers, toilet tissue, paper towels, soap, hand
sanitizer, etc., shall be continuously maintained and refilled throughout
the day as necessary to meet the needs of the tenants.
a. All soap and hand sanitizer dispensers shall be refilled each time
levels become 75% finished.
b. All loose paper towel dispensers shall be refilled each time levels
become 75% finished.
c. All rolling paper towel dispensers shall be replaced when levels
become 80% finished.

C.40 ROOM/DORM/LIVING QUARTER CLEANING

C.40.1 The prime contractor shall ensure the subcontractor provides standard room cleaning services for
the work items listed herein. The basic standard of services provided shall be of the highest quality.
The custodial/housekeeping/housekeeping services provided shall be of the highest quality and
policed at a frequency to maintain a clean appearance at all times. These areas shall be completely
free from removable dirt, dust, soil substances, stains, or marks. The prime contractor’s
subcontractor shall maintain, at a minimum, provide the following services:

a. Entrances and Lobbies: The basic standard of services provided shall be consistent with
“Room Cleaning , C.40 ” and “Floor Services , C.38 ” specifications of this contract;
however, entrances and lobbies are high-visibility areas. Therefore, the prime contractor
shall ensure special attention to these areas. The custodial/housekeeping services
provided shall be of the highest quality and policed frequently to maintain a clean
appearance at all times. All entrances and lobbies shall be serviced three times dail y or
as frequently as required to maintain the standards set herein.
b. Corridors and Areaways: The prime contractor shall ensure subcontractors clean floor
surfaces to ensure they are free of trash, debris, dirt, marks, or foreign matter. The floor

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surfaces shall have a uniform appearance without unsightly buildup of debris or dust and
shall be slip-resistant. Walls and baseboards shall be free of water splashes and markings.
Metal surfaces shall be polished. Glass surfaces shall be clean and free of dirt, grime,
dust, streaks, watermarks, and spots, and shall not be cloudy. All corridors and areaways
shall be serviced three times daily or as frequently as required to maintain the standards
set herein.
c. Shelter/Dorm Room Areas: The prime contractor shall ensure that the subcontractor
cleans these areas in accordance with all standards set within the full body of the SOW.
In addition to the daily service standards, the prime contractor shall ensure the
subcontractor wipes down (or sprays) all bed surfaces and mattresses (all sides) daily
with an approved disinfectant. The prime contractor’s representative shall immediately
report any evidence or suspicion of bedbugs or any other pestilence to the shift Supervisor
and the CA. The prime contractor shall ensure the subcontractor coordinates immediate
pest control and quarantine measures with the CA to prevent and suppress the further
spread of pestilence.
d. Elevators: The prime contractor shall ensure the subcontractor cleans all vertical and
horizontal surfaces. All surfaces shall be clean and free of obvious dirt, dust, smudges,
soil substances, or other foreign matter. Metal surfaces shall be free of obvious smears,
smudges, or soil substances. Carpeted surfaces and elevator door tracks shall be clean
and maintained free of soil or foreign substances. Surfaces shall be clean and free of
finger marks, smudges, and spills. Floors requiring a finish shall be maintained at a high
luster. All elevators shall be serviced daily.
e. Exposed Surfaces, Treads, Risers , and Landings: Stairways, escalators, entrances,
landings, railings, risers, ledges, grills, doors, radiators, and surrounding areas shall be
free of dirt, dust, litter, and debris. All stairwells, escalators, entrances, landings, railings,
riders, ledgers, grills, door s, and surrounding areas shall be serviced daily or as
frequently as required to maintain the standards set herein.
f. Guard Booth/Desk or Counters: Services provided shall be consistent with this
contract's “Room Cleaning” specifications . Guard booths shall be serviced three times
daily or as frequently as required to maintain the standards set herein.
g. Interior Loading Areas/Platforms/Ramps: The prime contractor shall ensure the
subcontractor maintains these areas to ensure that trash, debris, and other discarded
materials do not accumulate. Frequent policing is required. Interior loading
areas/platforms and ramps shall be serviced three times daily or as frequently as required
to maintain the standards set herein.
h. Vending Areas, Breakrooms, Kitchen, Pantry, and Lunch Areas: The prime
contractor shall ensure that the exterior and interior refrigerator cleaning standard
planned services three times daily or as frequently as required to maintain standards set
herein. All areas that are included in the vending space and seating areas shall be clean,
sanitized, and free of spillages, food crumbs, spots, smudges, marks, and soil and show
no signs of apparent trash and debris. Due to daily heavy personnel usage, additional
cleaning and policing shall be provided to ensure these areas and furniture therein are
clean and sanitary. Counters, the exterior of vending machines, and all appliances shall

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be maintained clean and free of spillages, spots, smudges, or marks. The finished floor
area shall be free of dirt, spots, spillages, and soil and shall be maintained in accordance
with the “Floor Services” portion of this contract. The interiors and exter iors of the
refrigerators shall be completely emptied and cleaned on a weekly basis (every Friday).
The exterior and interior of all microwave appliances shall be wiped down and cleaned
on a daily basis; all appliance interior surfaces shall be cleaned thr ee times daily or as
frequently as required to maintain the standards set herein. Vending areas, break rooms,
kitchen, pantry, and lunch areas shall be serviced a minimum of three times daily or as
frequently as required to maintain the standards set herein.

C.41 SURFACE CLEANING SERVICES

C.41.1 The prime contractor shall ensure building surfaces are maintained as follows:

a. Horizontal Surfaces: All surfaces shall be free of dust, dirt, oil spots, or smudges.
Cabinets and desks with papers, computers, and keyboards shall not be disturbed.
b. Metal, Brass, and Woodwork: Surfaces (including corners, crevices, moldings, ledges,
handrails, grills, doors, doorknobs, doorframes, kick plates, etc.) shall be free of dust,
streaks, spots, hand marks, oil, smudges, dirt, soil substances, encrustation, and streaks
and shall present a uniform polished appearance.
c. Glass Cleaning: All glass, clear partitions, mirror surfaces, bookcases, and other glass
(within approximately 70 " of the floor) shall be clean and free of dirt, dust, streaks,
smudges, watermarks, spots, 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 the standards set
herein.
d. Drinking Fountains: All fountains shall be free of dirt, watermarks, and all other debris
or encrustations. Drinking fountains shall be sanitized and present a lustrous
appearance. Drinking fountain service shall be provided three times daily , or as
frequently as required, to maintain the standards set herein.
e. General Fixtures: Fixtures and surfaces shall be clean with no dust, spots, soil
substances, discoloration, mold, build-up, or excess moisture.
f. Walls: Clean Spots and/or Marks: Wall surfaces shall be free of smudges, marks, dirt,
and spots. Cleaning should not cause discoloration.
g. High Dusting/Cleaning: High dusting/cleaning is any interior room cleaning of 70 "
and above. High dusting services shall be completed weekly or more frequently as
needed to maintain the standards set herein. Surfaces shall be free from all dust, lint,
litter, and soil (beyond 70"). Walls shall be free from dirt, smudges, and markings.
The ceiling shall be free from cobwebs and loose dirt.

C.42 TRASH, WASTE, AND RECYCLING SERVICES

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C.42.1 The prime contractor shall ensure that the subcontractors provide the following trash, waste, and
recycling services:

a. Trash: All trash and recycling throughout the entire building, including but not limited
to restrooms, office spaces, conference areas, clinic, kitchen, and cafeteria , shall be
collected and removed throughout the day. Trash and recycling containers shall be
emptied and kept clean, odor -free, and free of dirt, dust, debris, residue, and spilled
materials. Plastic liners for all trash containers, debris containers, and recycling bins
shall not be torn, worn, or contain residue.
b. Recycling: The prime contractor shall ensure to provide all labor, equipment, and means
to collect and transport recyclable materials from recycling bins and containers
throughout the building to storage and loading areas. Recycling containers shall be
emptied, kept clean, and maintained in a state that is odor -free, free from dirt, dust,
debris, residue, and spilled materials. Plastic liners for all trash, debris containers, and
recycling bins shall not be torn, worn, or contain residue. The prime contractor shall
ensure the cardboard side of desk recycling boxes is provided to each individual within
the facility. The prime contractor shall ensure that multi-port trash and recycling bins
are provided for each common area (e.g., break room, lunchroom) within the facility.
c. Trash and Recyclables Collection Process: The standards established from the ruling
in the District case DC Gov. VS. Sierra Club 2001(Revised 2005) (Applicable Document
#16) dictate responsibilities for District solicitations of recycling services and Prime
contractor reporting of recycling data. Therefore, the following protocol shall be
followed.
d. Collection and Disposal: The prime contractor shall ensure the subcontractor provides
clearly labeled “Recycling Only” Utility Collection Carts to collect and transport
recyclable materials within the Facility. The prime contractor shall ensure that the
facility never stores or transports recyclables and trash together (even if bagged
separately) in the same Utility Collection Cart unless it is a compartmentalized cart in
order to avoid or give the appearance of contamination.

C.42.2 The prime contractor shall ensure that recyclables are collected on a daily basis from offices where
large and mid-sized centralized containers are located. Centralized containers may be large white
corrugated boxes approximately 42” high , holding white ledger paper and/or mixed paper, and
smaller corrugated boxes approximately 18" high, holding newspapers. Other centralized
containers may also be composed of plastic material. Utility Collection Carts containing recyclable
materials shall be taken to the loading dock or designated hauling pick-up point within the premises
to be emptied into “Recycling” designated hauling containers for transport to a recycling center.

C.42.3 The prime contractor shall ensure descriptive labels (Spanish and English) on all containers that
transport trash or recyclables to the loading dock or designated hauling pick -up point within each
building.

C.42.4 Prime contractor shall ensure the subcontractor , at a minimum , collects, for recycling purposes ,
the following materials (mixed office paper, including newspapers and inserts, soft cover

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publications, catalogs, unwanted mail, magazines, all other paper, any color, any size), paperboard,
corrugated boxes, food and beverage containers made of glass, plastic, tin and aluminum, toner
cartridges, or other recyclable materials as deemed appropriate by the District).

C.42.5 The prime contractor shall ensure subcontractors pull corrugated containers from the trash stream
and place them in designated recycling containers. The prime contractor shall ensure, if necessary,
bundle or bind the corrugated containers to facilitate transport by the recycling hauler. Note:
corrugated cardboard shall never be placed in trash dumpsters or compactors for disposal.

C.42.6 The prime contractor shall ensure that subcontractors set aside all broken furniture, wooden pallets,
and similar large objects for bulk collection pick up.

C.42.7 The prime contractor shall ensure subcontractors weigh each week all recycling materials using
scales:
(1) at facilities with existing scales,
(2) for facilities without scales, the prime contractor shall ensure the subcontractor
completes and submits
the Weekly Recyclable and Trash Weight forms to the CA. The forms shall
include, at a minimum, the location, date, size of the container, container
contents, the weight of the container (if applicable), the quantity of full
containers, and partially filled containers to the nearest quarter. The CA shall
approve all forms:

a. Plate Glass: All glass (including glass over and in exterior and vestibule
doors, spandrel glass, and all plate glass around entrances, lobbies, and
vestibules) shall be clean and free of dirt, grime, streaks, and moisture ,
and shall not be cloudy.
b. Window Washing-Interior: Window sashes, sills, woodwork, and other
glass surroundings 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. Windows Blinds & Coverings (not including Drapes, Curtains, & Unique
Coverings) Windows and blinds services shall be completed minimally
semi-annually.
d. Dusting: All blinds, coverings, cord tapes, and valances shall be clean
and free of dust and spots.
e. Our collective responsibility is to ensure that any non-operational blinds
and coverings are promptly reported to the CA, BM, and/or BMS for
repair.
f. Washing: Both sides of blinds and coverings shall be washed.

C.43 EXTERIOR CLEANING SERVICES

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C.43.1 The prime contractor shall ensure the subcontractor provides exterior standard services for the
work items listed below.

The prime contractor shall ensure all exterior areas are clean in appearance and free of litter, dirt,
trash, debris, and discarded items with no obvious signs of removable stains or foreign matter on
concrete, brick, or other hard surfaces. The prime contractor shall take into consideration that
exterior grounds are heavily used as a smoking area; therefore, the prime contractor shall ensure
all exterior areas surrounding the building are policed during service hours (7:00 a.m. through 9:00
p.m.) at a frequency minimum of every four hours to prevent trash and debris from accumulating;
this includes the possible deposition of syringes, human and avian excrement.

C.43.2 The prime contractor shall ensure that exterior grounds are heavily used as a smoking area;
therefore, the prime contractor shall ensure the subcontractor polices these areas at a minimum of
three-hour frequency or more frequently to maintain the standards set herein. Power washing down
exterior areas surrounding the building may be required by the CA, BM, and/or BMS, weather
permitting. When exterior cleaning or policing is performed, persons shall use all safety equipment
and procedures required by the Occupational Safety and Health Administration (OSHA) 29 CFR
1910.1030.

C.43.3 The prime contractor shall provide the following exterior cleaning services:

a. Servicing Outside Area: The prime contractor shall ensure, at a minimum, the
following exterior cleaning services are provided;
i. Policing: All areas, including lawn, grounds, planted areas, sidewalks, hard
surfaces, parking areas, garages, docks, trash/recycling bins, platforms,
driveways, ramps, lanes, etc. , shall be clean of gum, litter, debris, paper,
trash, and other discarded material;
ii. Unimproved Grounds: All areas shall be cleared of trash, debris, and other
discarded material.
iii. Fence Lines: Fence lines shall be cleared of trash, debris, and other
discarded material;
iv. Exterior Trash Dumpsters, Compactors, and Recycle Bins: The prime
contractor shall maintain the areas around the exterior bins free of trash,
debris, and clutter.
b. Exterior Plate Glass: The prime contractor shall ensure all glass , including spandrel
glass, glass over and in exterior and vestibule doors, and all plate glass around entrances,
lobbies, and vestibules, is clean and free of dirt, grime, streaks, and moisture, and shall
not be cloudy.
c. Exterior Window Washing: The prime contractor shall ensure the subcontractors
perform exterior window washing standard planned services on a semi-annual basis. The
prime contractor shall clean both sides of the glass to ensure the glass is clean and free
of dirt, grime, streaks, and moisture, and shall not be cloudy. The prime contractor shall
ensure wipe and clean window sashes, sills, woodwork, and other areas surrounding the
glass so that the area is free of drippings and other watermarks. Cleaning frequ encies
that are additional to standard planned services shall be completed on a supplemental
reimbursement basis to the prime contractor

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C.43.4 The prime contractor shall ensure window washing work is performed consistently with safety
requirements promulgated by the OSHA, including adequate fall protection for window washers.

a. Exterior Canopies: The prime contractor shall ensure all canopies, and anything
affixed to or included in the surfaces of canopies , shall be clean and free of all dirt,
dust, cobwebs, nests, bird excrement, trash, and debris on an annual basis.

b. Exterior Hard Surface Areas: The prime contractor shall ensure all areas, including
sidewalks, brick areas, hard surfaces, parking areas, garages, docks, moats, platforms,
driveways, ramps, lanes, etc., shall be clean and free of dirt, debris, gum, litter, gravel,
weeds, oil, and grease with no residual dirt. In addition, the prime contractor shall
ensure all spill residue and clean-up materials are disposed of in accordance with the
EPA and local regulatory agency requirements.
i. The prime contractor shall provide, for removal of trash, debris, and spill
residue exterior hard surface area services cleaning three times daily or as
frequently as required to maintain standards set herein; at a minimum of
once during the 1st shift and once during the 2nd shift.
ii. The prime contractor shall provide, for the removal of gum, hard debris,
oil, and grease, exterior hard surface services shall be performed every
other week.

c. Exterior Ash Receptacles and Trash Containers: The prime contractor shall ensure
the collection and removal of all trash to a location designated by the CA, BM, and/or
BMS. The prime contractor shall ensure that subcontractors empty trash containers
and ash receptacles, and that these receptacles are kept clean, odor-free, and free from
dirt, dust, ash, cigarette butts, debris, residue, and spilled material. The prime
contractor shall ensure subcontractors replenish sand in ash receptacles as necessary.
The prime contractor shall replace and ensure plastic liners for all trash containers are
not torn, worn, or contain residue. The prime contractor shall ensure that the
subcontractor provides exterior ash receptacles and trash container services three
times daily, or as frequently as required, to maintain the standards set herein, unless
otherwise specified by the CA.

d. Exterior Surfaces (Signs, Vending machines, Tables, etc.): The prime contractor
shall clean exterior surfaces, ensuring the surface is free of dirt, dust, residue, streaks,
spots, soil substances, discoloration, or cloth streaks with spill residue and clean -up
materials /disposed of properly.

e. Parking Structures, Parking Lot(s), Garages, and Exterior Loading Dock Areas:
The prime contractor shall ensure subcontractors remove all dirt, debris, residue, gum,
grease, and tar in an environmentally sound manner to minimize the amount of waste
washed into the storm sewers or onto the ground. The prime contractor shall ensure

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that the subcontractor areas are clean and free of dirt, water, streaks, mop marks, and
oil spill(s). Spill residue and cleanup materials shall be disposed of in accordance with
the Environmental Protection Agency (EPA) and local regulatory agency
requirements.
i. The prime contractor shall ensure that the subcontractors maintain these
areas to ensure that trash, debris, and other discarded materials do not
accumulate. The prime contractor shall ensure the subcontractor performs
policing no less than three times daily at 8 a.m., 12 p.m. , and 8 p.m., and
as required to maintain the standards set herein.
ii. The prime contractor shall ensure the contractor conducts annual pressure
washing of all floors and walls of the exterior loading dock areas only.
Cleaning frequencies that are additional to standard planned services shall
be completed on a supplemental reimbursement basis to the prime
contractor.
iii. The prime contractor shall police parking Structures, parking lots, garages,
and exterior loading docks services no less than three times daily at 8 a.m.,
12 p.m., and 8 p.m. and additionally as required to maintain the standards
set herein.

f. Exterior Excrement Removal (Human): The prime contractor shall ensure all steps
and stairs, entrances, sidewalks, arcades, landings, balconies, and ledges shall be
cleaned of all excrement while following established safety precautions as outlined
in the Center s for Disease Control (CDC) protocols. The prime contractor shall
maintain knowledge of cautionary requirements in cleaning areas contaminated by
human excrement. The prime contractor shall ensure staff designated to perform these
services do so in accordance with OSHA standards.
i. Historically, excrement removal practices often mandate the application of
a disinfectant on the excrement prior to its removal and/or on the affected
surfaces after the removal process. Nowadays, most authorities agree that
there is no need to apply anything to the excrement except water, although
using a detergent will help remove the excrement from the surface. Since
the route of the infection with harmful organisms living in the excrement
is via respiration, they are rendered biologically neutral if they are not
airborne. In many cases, a hand-operated sprayer is the most efficient way
to apply water under low pressure to dry excrement.

g. Pest & Rodent Removal: All trapping devices that control rodents inside occupied
buildings are monitored. The prime contractor is responsible for notifying the
building manager and CA in writing within 24 hours of locating any trapped rodents
in authorized trapping devices.

C.44 PEST MANAGEMENT

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C.44.1 The prime contractor shall ensure 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.
h. Outdoor populations of potentially indoor -infesting species that are within the
property boundaries.
i. Nests of stinging insects within the property boundaries.
j. All excluded pest populations that are incidental invaders inside the building,
including winged termite swarmers emerging indoors.
k. The prime contractor’s subcontractor shall immediately report any evidence or
suspicion of bedbugs or other pestilence to the shift Supervisor and the CA. The
prime contractor’s subcontractor shall coordinate immediate pest control and
quarantine measures with the CA to prevent and suppress the further spread of
pestilence.
l. The prime contractor shall ensure that the subcontractor and provider’s staff
immediately notify the shift Supervisor and the CA if they notice any pests and
shall assist in the control unless the CA instructs otherwise.

C.45 Janitorial Meetings

C.45.1 The prime contractor shall ensure attendance at the quarterly meetings between the prime
contractor and the CA. The purpose of these meetings will be to discuss the prime contractor’s
performance, areas of deficiency, areas of satisfaction, and tenant needs or concerns. The frequency
of these meetings may be increased or decreased depending on performance as determined by the
CA.

C.45.2 The prime contractor shall initiate and schedule the quarterly meetings between the subcontractors,
providers, and the District.

C.45.3 The prime contractor shall provide the CA with the facility notification at least 30 days in advance
of the following activities:

a. Annual power washing of building entry/exit points and loading dock.
b.Annual cleaning of the exterior windows.
c. Semi-annual cleaning of the lockers in the locker room.
d.Semi-annual cleaning of the carpeted areas.
e. Quarterly Annual cleaning of the canopies.
f. Annual wipe down of personnel duty lockers.
g.Quarterly Semi-Annual stripping, sealing, and waxing of the VCT areas.
h.Monthly fumigating/application of infested areas.
i. Annual spring painting for STFH, PSH, and Non-congregate shelters

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C.45.4 The prime contractor shall establish and implement a complete Quality Control Plan (QCP) to
ensure the required services are provided effectively and successfully. The prime contractor’s QCP
shall be a system for identifying and correcting deficiencies in the quality -of-service delivery
before the level of performance becomes unacceptable , and identifying areas to improve service
delivery. The QCP shall be prepared by the prime contractor and provided to the CA for review
and approval within sixty days of contract award and an nually thereafter. The prime contractor
shall not start work until the QCP is accepted and the required security clearances are obtained.

C.45.5 The prime contractor’s QCP shall be a living document and adjusted to ensure the optimum
delivery of service and the tenants' satisfaction. The QCP shall, at a minimum, include or address
the following:

a. How the prime contractor shall control the quality of supplies and services;
b. How project management, inspections, plan implementation, process improvement
changes, correction of deficiencies, and green cleaning compliance shall be
accomplished;
c. How it shall monitor and respond to service calls and the resolution of complaints;
d. Integration of resolutions to complaints and corrective actions to improve service
delivery; and
e. An inspection plan or checklist tailored to the specific building(s) being cleaned and
serviced under this contract. The inspection plan or checklist shall detail how services
at the work site shall be inspected to ensure that the outcome of the work meets all the
quality standards outlined in the Contract and shall include, but is not limited to:
i. Date of inspection performed
ii. Location of inspection
iii. Description of findings
iv. Description of action(s) taken (if necessary)
v. Signature and date of completion

C.46 SECURITY SERVICE REQUIREMENTS
C.46.1 General Security Requirements
C.46.2 The prime contractor shall ensure security patrol and management are provided for district-owned
and leased facilities.

C.46.3 The prime contractor shall ensure a 24-hour security patrol and management

C.46.4. The prime contractor shall ensure that security guards treat consumers with professionalism,
dignity, safety, service quality, and respect. No participant shall be a victim of verbal,
emotional, or physical abuse by staff.

C.46.5 The prime contractor shall ensure all licenses and certifications to the CA at the time of clearance
submission and in accordance with annual renewals. The prime contractor shall verify and comply
with all federal, state, and local requirements.
C.46.6 The prime contractor shall possess all licenses and certifications to perform services. The prime
contractor ensures that all legally required licenses and permits are obtained and renewed as

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specified by the regulating agency. The prime contractor shall verify and comply with all federal,
state, and local requirements.
C.46.7 The prime contractor shall ensure security guards are familiar with the area of their posts. Off -
going guards should provide a verbal and documented brief (i.e., shift log report) to on -coming
guards of the recent events and occurrences that have occurred, are ongoing, or are anticipated for
the post.
C.46.8 The prime contractor shall ensure security guards are mentally alert and physically ready to operate
and enforce the access/egress control.
C.46.9 The prime contractor shall develop and submit a Code of Conduct policy for all security staff. The
policy shall ensure staff are always professional towards participants during shift hours.

C.46.10 The prime contractor shall ensure security guards assigned to access/egress posts shall be
knowledgeable of the location and use of the nearest first aid kit, fire extinguisher, fire alarm,
emergency exit, and duress alarm (if any), and shall be ready, willing, and able to us e them as
necessary and as required by the post orders.
C.46.11 The prime contractor shall ensure security guards control access to the post area by observing,
detecting, and reporting violations of post regulations as directed by the Post Orders. Security
guards shall provide and maintain complete and effective surveillance, inspection, and protection
of all internal and perimeter areas within the designated parameters and limits of the assigned
post.

C.46.12 The prime contractor shall ensure security guards process visitors as directed in the Post Orders
by verifying visitors’ identification, contacting agency sponsors or escorts, fabricating and issuing
visitor passes, entering and maintaining data on visitor logs or automated v isitor database
programs, and ensuring visitors are presented for appropriate personnel and package screening.

C.46.13 The prime contractor shall ensure security guards perform package inspection when and as
directed by the Security Guard Post Assignment Record (Post Orders), or as directed by the CA
in the event of an emergency or an elevated security posture. These inspections may be conducted
using automated technology or by manual visual surveillance and include, but are not limited to,
inspection of packages, briefcases, purses, canisters, bags, valises, and other containers in the
possession of visitors, employees, and other persons arriving on, working at, visiting, or departing
from the facility. Admittance shall be denied to those persons refusing to submit to a voluntary
inspection, except for those persons exempted by specific Government directives.

C.46.14 The prime contractor shall ensure security guards are required to answer questions and provide
directions to participants regarding non-programmatic related inquiries. Before arriving on duty,
each security guard shall be familiar with the name, address, and location of his/her post, as well
as the post orders of the assigned post. Each security guard shall be familiar with the locations
within the facility of the most commonly sought-after offices or locations, such as service offices,
restrooms, elevators, entrances and exit s, retail spaces, and parking areas, and shall provide that
information to any visitor upon request.

C.46.15 The prime contractor shall ensure security guards conduct patrols in accordance with routes and
schedules established in the Post Orders. Security Guards shall observe, detect, report, and

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respond to all suspected or apparent security violations. Patrol duties shall be performed
professionally, with security guards responsible for observing the environment and, when
necessary, questioning individuals whose activities arouse suspicion. Patrol security guards shall
serve as the primary responders to all security alarms and emergencies occurring within their
assigned area.

C.46.16 The prime contractor shall ensure that when required by the Post Orders, security guards shall
direct traffic (vehicular and pedestrian), control parking, issue traffic courtesy violation notices,
and observe the environment for suspicious vehicles or persons. Security guards may operate
traffic control points and identify, delay, and detain all suspicious vehicles and personnel as
necessary to maintain a level of security sufficient to ensure the safety and protection of all
personnel, property, and resources within the facility's property lines.

C.46.17 The prime contractor shall ensure security guards monitor and observe building occupants and
visitors for compliance with the program and the facility’s posted rules and regulations. Security
guards shall also identify, report, delay, or detain those persons who present an imminent threat
to themselves or others in accordance with the Post Orders or violate the rules and regulations as
appropriate and in accordance with the Post Orders. Special Police Officers (SPOs) have the
qualifications to detain persons.

C.46.18 The prime contractor shall ensure security guards maintain physical security, law , and order as
prescribed by statute, regulation, and Post Orders. Security guards are responsible for detecting,
delaying, detaining, and/or apprehending persons attempting to gain unauthorized access to
Government property or otherwise violating laws, rul es, and regulations. Special Police Officers
(SPOs) possess the necessary qualifications to detain and/or apprehend individuals.
C.46.19 The prime contractor shall ensure that security guards;
a. turn off unnecessary lights;
b. check safes and security containers,
c. lock repositories and cabinets;
d. close and secure open windows;
e. close and secure doors, gates, and other facility access points; and
f. perform any other additional duties as prescribed in the Post Orders.

C.47 SECURITY STAFFING REQUIREMENTS

C.47.1 The prime contractor understands that some posts may require a combination of fixed
hours at a security guard booth and roving patrols. Security guards should adhere to the patrol
schedule as outlined in the post orders or as directed by the CA. The prime contractor shall ensure
each site has a minimum of one SPO unless specified by the District. The security staffing ratio
for each site shall be agreed upon between the District and the Prime contractor. The prime
contractor shall ensure full security coverage at all sites. Upon receiving notification of security
shortages at any of the sites listed in this SOW, the prime contractor shall notify the CA and
designated DHS Program staff. The prime shall submit a COOP plan for security staff coverage to
ensure adequate security is at each site , to ensure the safety of participants and staff. The District
may require adjusted invoices for any security positions that remain vacant beyond 60 days.

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C.47.2 The prime contractor shall be allowed to provide additional services based on surge level or
additional security needs listed in this SOW. The prime contractor shall only execute the
additional services upon written approval from the CA and must notify the CO. The prime
contractor and its subcontractor shall ensure that all sites are fully staffed, based on the post
orders established by the prime and the District for each site.

C.48 SECURITY TRAINING

C.48.1 The prime contractor shall include security training in its training plan. The training included, but
was not limited to, the following:

a. Hypothermia In-Service Training
b. Americans with Disabilities Act and Reasonable Accommodation
c. 2004 Language Access Act
d. Customer Service
e. Medical Hypothermia Overview
f. Responding to synthetic drug ingestion
g. Unusual Incident Report Management Training
h. Welcoming and Affirming for LGBTQ+ People
i. Trauma Informed Care - (Must be completed within the first 120 days of the
contract period)
j. Crisis Intervention & Non-Violent Crisis Intervention
k. Conflict Resolution & Noncoercive Approaches to Conflict Management
l. Cultural Competency
m. Mandated Reporter Training (Must be completed online within the first 30 days of
contract)
n. Emergency Preparedness
o. Boundaries and Confidentiality
p. Creating Safe Space -LGBTQ Youth Homelessness Competency & Sensitivity
Training
q. NARCAN Training

C.48.2 The prime contractor shall submit a report on security guard training by the 15th of each month for
the previous month. This report shall be by site to include the number of security staff and site
name.

C.49 POST ORDERS

C.49.1 The prime contractor shall develop a comprehensive Security Guard Post Assignment
Record (Post Orders) for each facility designed to adequately staff and meet the standard
service level requirements outlined in this Statement of Work and in accordance with the
most current industry standards. Post orders shall be submitted to the CA within thirty
days of contract award and updated annually thereafter.

C.49.2 The prime contractor shall ensure security guard post assignments include, but are not limited to,
the following duties and responsibilities:
a. Access control
b. Package screening
c. Personnel screening
d. Traffic control

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e. Visitor processing
f. Communications and dispatching
g. Patrol operations
h. Emergency and event response

C.49.3 The post orders shall define the number of guards, specific duties, hours of operation, and training
requirements. The security guards shall not deviate from the directions provided by the Post Orders
except in emergencies or as directed by the CA. The CA may modify, amend, and/or revise the
Post Orders to change shift duties, start and stop times, and post locations, provided the change is
within the BPA scope and has no impact on price. Such changes shall not require modification to
the BPA or call:

a. The duties of most security guard posts require a security guard not to leave their
post until properly relieved. Where this is required, it shall be specifically stated
on the Post Orders. Additionally, each task order shall identify posts that require
relief breaks. (The security company shall provide a breaker.)
b. Changes to the post orders that increase or decrease the number of hours specified,
that increase or decrease the amount of equipment and/or supplies required, or
otherwise affect the prime contractor’s cost or the call price, shall be made by the
CO through a written modification to the individual call.
c. The prime contractor may be financially liable for accepting or implementing
changes by anyone other than the CO; therefore, the prime contractor shall be
responsible for verifying with the CO whether any requested changes should be
provided pending issuance of a BPA or call.

C.49.4 The prime contractor shall ensure security guards perform various security-related duties,
depending on the type of posts to which they are assigned. Each security guard post shall have a
Security Guard Post Assignment Record (also known as Post Orders).

C.49.5 The prime contractor shall ensure security guards are thoroughly familiar with the post orders at
all posts where they are assigned to work. Under no circumstances should any security guard
neglect his/her assigned duties to familiarize him/herself with post orders.

C.50 Reporting and Notification

C.50.1 The prime contractor shall ensure that security guards maintain daily logs, reports, and files of all
incidents and occurrences encountered during the patrol tour.

C.50.2 The prime contractor shall ensure security guards are required to conduct and report on security
equipment performance tests as directed in the Post Orders. Daily, weekly, or monthly performance
tests may be conducted on security equipment , including walkthrough and handheld
magnetometers, x-ray machines, ionizers, air samplers, undercarriage inspection systems, active
traffic barriers, and other automated security devices. The results of the tests are to be recorded as
directed in the Post Orders.

C.50.3 The prime contractor shall ensure that when an alarm sounds, the security guard immediately
reports and records the incident as required by the Post Orders. The prime contractor shall record

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alarm incidents by the site in an electronic log that shall be submitted to the CA by the 15th of each
month for the previous month (i.e., January’s is submitted in February).

C.50.4 The prime contractor shall ensure security guards immediately notify their supervisor, the CA, and
the District if any systems under their control malfunction, fail, or otherwise need maintenance.

C.50.5 The prime contractor shall ensure security guards prevent, discover, delay, and/or detain persons
attempting to gain unauthorized access to property and/or personnel at the facility being protected.
Security guards shall report all such incidents by established procedures as detailed in the Post
Orders, including reporting on unusual incidents.

C.50.6 The prime contractor shall ensure security guards prepare and maintain required reports by the Post
Orders regarding security-related issues, such as accidents, fires, bomb threats, unusual incidents,
and unlawful acts, and provide these reports to those officials specified by the CA. The prime
contractor shall maintain these reports electronically and submit them to the CA the following
business day.

C.50.7 The prime contractor shall ensure security guards , while on duty, verbally report threatening
circumstances and potentially threatening activities they observe to the DC Metropolitan Police
Department and, when possible, to the CA. Whenever possible, security guards are encouraged to
report a serious or p otentially serious problem before responding so that they may receive all
necessary backup and support to lessen or eliminate the potential threat. Any call from shelters is
routed to a central dispatcher who determines whether the Metropolitan Police Department (MPD)
or the Protective Services Division (PSD) is notified.

C.50.8 The prime contractor understands security guards may be required to testify in various judicial
proceedings on behalf of the Government. The prime contractor shall ensure security guards are
required to perform other such functions as may be necessary in the event of situations or
occurrences such as civil disturbances, attempts to commit espionage, sabotage, or other criminal
acts adversely affecting the security and/or safety of the staff, p rogram participants, District
employees, or visitors.

C.50.9 The prime contractor shall ensure that, in case of an emergency condition requiring immediate
attention, the security on -site supervisor or the shift supervisor shall , at the direction of or in
coordination with the prime contractor, divert uniformed personnel from their normal assigned
duties to meet the condition and summon appropriate assistance as may be required in the Occupant
Emergency Plan. The prime contractor shall immediately notify the CO and/or CA of the action
taken and the action taken and shall immediately contact the District to report the same
information. No additional cost shall be charged to the Government for the diversion, and the prime
contractor shall not be penalized for the normal daily work not completed, which was otherwise
scheduled. Incidents of this nature shall be reported in accordance with the procedures outlined in
the Officer's Duty Book. As soon as the situation is resolved, the prime contractor employees
should return to their assigned posts and duties. The prime contractor employees should return to
their assigned posts and duties as soon as the situation is resolved.

C.50.10 The prime contractor understands that, in some situations, security guards may be required
to act independently as the primary security response until law enforcement assistance
arrives.

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C.50.11 The prime contractor shall ensure security guards and staff sign in when reporting for work,
sign out when reporting for work, and sign out when leaving. Prime contractor employees
who patrol between buildings shall sign in and out at each building visited. The Government
shall specify the on -site registration points, and the prime contractor shall use those points
for this purpose. Relief security guards shall sign in when leaving. Prime contractor
employees who patrol between buildings shall sign in and out at each building visited. The
Government shall specify the on -site registration points, and the prime contractor shall use
those points for this purpose. Relief security guards shall sign in and out at each port visited.

C.50.12 The prime contractor shall submit a staffing security report by the 15th of each month for
the previous month. This report shall be by site and include the number of security staff, shift,
and site name.

C.51 SECURITY SYSTEMS AND EQUIPMENT

C.51.1 The prime contractor shall ensure at least one staff person on-site at all times with sufficient
training and working knowledge of the building’s security system to operate the system at all times.

C.51.2 The prime contractor shall ensure security guards are responsible for operating all security
equipment on post, such as X -ray machines, magnetometers, and closed -circuit television. No
security guard shall be permitted to work alone on any post containing security equipment without
prior training on that specific equipment.

C.51.3 The prime contractor understands that, based on the Post Orders and coordination with the
CA security guards shall be responsible for receiving and using keys, “key cards,” lock
combinations, etc., issued for the security guards’ use. Keys and access control devices shall be
safeguarded and secured as sensitive assets as directed by Post Orders. All such keys and access
devices are the property of the Government and are to be retu rned to the issuing agency at the
agreement's expiration.

C.51.4 The prime contractor shall ensure security guards not be permitted to remove the keys
and other access control devices from the facility premises unless specifically authorized
by the CA. Keys or access control devices that are missing, lost, unusable, and/or stolen
shall be immediately reported to the CA and the security guard’s supervisor as soon as the
security guard detects the loss or the problem. The prime contractor shall reimburse the
Government for costs associated with lost, stolen, or damaged keys and access control
devices that were under the control of a contract security guard at the time of their
disappearance.

C.51.5 The prime contractor shall ensure security guards monitor and operate building alarm systems,
closed-circuit television systems, automated access control systems, package and personnel
screening systems, communications systems, and other protection devices or building equipment
located on or near the post, in accordance with the Post Orders.

C.51.6 The prime contractor shall ensure security guards do not disengage, shut off, remove, reposition,
obstruct, or interfere with the Government video surveillance cameras/systems.

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C.51.7 The prime contractor understands security guards shall be required to lock or unlock specific
entrances/exits and turn on/off lights in their duty area at specific times as prescribed in the Post
Orders.

C.51.8 The prime contractor shall ensure that security guards are not janitors, building maintenance staff,
delivery persons, receiving officials, or mechanics and will not be required or expected to provide
any building systems services except the basic functions required in the post orders.

C.52 FOOD SERVICE REQUIREMENTS

C.52.1 The prime contractor shall submit a food services plan, which shall include but is not limited to
menus, a process for reporting a daily number of meals and special meals served, delivery schedule,
meal preparation, protocol for food delivery, food inspection upon delivery, food correction
procedures (upon issues of inspection), the protocol for plating/serving food, food certifications
acquisition and maintenance (preparation, storing, delivering, and serving), food
packaging/marking/labeling, and emergency preparation and pr ocedures for unusual or special
events. The food services plan, at minimum, shall incorporate requirements outlined in Section
C.16 and shall be submitted within 30 days of the contract award and updated annually thereafter.

C.52.2 The prime contractor shall ensure compliance with all local, state, and federal food service laws,
rules, and regulations.

C.52.3 The prime contractor may also serve meals at hypothermia sites as needed upon written request
from CA.

C.53 MEAL MENUS AND PREPARATION

C.53.1 The prime contractor shall ensure subcontractors prepare meals for program participants according
to the most current recommendations in the Dietary Guidelines for Americans published by the
Federal Department of Health and Human Services and the United States Department of
Agriculture. Changes to the menus shall not be permitted without prior approval from the District.

C.53.2 The prime contractor shall get prior approval from the CA before deviating from the sample menus.

C.53.3 The prime contractor shall ensure that all products used in the preparation of food are USDA-
inspected by federal laws and regulations.

C.53.4 The prime contractor shall ensure that health and sanitation requirements and food certifications
are always met, including Serve Safe certification.

C.53.5 The prime contractor shall ensure to provide food substitutions required due to allergies or religious
reasons when requested within the established protocol.

C.53.6 The prime contractor shall ensure the preparation of all foods to meet the food and food operations
requirements and standards outlined in 23 DCMR Alcohol Beverages.,

C.53.7 The prime contractor shall ensure that all uncooked food items are clean and blemish-free.

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C.53.8 The prime contractor shall accept and comply with requests for increases and/or decreases in the
number of meals ordered by and delivered to designated shelters when notices received are
established by protocol.

C.53.9 The prime contractor shall maintain a continuous quality assurance control program to ensure all
meals are prepared, assembled, and delivered by 23 DCMR Alcohol Beverages . The prime
contractor shall deliver the grade, quality, and quantity of food components and meals, as specified
in the Dietary Guidelines for Americans published by the federal Department of Health and Human
Services and the United States Department of Agriculture, and the terms and conditions of this
contract as the budget permits.

C.53.10 Prime contractor shall ensure that all meat and meat products, except sausage products, shall have
been slaughtered, processed, and manufactured in plants inspected under a U.S. Department of
Agriculture approved inspection program and bear the appropriate seal. All meat and meat
products shall be sound, sanitary, and free of objectionable odors or signs of deterioration on
delivery. Local, grass-fed, free-range, hormone and antibiotic-free meats will be used whenever
possible.

C.53.11 The prime contractor shall ensure that all food service employees wear hair restraints such as hair
coverings or nets, beard restraints, and clothing that covers body hair. Long hair hanging out of
hats does not meet this requirement.

C.53.12 The prime contractor shall ensure that single -use food-service gloves are worn when handling
ready-to-eat foods, meal service, and/or meal packaging. Gloves shall be changed during shifts or
on an as-needed basis, such as when staff take out trash, clean, prepare, or serve.

C.54 MEAL DELIVERY

C.54.1 The prime contractor shall ensure delivery of all meals, milk, and juice to each center
location. The milk, juice, and cold food shall be delivered in refrigerator trucks or
insulated coolers at a maximum temperature of 40 degrees.

C.54.2 The prime contractor shall ensure the utilization of vehicles for the transportation of food that
comply with regulations outlined in 23 DCMR Alcohol Beverages

C.54.3 The prime contractor shall ensure condiments and utensils are provided.

C.54.4 The prime contractor shall ensure that the package and deliver only dairy products whose
expiration date is identified on each container. The expiration date shall not exceed five days
beyond the delivery date. For example, milk delivered on the 22nd or 23rd of the month shall expire
on the 27th or 30th.

C.54.5 The prime contractor shall package and deliver only juices that identify the expiration date on each
container. The expiration date for juice shall not exceed 10 days beyond the delivery date. For
example, Juice delivered on the 17th of the month shall expire on the 27th or 28th.

C.54.6 The prime contractor shall deliver only items and quantities ordered by the District. Shortages in
quantities due to an error made by the prime contractor shall be corrected with a "Special" delivery
before the scheduled serving time. "Special" deliveries shall undergo inspection consistent with
regularly scheduled deliveries.

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C.54.7 The prime contractor shall ensure to acquire a signature and the date of delivery on the delivery
ticket from the designated staff at each facility to verify that all food, milk, and juice were delivered
to the center in accordance with the meal schedule included in the food services plan.

C.54.8 The prime contractor shall instruct its drivers to wait at least ten minutes after food delivery while
the designated Prime contractor 's staff at each facility inspects the food items delivered for
compliance. If the food does not comply with the requirements of the contract's requirements, the
designated staff at each facility shall instruct the drivers to return the food to them and in dicate on
the delivery ticket the number of meals that are being returned and the reason for being returned,
and why the meals are being returned. The prime contractor shall provide the District or designated
contracted staff at each facility each facility's District or designated contracted staff with a copy of
the delivery ticket.

C.54.9 The prime contractor shall not be paid for unauthorized menu changes, incomplete meals, meals
not delivered within the specified delivery time period, and meals rejected because they do not
comply with Schedule B and the USDA Required Meal Pattern and not replaced before the time
for serving meals.

C.54.10 If circumstances beyond the control of The prime contractor prevent The prime contractor from
delivering meals per the approved menu, The prime contractor shall obtain verbal and written
authorization from the CA for food substitution before delivery of the meals. The prime contractor
shall notify the CA within 24 hours to permit consideration of the substitution request and timely
delivery of the affected meal.

C.55 FACILITIES, EQUIPMENT, STORAGE, AND SUPPLIES

C.55.1 The prime contractor shall maintain its facilities, equipment, storage, and supplies by 25 DCMR
and shall include the following:

C.55.2 The prime contractor shall provide and maintain state or local health certification for the facility(s)
to prepare meals for the required services. In addition, the prime contractor shall provide and
maintain applicable licenses and permits required by USDA and other Federal and Local laws and
regulations or applicable jurisdiction.

C.55.3 The prime contractor's refrigeration equipment and equipment for storage shall have thermometers
that are easily readable, in proper working condition, and accurate, within a range of plus or minus
two degrees (±2°). The prime contractor shall ensure that it operates, at a minimum, refrigerators
and warming ovens.

C.55.4 The prime contractors' refrigeration equipment shall be properly maintained and defrosted as
necessary to prevent the accumulation of frost or ice.

C.55.5 The prime contractor shall maintain adequate and appropriate facilities and storage space for the
proper storage of food, utensils, equipment, and supplies when not in use.

C.55.6 The prime contractor shall not store supplies unrelated to the food operation in the food preparation
area.

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C.55.7 The prime contractor shall maintain an adequate supply of detergents, sanitizers, sanitary type
towels, toilet tissue, and other materials required to maintain proper personal hygiene and
sanitation of the equipment and premises . These supplies shall be readily accessible in the places
where they are normally needed.

C.55.8 The prime contractor shall maintain adequate facilities for collecting and storing all garbage, trash,
and other refuse accumulating in its cooking facility.

C.55.9 All trash and storage areas in the prime contractor's cooking facility shall be vermin-proof.

C.55.10 The prime contractor shall ensure and maintain a copy of its current health and facility number(s)
for its cooking kitchen and storage/warehouse facility, such as the following;

1. Location/Name (s);
2. License Number (s);
3. Date of Last Rating; and
4. Last Rating Score.

C.56 PACKAGING, MARKING, AND LABELING
C.56.1 Fresh fruit, bread products, pastries, and any other food components not delivered in bulk shall be
individually packaged in plastic or paperboard wedges and sealed with polystyrene film.

C.56.2 Each food package shall be identified on a nametag and contain an expiration date, if applicable.

C.57 INSPECTION
C.57.1 The District reserves the right to inspect the prime contractor's facilities without notice during the
contract period, including the right to be present during the preparation and delivery of meals and
to request meal quality tests.

C.57.2 The District reserves the right to inspect and to determine the quality of food delivered and may
reject and refuse payment of any meals that do not comply with the requirements and USDA
Required guidelines in the applicable document's sections of the SOW (Applicable document #19).

C.57.3 The District and USDA reserve the right to inspect Federal or District reports on the quality of the
specific meals delivered under this contract.

C.58 MOVE SERVICE REQUIREMENTS
C.58.1 The prime contractor shall provide moving and relocation services for individuals and
Families that are experiencing homelessness. Services include, but are not limited to,
participants in shelters, hotels, or alternative sites within a 24-mile radius of the District.

C.58.2 The prime contractor shall pick up pre -packed personal items from each individual or family’s
location, load them onto the moving vehicle, unload them at the specified site, and deliver them to
the living space.

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C.58.3 The prime contractor shall provide all supervision, labor, transportation, supplies, and equipment
necessary to relocate personal items. On average, the prime contractor can expect up to two bags
per individual or up to five for a family.

C.58.4 The prime contractor shall possess extensive knowledge, experience, and capabilities to handle
fragile electronic equipment, including but not limited to, televisions, gaming systems, and
computers.

C.58.5 The prime contractor shall coordinate the entire move process for each individual or family. This
includes but is not limited to, details for the pickup and delivery site, the use of loading docks, and
confirming vehicle capacity.

C.58.6 The prime contractor shall maintain insurance and take any necessary actions to treat vehicles,
equipment, and/or workers exposed to bed bugs.
C.59 FURNITURE SERVICE REQUIREMENTS

C.59.1 The prime contractor shall provide furniture services, including, but not limited to, the purchase,
shipping, delivery, and setup of furniture including, but not limited to, the purchase, shipping,
delivery, and furniture setup.

C.59.2 The prime contractor shall provide furniture packages for one-bedroom, two-bedroom, and three-
bedroom units. Furniture packages shall include one sofa, a dining room set, a mattress, and a
dresser for a one-bedroom apartment. Additional bedrooms will receive the same package as a one-
bedroom with an additional mattress and dresser per bedroom. Additionally, The prime contractor
shall provide mattress packages as necessary.

C.59.3 The prime contractor shall submit a pricing schedule for each package to the CA for approval. The
prime contractor shall only purchase furniture included in each approved package. The furniture
pricing schedule shall be submitted at the beginning of the contract award and updated annually
thereafter.

C.59.4 The prime contractor shall purchase, ship, deliver, and set up furniture for participants at designated
sites by the CA.

C.60 BARBERING SERVICES – 801 EAST

C.60.1 The prime contractor shall be responsible for providing oversight of the barbering services to
clients that oversee the barbering services to clients experiencing homelessness and accessing
services at the 801 East Day Center located at 2722 Martin Luther King Jr. Ave., SE,
Washington, DC. The prime contractor will be responsible for working with Licensed
Subcontractors to provide haircuts to clients seeking services.

C.60.2 The prime contractor shall provide a minimum of two licensed subcontractors one day a week,
not to exceed, not exceeding two licensed subcontractors two days a week.

C.60.3 Barbering Requirements

The prime contractor will be responsible for ensuring the Sub -Contractor is registered with the DC Board
of Barber and Cosmetology.

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o Services: The prime contractor will hire a subcontractor to provide haircuts. If
applicable, services may include shampoo, basic haircuts (such as fade, taper,
buzz, line-up, and scissor trim), beard and mustache trimming, and facial and
head shaving.
o Sub-contractors should also be responsible for keeping the barbershop, tools,
and equipment clean and hygienic in accordance with the DC Department of
Health (DHS)
o Sub-contractors are required to provide their supplies.

C.60.3.1 The subcontractor shall have extensive knowledge and experience in performing the following
functions:
a) Natural hair care service: loc maintenance
b) Shampooing
c) Ability to work with various hair textures, structures, and characteristics.
d) Basic Haircut, Caesar, Fade, Taper cut, Buzz Cut,
e) Facial hair shape-ups that include trimming and/or shaving.
f) Clipping beards and mustaches

C.60.3.2 The subcontractor shall discuss and consult with individuals in care before service delivery.
Discussion and consultation must occur to ensure everyone understands the services that shall be
provided and received, and that the barber understands their request. Services should be explained
overall at the beginning and throughout the provision of services for each step.

C.60.3.3 The subcontractor shall discuss with individuals in care their requirements with individuals in
care before cutting hair using clippers, shears, scissors, or razors.

C.60.3.4 The Sub-Contractor is prohibited from bringing razors into the facilities unless the prime
contractor gives special authorization.

C.60.3.5 The subcontractor shall create the barbering appointment schedule to reflect 20-30-minute service
increments specific to the haircut style.

C.60.3.6 The subcontractor shall maintain a sign -in log sheet for all haircare services to document
appointment scheduling, individuals served, type of service, and any issues during the service.
The CA will review the Sign-In sheets monthly for record-keeping.

C.60.3.7 The subontractor shall immediately notify the prime contractor of any accidents, potential
hazards, or other issues arising from work performance that involve bodily injury to workers,
building occupants, visitors, or other persons.

C.60.3.8 The prime contractor shall provide all requested documentation to the CA at any time during the
contract period

C.60.4 Barbershops will be operational two days per week (days TBD).
• The barbershop will be open for five hours per day five hours daily (hours TBD
at award).
• The prime contractor will provide two subcontractors on duty each day.
• The current Barbershop schedule should be posted outside the barbershop and in
the Day Center. Clients will register for appointments.

146

• Barbering services are free to all clients. The sub-contractors are prohibited from
charging a fee and cannot request tips.

C.60.5 SECURITY REQUIREMENTS

C.60.5.1 The Contractor shall secure and safeguard all security devices (including, but not limited to, ID
Badges, keys, and key cards) that are provided to it by the District. The Contractor shall not permit
any employee to access any locked and /or secured areas on the job sites until approved by the
CA. The Contractor shall immediately report to the CA all security devices issued to it by t he
District. The Contractor shall be responsible for all the costs the District incurs due to the
Contractor's loss of the keys. These costs include , but are not limited to, changing locks and/or
replacing keys.

C.60.5.2 The prime contractor shall ensure that its contractors on the job site visibly display the contractor's
always-issued ID badges.

C.60.5.3 The subcontractor's employees shall enter and leave the facility through entrances
approved/designated by the DHS. DHS reserves the right to deny entry to employees, contractors,
or subcontractors during investigations of suspected violations of the law and/or DHS rules and
regulations.

C.60.5.4 The prime contractor shall ensure that, under no circumstances, any of its subcontractors shall
enter a prohibited area not authorized for access by the CA. All security breaches on the job site
by the Subcontractor shall be immediately reported to the CA.

C.60.5.5 The prime contractor's contractor shall ensure that, under no circumstances, any of its
subcontractors shall not bring into the facility any form of weapons or contraband; shall be
subject to search; shall conduct themselves professionally at all times; and shall not cause an y
disturbance in the facility; and shall be subject to other rules and regulations of the facility and
the DHS. The subcontractor shall be provided with copies of all applicable rules and regulations
of the facility. The prime contractor shall ascertain th at each subcontractor is issued a copy of
said rules and regulations and signs a statement acknowledging its receipt. The subcontractor
shall maintain the acknowledged receipt, which shall be kept on file.

C.60.6 Reporting
• Subcontractor will be responsible for tracking the number of clients seen per day.
• The sub-contractor should document their time in and out via a tracking sheet.
• The tracking sheet should be submitted daily/per shift to the Day Center Manager.
• The barber should document the number of customers served per shift via a tracking
sheet.
• The tracking sheet should be submitted daily to the Day Center manager.

C.60.7 Deliverables (Subcontractors)

The prime contractor shall ensure that the subcontractor performs the activities required to
successfully complete the District’s requirements and submit each deliverable to the Contract
Administrator (CA) identified in Section G.9 in accordance with the following:

147

Deliverable
Number
Reference
Section

Deliverable

Quantity
Format/
Method
of
Delivery

Due Date

C.5.40
The subcontractor shall hold
appropriate Barbering licenses,
security clearances, and have
completed background checks
before delivering services.

Paper &
Electronic

At the
beginning of
the contract
award

C.5.40
The prime contractor shall
provide documents to show that
all of the necessary background
checks have been completed
and passed before
Subcontractors can enter the
shelter at 801 East.

Paper &
Electronic

At the
beginning of
the contract
award
3 C.5.40 The subcontractor shall provide
a monthly inventory of
supplies, including chemicals
used to maintain a controlled
use of the supplies, and an
accurate count of items used in
the performance of this SOW.
12 Paper &
Electronic
The last
business day
of each
month
4 C.5.40 The subcontractor shall
provide.
Sign-In log sheet

Paper Daily
5 C.5.40 The subcontractor shall be
responsible for tracking the
number of clients seen per day
1 Paper
Daily

148

SECTION D: PACKAGING AND MARKING

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

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

D.1.2 Address

Unless otherwise specified, all deliverables under the contract shall be shipped prepaid, FOB
Destination, to the Contract Administrator (CA), as specified in G.9.

D.1.3 All reports shall prominently show on the cover of the report.

a. Name and business address of the Contractor
b. Contract number
c. Name of the report

THIS SPACE IS INTENTIONALLY LEFT BLANK

149

SECTION E: INSPECTION AND ACCEPTANCE

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

E.2 Inspection and Acceptance – Destination

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

E.3 Inspection and Acceptance – Right to Enter Premises

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

THIS SPACE IS INTENTIONALLY LEFT BLANK

150

SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES

F.1 TERM OF CONTRACT

The term of the contract shall be a period of 12 months f rom the date of award specified on the
cover page of this contract.

F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT

F.2.1 The District may extend the term of this contract for a period of four one -year option periods, or
successive fractions thereof, by written notice to the Contractor before the expiration of the contract;
provided that the District will give the Contractor preliminary written notice of its intent to extend
at least 30 days before the contract expires. The preliminary notice does not commit the District to
an extension. The exercise of this option is subject to the availability of funds at the time of t he
exercise of this option. The Contractor may waive the 30-day preliminary notice requirement by
providing a written waiver to the Contracting Officer prior to the expiration of the contract.

F.2.2 If the District exercises this option, the extended contract shall be considered to include this option
provision.

F.2.3 The price for the option period shall be as specified in Section B of the contract.

F.2.4 The total duration of this contract, including the exercise of any options under this clause, shall not
exceed five years.

F.3 DELIVERABLES (Prime Contractor)

The Contractor shall perform the activities required to successfully complete the District’s requirements and submit
each deliverable to the Contract Administrator (CA) identified in section G.9 in accordance with the following:

No. Deliverable Reference Section QTY Format
Method of
Delivery
Frequency Notes
1 The prime
contractor shall
develop and
submit a staffing
plan to the CA.
C.20 STAFFING
QUALIFICATIONS AND
REQUIREMENTS – under
General Staffing
Requirements
1 Electronic Annually Within 30 calendar
days of subcontract
execution, updated
annually, and when
modified (as
needed)
2 The prime
contractor shall
provide
documents
certifying that all
staff interacting
with families and
children have
passed negative
drug and alcohol
tests.
C.20 STAFFING
QUALIFICATIONS AND
REQUIREMENTS – under
General Staffing
Requirements
12 (1 per
staff)
Electronic Monthly Within 60 calendar
days of contract
award, monthly
thereafter for all new
staff

151

3 The prime
contractor shall
provide the (CA)
and the CO with
a copy of all
solicitation
requests and
contractor
responses.
C.4.12 MONITORING
REQUIREMENTS Under
Fiscal and Financial
Monitoring
1 for each
solicitation
and response
Electronic Annually Within 30 calendar
days after the
solicitation is posted
and responses are
submitted to the
prime contractor and
annually thereafter
4 The prime
contractor shall
submit the
monitoring plan
to the CA that
incorporates all
requirements
outlined in the
Monitoring Plans
subsection (C.X)
C.4.8 MONITORING
REQUIREMENTS Under
Monitoring Plans
1 Electronic Annually Within 30 days of
contract award, and
annually thereafter
5 The prime
contractor shall
submit
subcontract
agreements.
C.4.8 MONITORING
REQUIREMENTS Under
Monitoring Plans
1 per
subcontractor
Electronic Once Within 30 days of
agreement execution
and as needed.
6 The prime
contractor shall
complete and
submit a
compliance report
to the CA
following each
monitoring visit.
C.4.10 MONITORING
REQUIREMENTS Under
Corrective Actions and
Remediation
12 (1 per
facility)
Electronic Monthly By the 15th day of
the following month
7 The prime
contractor shall
ensure that
background
checks are
applied to all
positions per their
function as listed
in Attachment
J.9, Enhanced
Suitability
Screening
Guide.
C.4.10 MONITORING
REQUIREMENTS under
Corrective Actions and
Remediation
12 (1 per
staff)
Electronic Monthly Within 60 calendar
days of contract
award, monthly
thereafter for all new
staff
8 The District shall
provide the prime
contractor with
an evacuation
plan for each
District-owned
and leased
facility. The
prime contractor
C.4.14 MONITORING
REQUIREMENTS under
Facilities Management
and Compliance
1 per facility Electronic Annually Within 30 calendar
days of contract
award; updated on
an as needed basis

152

shall post the plan
in appropriate
locations (i.e.,
near exit signs,
elevators,
hallways,
stairwells).
9 The prime
contractor shall
conduct monthly
fire drills and
maintain logs at
each facility. A
summary report
of each drill,
including the
time and date,
shall be sent to
the CA on a
monthly basis.
C.4.14 MONITORING
REQUIREMENTS under
Facilities Management
and Compliance
12 (1 per
facility)
Electronic Monthly Within 10 calendar
days of the
following calendar
month
10 The prime
contractor shall
submit an annual
spending plan to
include:
a. Eight-month
plan covering
February
through
September
b. Four-month
plan covering
October
through
January
C.4.12 MONITORING
REQUIREMENTS under
Fiscal and Financial
Monitoring
1 Electronic Annually At the start of the
contract and each
option year
11 The prime
contractor shall
submit a burn rate
report outlining
the expenditures
for the quarter.
C.4.12 MONITORING
REQUIREMENTS under
Fiscal and Financial
Monitoring
4 Electronic Quarterly Submit quarterly per
the CA’s request
12 The prime
contractor shall
submit a
quarterly report
of all other
federal earmarked
expenditures,
separate by each
grant (if
applicable), to the
CA
C.4.12 MONITORING
REQUIREMENTS under
Fiscal and Financial
Monitoring
4 Electronic Quarterly Submit quarterly per
the CA’s request

153

13 The prime
contractor shall
identify the
leverage of any
additional
resources at the
beginning of the
option year and
submit a report to
the CA.
C.4.12 MONITORING
REQUIREMENTS under
Fiscal and Financial
Monitoring
4 Electronic Quarterly At the beginning of
the option year and
updated quarterly
14 The prime
contractor shall
collaborate with
the District and
the ICH in
developing the
Winter Plan for
the hypothermia
season.
C.4.1 PRIME GENERAL
REQUIREMENTS under
Administrative Oversight
1 TBD Annually The Winter Plan
Development shall
occur by September
1st
15 The prime
contractor shall
identify all
programs exempt
from DC CoC
HMIS
participation and
submit daily
assignments of
beds and
discharges of
participants.
C.4.1 PRIME GENERAL
REQUIREMENTS under
Administrative Oversight
365 Electronic Daily Within the close of
the next business
day
16 The prime
contractor shall
establish Program
Rules in
accordance with
requirements.
C.4.1 PRIME GENERAL
REQUIREMENTS under
Administrative Oversight
1 Electronic Annually Within 30 days of
subcontract
execution, updated
annually
17 The prime
contractor shall
develop and
submit for the
District’s
approval a Code
of Conduct policy
within 30 days of
the contract
award for all
staff.
C.4.1 PRIME GENERAL
REQUIREMENTS under
Administrative Oversight
1 Electronic Annually Within 30 days of
subcontract
execution, updated
annually

154

18 The prime
contractor shall
establish and
maintain a
financial
management
system for
payments to
subcontractors.
C.4.2 PRIME GENERAL
REQUIREMENTS under
Financial Management
and Invoicing
1 Electronic Annually Within 30 days of
contract award,
updated as needed
19 The Contractor
shall submit
monthly invoices
via the e-
invoicing portal
to the CA.
C.4.2 PRIME GENERAL
REQUIREMENTS under
Financial Management
and Invoicing
12 Electronic Monthly Within 15 calendar
days after the close
of each month
20 The prime
contractor shall
develop a budget
with a target of
providing a 10%
match.
C.4.2 PRIME GENERAL
REQUIREMENTS under
Financial Management
and Invoicing
1 Electronic Annually Within 60 days of
contract award, and
10 days of Option
Exercise
21 The prime
contractor shall
submit monthly
summary reports
to the CA
regarding the
progress toward
task completion
and SOW
requirements.
C.4.3 PRIME GENERAL
REQUIREMENTS under
Administrative Reporting
12 Electronic Monthly Submit by the 15th
of the following
month.
22 The prime
contractor shall
report unusual
incidents through
the District's
unusual incident
database.
C.4.3 PRIME GENERAL
REQUIREMENTS under
Administrative Reporting
As Needed Electronic Immediately
or Next
Business
Day
No later than two
hours or the next
business day of the
incident
23 The prime
contractor shall
submit a final,
annual report to
the CA for all
services.
C.4.3 PRIME GENERAL
REQUIREMENTS under
Administrative Reporting
1 Electronic Annually Within 30 calendar
days of the contract
expiration
24 The prime
contractor shall
execute an annual
Customer
Satisfaction
Survey and
provide the CA
with a summary
C.4.3 PRIME GENERAL
REQUIREMENTS under
Administrative Reporting
1 Electronic Annually Within 75 calendar
days after the annual
execution of a
survey

155

report of all
findings.
25 The prime
contractor shall
submit
expenditure
reports monthly
or as requested to
the District,
vetting funding
requests for merit
and authenticity.
C.4.3 PRIME GENERAL
REQUIREMENTS under
Administrative Reporting
12 Electronic Monthly Submit by the 15th
of the following
month or as
requested
26 The prime
contractor shall
develop a system
for maintaining
records for all
requirements
outlined in the
Recordkeeping
subsection.
C.4.4 PRIME GENERAL
REQUIREMENTS under
Recordkeeping
1 Electronic Annually Within 60 calendar
days of the contract
award, updated
annually thereafter
27 The prime
contractor shall
develop and
establish a
participant
grievance
process.
C.4.5 PRIME GENERAL
REQUIREMENTS under
Participant Grievances
1 Electronic Annually Within 30 calendar
days of subcontract
execution, updated
annually
28 The prime
contractor shall
develop and
establish a 24-
hour participant
grievance
hotline.
C.4.5 PRIME GENERAL
REQUIREMENTS under
Participant Grievances
1 Electronic Once Within 60 calendar
days of contract
award, modified as
needed
29 The prime
contractor shall
conduct an
inventory report
for all equipment
valued at $50.00
or more at each
facility.
C.12 PRIME GENERAL
REQUIREMENTS under
Supplies, Materials, and
Equipment
1 Electronic Annually At the beginning of
the contract award,
updated annually
thereafter
30 The prime
contractor shall
develop and
implement a
training plan for
all staff,
including
subcontracted
staff.
C.13 PRIME GENERAL
REQUIREMENTS under
Training
1 Electronic Annually within 30 calendar
days of contract
award; updated
annually or modified
as needed

156

31 The prime
contractor shall
submit a list of all
shift supervisors
at each facility to
the CA.
C.14 PRIME GENERAL
REQUIREMENTS under
Operations 4 (1 per
facility)
Electronic
Quarterly
Within 60 calendar
days of contract
award, to be
provided quarterly,
one per facility.
32 The prime
contractor shall
submit the
Emergency
Preparedness
Plan to the
District.
C.15 PRIME GENERAL
REQUIREMENTS under
Emergency Preparations
1 Electronic Annually Within 45 days of
contract award,
updated annually
thereafter
33 The prime
contractor shall
submit a
Continuity of
Operations
(COOP) plan to
the District for
approval.
C.15 PRIME GENERAL
REQUIREMENTS under
Emergency Preparations
1 Electronic Annually Within 45 days of
contract award,
updated annually
thereafter
34 The prime
contractor shall
provide
documentation
that demonstrates
it has established
education-related
policies and
practices for
participants
participating in
its program
according to the
McKinney-Vento
Act and as
amended by the
HEARTH Act.
C.16 GENERAL
SHELTER
REQUIREMENTS
1 Electronic Annually Within 45 days of
the contract award
35 The prime
contractor shall
submit for the
District’s
approval a
communications
plan to market
information about
relevant
community-wide
services available
to residents.
C.23 CASE
MANAGEMENT
REQUIREMENTS under
Case Management for
Individuals in Low Barrier
Shelter & Transitional
Housing
1 Electronic Annually Within 45 days of
contract award,
updated annually
thereafter
36 The prime
contractor shall
establish referral
and follow-up
C.25 CASE
MANAGEMENT
REQUIRMENTS under
Standards for Case
1 Electronic Annually Within 30 calendar
days of subcontract
award, updated

157

procedures to
confirm all
referrals made to
other services.
Management Services and
Documentation
annually or modified
as needed
37 The prime
contractor shall
ensure that case
managers
routinely
document the
content and
outcome of
housing-focused
case management
meetings with
participants and
document their
progress in
achieving the
desired
outcomes.
C.23 CASE
MANAGEMENT
REQUIREMENTS under
Standards for Case
Management Services and
Documentation
As Needed Electronic Immediately No later than 24
hours after a
participant meeting
using DAP
38 The prime
contractor shall
submit the
Building
Maintenance Plan
to the CA.
C.28 FACILITIES
MANAGEMENT
REQUIREMENTS under
Maintenance
1 per facility Electronic Annually Within 30 days of
award, updated
annually (30
calendar days after
option year
execution) or
modified as needed.
39 The prime
contractor shall
submit the list of
"on the shelf"
replacement,
expendable parts,
and materials to
the CA.
C.33 FACILITIES
MANAGEMENT
REQUIREMENTS under
Repairs
1 Electronic Annually Within 60 days of
contract award, and
annually thereafter
40 The prime
contractor shall
provide the CA
with the facility
cleaning
notification listed
in the Janitorial
Meetings
subsection.
C.45 FACILITIES
MANAGEMENT
REQUIREMENTS under
Janitorial Meetings
1 per facility Electronic As needed At least 30 days in
advance of the
following activities
listed
41 The prime
contractor shall
establish and
implement a
complete Quality
Control Plan to
ensure the
required services
are provided
C.45 FACILITIES
MANAGEMENT
REQUIREMENTS under
Janitorial Meetings
1 Electronic Annually Within 60 calendar
days of contract
award; updated
annually thereafter

158

effectively and
successfully.
42 The prime
contractor shall
develop and
operate a service
call program that
includes policies
and procedures
for responding to
all service calls.
C.34 FACILITIES
MANAGEMENT
REQUIREMENTS under
Service Call Operations
1 Electronic Annually Within 30 days of
contract award,
updated annually
thereafter
43 The prime
contractor shall
submit a
Janitorial Facility
Assignment
Record
(directives) for
each facility to
the CA.
C.37 JANITORIAL
SERVICE
REQUIREMENTS
1 per facility Electronic Annually Within 30 days of
contract award,
updated annually or
modified as needed
44 The prime
contractor shall
maintain and post
a log of janitorial
services for each
designated
cleaning area.
The log shall be
in public view.
C.37 JANITORIAL
SERVICE
REQUIREMENTS
52 Paper Weekly Within 30 calendar
days of subcontract
execution
45 The prime
contractor shall
submit weekly
recyclable and
trash weight
forms to the CA.

C.42 JANITORIAL
SERVICE
REQUIREMENTS under
Trash, Waste, And
Recycling Services
52 Electronic Weekly By the following
Monday of the next
occurring week
46 The District shall
provide the prime
contractor with
an annual
schedule of
quarterly
meetings for
janitorial
services.
C.45 JANITORIAL
SERVICE
REQUIREMENTS under
Janitorial Meetings
1 Electronic Annually Within 30 calendar
days of contract
award, annually
thereafter
47 The prime
contractor shall
submit a Quality
Control Plan to
the CA.
C.45 JANITORIAL
SERVICE
REQUIREMENTS under
Janitorial Meetings
1 Electronic Annually Within 60 calendar
days of contract
award, annually
thereafter
48 The prime
contractor shall
submit a Security
Guard Post
C.49 SECURITY
SERVICE
REQUIREMENTS under
Post Orders
1 per facility Electronic Annually Within 30 calendar
days of contract
award, updated

159

Assignment
Record (Post
Order) to the
CA.
annually or modified
as needed
49 The prime
contractor shall
submit a report of
security guard
training.
C.48 SECURITY
SERVICE
REQUIREMENTS under
Security Training
12 Electronic Monthly By the 15th of each
month, for the
previous month,
include the number
of staff and the site
name.
50 The prime
contractor shall
record alarm
incidents at the
site in an
electronic log to
include the
number of
security staff,
shift, and site
name.
C.50 SECURITY
SERVICE
REQUIREMENTS under
Reporting
12 Electronic Monthly By the 15th of each
month for the
previous month
51 The prime
contractor shall
submit a staffing
security report.
C.50 SECURITY
SERVICE
REQUIREMENTS under
Reporting
12 Electronic Monthly By the 15th of each
month, for the
previous month
include
52 The prime
contractor shall
develop and
implement a food
services plan.
C.52 FOOD SERVICE
REQUIREMENTS
1 Electronic Annually Within 30 days of
contact award,
updated annually
53 The prime
contractor shall
submit a list of
pre-priced
furniture and
mattress
packages.
C.59 FURNITURE
SERVICE
REQUIREMENTS
1 Electronic Annually At the beginning of
the contract award,
updated annually
thereafter

F.3.1 The Contractor shall submit to the District, as a deliverable, the report described in section H.5.5
that is required by the 51% District Residents New Hires Requirements and First Source
Employment Agreement. If the Contractor does not submit the report as part of the deliverables,
final payment to the Contractor shall not be paid pursuant to this section.

SECTION G: CONTRACT ADMINISTRATION
G.1 INVOICE PAYMENT

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

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

G.2 INVOICE SUBMITTAL

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

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

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

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

G.2.2.2 Contract number and invoice number;

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

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

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

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

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

G.2.2.8 Authorized signature.

161

G.3 FIRST SOURCE AGREEMENT REQUEST FOR FINAL PAYMENT

G.3.1 For contracts subject to the 51% District Residents New Hires Requirements and First Source
Employment Agreement requirements, the final request for payment must be accompanied by the
report or a waiver of compliance discussed in section H.5.5.

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

G.4 PAYMENT

G.4.1 PARTIAL PAYMENTS

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

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

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

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

c) Presentation of a properly executed invoice.

G.4.2 PAYMENT FOR REIMBURSABLE ITEMS AND SERVICES

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

G.5 ORDERING CLAUSE

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

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G.6 ASSIGNMENT OF CONTRACT PAYMENTS

G.6.1 In accordance with 27 DCMR 3250, the Contractor may assign to a bank, trust company, or other
financing institution funds due or to become due as a result of the performance of this contract.

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

G.6.3 Notwithstanding an assignment of contract payments, the Contractor, not the assignee, is required
to prepare invoices. Where such an assignment has been made, the original copy of the invoice
must refer to the assignment and must show that payment of the invoice is to be made directly to
the assignee as follows:

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

G.7 THE QUICK PAYMENT CLAUSE

G.7.1 Interest Penalties to Contractors

G.7.1.1 The District will pay interest penalties on amounts due to the Contractor under the Quick Payment
Act, D.C. Official Code §2-221.01 et seq., for the period beginning on the day after the required
payment date and ending on the date on which payment of the amount is made. Interest shall
be calculated at the rate of 1% per month. No interest penalty shall be paid if payment for the
completed delivery of the item of property or service is made on or before:

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

G.7.1.2 Any amount of an interest penalty that remains unpaid at the end of any 30 -day period shall be
added to the principal amount of the debt and thereafter interest penalties shall accrue on the added
amount.

G.7.2 Payments to Subcontractors

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

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

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

G.7.2.2 The Contractor must pay any subcontractor or supplier interest penalties on amounts due to
the subcontractor or supplier beginning on the day after the payment is due and ending on the

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date on which the payment is made. Interest shall be calculated at the rate of 1% per month.
No interest penalty shall be paid on the following if payment for the completed delivery of the
item of property or service is made on or before:

G.7.2.3 Any amount of an interest penalty that remains unpaid by the Contractor at the end of any 30-day
period shall be added to the principal amount of the debt to the subcontractor and thereafter
interest penalties shall accrue on the added amount.

G.7.2.4 A dispute between the Contractor and subcontractor relating to the amounts or entitlement of a
subcontractor to a payment or a late payment interest penalty under the Quick Payment Act does
not constitute a dispute to which the District of Columbia is a party. The District of C olumbia
may not be interpleaded in any judicial or administrative proceeding involving such a dispute.

G.7.3 Subcontract requirements

G.7.3.1 The Contractor shall include in each subcontract under this contract a provision requiring the
subcontractor to include in its contract with any lower -tier sub contractor or supplier the
payment and interest clauses required under paragraphs (1) and (2) of D.C. Official Code §2-
221.02(d).

G.8 CONTRACTING OFFICER (CO)

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

Brenda Allen, MBA, CCCM, CPP
Chief Contract Officer
Office of Contracting and Procurement
Department of Human Services
64 New York Avenue, NE, 6th Floor
Washington, DC 20002
Brenda.allen@dc.gov

G.9 AUTHORIZED CHANGES BY THE CONTRACTING OFFICER

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

G.9.2 The Contractor shall not comply with any order, directive, or request that changes or modifies the
requirements of this contract unless issued in writing and signed by the CO.

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

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G.10 CONTRACT ADMINISTRATOR (CA)
G.10.1 The CA is responsible for the general administration of the contract and advising the CO as to the
Contractor’s compliance or noncompliance with the contract . The CA has the responsibility of
ensuring the work conforms to the requirements of the contract and such other responsibilities
and authorities as may be specified in the contract. These include:
G.10.1.1 Keeping the CO fully informed of any technical or contractual difficulties encountered during
the performance period and advising the CO of any potential problem areas under the contract;
G.10.1.2 Coordinating site entry for Contractor personnel, if applicable;
G.10.1.3 Reviewing invoices for completed work and recommending approval by the CO if the
Contractor’s costs are consistent with the negotiated amounts and progress is satisfactory and
commensurate with the rate of expenditure;
G.10.1.4 Reviewing and approving invoices for deliverables to ensure receipt of goods and services. This
includes the timely processing of invoices and vouchers in accordance with the District’s
payment provisions; and

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

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

Leon Samuels, Jr.
Contract Administrator
Family Services Administration
Department of Human Services
64 New York Avenue, NE, 6th Floor
Washington, DC 20002
Leon.samuels@dc.gov
G.10.3 The CA shall NOT have the authority to:

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

G.10.4 The Contractor will be fully responsible for any changes not authorized in advance, in writing, by
the CO; may be denied compensation or other relief for any additional work performed that is not

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so authorized; and may also be required, at no additional cost to the District, to take all corrective
action necessitated by reason of the unauthorized changes.

G.12 COST REIMBURSEMENT CEILING

G.12.1 The cost reimbursement ceiling for this contract is set forth in Section B.3 CLINS 0018 and 0028.

G.12.2 The costs for performing this contract shall not exceed the cost reimbursement ceiling specified
in Section B.3.

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

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

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

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

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

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

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

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SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1 HIRING OF DISTRICT RESIDENTS AS APPRENTICES AND TRAINEES

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

H.1.1.1 At least 51 percent of apprentices and trainees employed shall be residents of the District of
Columbia registered in programs approved by the District of Columbia Apprenticeship Council.
H.1.2 The Contractor shall negotiate an Employment Agreement with the Department of Employment
Services (“DOES”) for jobs created as a result of this contract. The DOES shall be the
Contractor’s first source of referral for qualified app rentices and trainees in the implementation
of employment goals contained in this clause.
H.2 DEPARTMENT OF LABOR WAGE DETERMINATIONS

The Contractor shall be bound by the Wage Determination No. 2015-4281, revision 34, dated July
8, 2025, issued by the U.S. Department of Labor in accordance with the Service Contract Act, 41
U.S.C. §351 et seq., and incorporated herein as Section J.2. The Contractor shall be bound by the
wage rates for the term of the contract subject to revision as stated herein and in accordance with
Section 24 of the SCP. If an option is exercised, the Contractor shall be bound by the applicable
wage rates at the time of the option. If the option is exercised and the CO obtains a revised wage
determination, the revised wage determination is applicable for the option periods , and the
Contractor may be entitled to an equitable adjustment.

H.3 PREGNANT WORKERS FAIRNESS

H.3.1 The Contractor shall comply with the Protecting Pregnant Workers Fairness Act of 201 6, D.C.
Official Code § 32-1231.01 et seq. (PPWF Act).

H.3.2 The Contractor shall not:

(a) Refuse to make reasonable accommodations to the known limitations related to pregnancy,
childbirth, related medical conditions, or breastfeeding for an employee, unless the Contractor
can demonstrate that the accommodation would impose an undue hardship;

(b) Take an adverse action against an employee who requests or uses a reasonable
accommodation in regard to the employee's conditions or privileges of employment, including
failing to reinstate the employee when the need for reasonable accommodations ceases to the
employee's original job or to an equivalent position with equivalent:

(1) Pay;

(2) Accumulated seniority and retirement;

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(3) Benefits; and

(4) Other applicable service credits;

(c) Deny employment opportunities to an employee, or a job applicant, if the denial is based on
the need of the employer to make reasonable accommodations to the known limitations related
to pregnancy, childbirth, related medical conditions, or breastfeeding;

(d) Require an employee affected by pregnancy, childbirth, related medical conditions, or
breastfeeding to accept an accommodation that the employee chooses not to accept if the
employee does not have a known limitation related to pregnancy, childbirth, related medical
conditions, or breastfeeding, or the accommodation is not necessary for the employee to perform
her duties;

(e) Require an employee to take leave if a reasonable accommodation can be provided; or

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

H.3.3 The Contractor shall post and maintain in a conspicuous place a notice of rights in both English
and Spanish and provide written notice of an employee's right to a needed reasonable
accommodation related to pregnancy, childbirth, related medical conditions, or breastfeeding
pursuant to this chapter to:

(a) New employees at the commencement of employment;

(b) Existing employees; and

(c) An employee who notifies the employer of her pregnancy, or other condition covered by this
chapter, within 10 days of the notification.

H.3.4 The Contractor shall provide an accurate written translation of the notice of rights to any non -
English or non-Spanish speaking employee.

H.3.5 Violations of the PPWF Act shall be subject to civil penalties as described in the Act.

H.4 UNEMPLOYED ANTI-DISCRIMINATION

H.4.1 The Contractor shall comply with the Unemployed Anti-Discrimination Act of 2012, D.C.
Official Code § 32-1361 et seq.

H.4.2 The Contractor shall not:

(a) Fail or refuse to consider for employment, or fail or refuse to hire, an individual as an
employee because of the individual's status as unemployed; or

(b) Publish, in print, on the Internet, or in any other medium, an advertisement or announcement
for any vacancy in a job for employment that includes:

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(1) Any provision stating or indicating that an individual's status as unemployed disqualifies
the individual for the job; or

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

H.4.3 Violations of the Unemployed Anti -Discrimination Act shall be subject to civil penalt ies as
described in the Act.

H.5 51% DISTRICT RESIDENTS NEW HIRES REQUIREMENTS AND FIRST SOURCE
EMPLOYMENT AGREEMENT

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

H.5 51% DISTRICT RESIDENTS NEW HIRES REQUIREMENTS AND FIRST SOURCE
EMPLOYMENT AGREEMENT

H.5.1 For contracts for services in the amount of $300,000 or more, the Contractor shall comply with
the First Source Employment Agreement Act of 1984, as amended, D.C. Official Code § 2 -
219.01 et seq. (First Source Act).

H.5.2 The Contractor shall enter into and maintain during the term of the contract, a First Source
Employment Agreement (Employment Agreement) with the District of Columbia Department
of Employment Service (DOES), in which the Contractor shall agree that:

(a) The first source for finding employees to fill all jobs created in order to perform the
contract shall be the First Source Register; and
(b) The first source for finding employees to fill any vacancy occurring in all jobs
covered by the Employment Agreement shall be the First Source Register.
H.5.3 The Contractor shall not begin the performance of the contract until its Employment Agreement
has been accepted by DOES. Once approved, the Employment Agreement shall not be amended
except with the approval of DOES.
H.5.4 The Contractor agrees that at least 51% of the new employees hired to perform the contract shall
be District residents.
H.5.5 The Contractor’s hiring and reporting requirements under the First Source Act and any rules
promulgated thereunder shall continue for the term of the contract.
H.5.6 The CO may impose penalties, including monetary fines of 5% of the total amount of the direct
and indirect labor costs of the contract, for a willful breach of the Employment Agreement,
failure to submit the required hiring compliance reports, or deliberat e submission of falsified
data.

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H.5.7 If the Contractor does not receive a good faith waiver, the CO may also impose an additional
penalty equal to 1/8 of 1% of the total amount of the direct and indirect labor costs of the contract
for each percentage by which the Contractor fails to meet its hiring requirements.

H.5.8 Any contractor that violates, more than once within a 10-year timeframe, the hiring or reporting
requirements of the First Source Act shall be referred for debarment for not more than five years.

H.5.9 The contractor may appeal any decision of the CO pursuant to this clause to the D.C. Contract
Appeals Board as provided in clause 14, Disputes.

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

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

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

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

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

H.8 WAY TO WORK AMENDMENT ACT OF 2006

H.8.1 Except as described in H.8.8 below, the Contractor shall comply with Title I of the Way to Work
Amendment Act of 2006, effective June 8, 2006 (D.C. Law 16-118, D.C. Official Code §2-220.01
et seq.) (“Living Wage Act of 2006”), for contracts for services in the amount of $100,000 or
more in a 12-month period.

H.8.2 The Contractor shall pay its employees and subcontractors who perform services under the
contract no less than the current living wage published on the OCP website at www.ocp.dc.gov.
H.8.3 The Contractor shall include in any subcontract for $15,000 or more a provision requiring the
subcontractor to pay its employees who perform services under the contract no less than the
current living wage rate.
H.8.4 The DOES may adjust the living wage annually, and the OCP will publish the current living wage
rate on its website at www.ocp.dc.gov.
H.8.5 The Contractor shall provide a copy of the Fact Sheet attached as J.6 to each employee and
subcontractor who performs services under the contract. The Contractor shall also post the Notice
attached as J.5 in a conspicuous place in its place of business. The Contractor shall include in any
subcontract for $15,000 or more a provision requiring the subcontractor to post the Notice in a
conspicuous place in its place of business.

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H.8.6 The Contractor shall maintain its payroll records under the contract in the regular course of
business for a period of at least three years from the payroll date and shall include this requirement
in its subcontracts for $15,000 or more under the contract.
H.8.7 The payment of wages required under the Living Wage Act of 2006 shall be consistent with and
subject to the provisions of D.C. Official Code §32-1301 et seq.

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

(1) Contracts or other agreements that are subject to higher wage level determinations required
by federal law;
(2) Existing and future collective bargaining agreements, provided that the future collective
bargaining agreement results in the employee being paid no less than the established living
wage;
(3) Contracts for electricity, telephone, water, sewer , or other services provided by a regulated
utility;
(4) Contracts for services needed immediately to prevent or respond to a disaster or imminent
threat to public health or safety declared by the Mayor;
(5) Contracts or other agreements that provide trainees with additional services , including, but
not limited to, case management and job readiness services; provided that the trainees do not
replace employees subject to the Living Wage Act of 2006;
(6) An employee under 22 years of age employed during a school vacation period, or enrolled as
a full-time student, as defined by the respective institution, who is in high school or at an
accredited institution of higher education and who works less than 25 hours per week;
provided that he or she does not replace employees subject to the Living Wage Act of 2006;
(7) Tenants or retail establishments that occupy property constructed or improved by receipt of
government assistance from the District of Columbia; provided, that the tenant or retail
establishment did not receive direct government assistance from the District.
(8) Employees of nonprofit organizations that employ not more than 50 individuals and qualify
for taxation exemption pursuant to section 501(c)(3) of the Internal Revenue Code of 1954,
approved August 16, 1954 (68A Stat. 163; 26 U.S.C. § 501(c)(3);
(9) Medicaid provider agreements for direct care services to Medicaid recipients, provided, that
the direct care service is not provided through a home care agency, a community residence
facility, or a group home for mentally retarded persons as those terms are defined in section 2
of the Healthcare and Community Residence Facility, Hospice, and Home Care Licensure Act
of 1983, effective February 24, 1984 (D.C. Law 5-48; D.C. Official Code § 44-501); and
(10) Contracts or other agreements between managed care organizations and the Health Care
Safety Net Administration or the Medicaid Assistance Administration to provide health
services.

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

H.9 SUBCONTRACTING REQUIREMENTS

H.9.1 Mandatory Subcontracting Requirements

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

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

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

H.9.1.4 Except as provided in H.9.1.5 and H.9.1.7, a prime contractor that is a CBE and has been
granted a proposal preference pursuant to D.C. Official Code § 2-218.43, or is selected through
a set -aside program, shall perform at least 35% of the contracting effort with its own
organization and resources and, if it subcontracts, 35% of the subcontrac ting effort shall be
with CBEs. A CBE prime contractor that performs less than 35% of the contracting effort shall
be subject to enforcement actions under D.C. Official Code § 2-218.63.

H.9.1.5 A prime contractor that is a certified joint venture and has been granted a proposal preference
pursuant to D.C. Official Code § 2 -218.43, or is selected through a set -aside program, shall
perform at least 50% of the contracting effort with its own organization and resources and if it
subcontracts, 35% of the subcontracting effort shall be with CBEs. A certified joint venture
prime contractor that performs less than 50% of the contracting effort shall be subject to
enforcement actions under D.C. Official Code § 2-218.63.

H.9.1.6 Each CBE utilized to meet these subcontracting requirements shall perform at least 35% of its
contracting effort with its own organization and resources.

H.9.1.7 A prime contractor that is a CBE and has been granted a proposal preference pursuant to D.C.
Official Code § 2-218.43, or is selected through a set-aside program, shall perform at least 50%
of the on-site work with its own organization and resources if the contract is $1 million or less.

H.9.2 SUBCONTRACTING PLAN

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

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

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H.9.3 COPIES OF SUBCONTRACTS

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

H.9.4 Subcontracting Plan Compliance Reporting

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

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

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

H.9.5 ANNUAL MEETINGS

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

H.9.6 Notices

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

H.9.7 ENFORCEMENT AND PENALTIES FOR BREACH OF SUBCONTRACTING PLAN

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

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

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

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H.10 FAIR CRIMINAL RECORD SCREENING

H.10.1 The Contractor shall comply with the provisions of the Fair Criminal Record Screening
Amendment Act of 2014, effective December 17, 2014 (D.C. Law 20-152) (the “Act” as used
in this section). This section applies to any employment, including employment on a
temporary or contractual basis, where the physical location of the employment is in whole or
substantial part within the District of Columbia.

H.10.2 Prior to making a conditional offer of employment, the Contractor shall not require a n
applicant for employment or a person who has requested consideration for employment by the
Contractor to reveal or disclose an arrest or criminal accusation that is not then pending or did
not result in a criminal conviction.

H.10.3 After making a conditional offer of employment , the Contractor may require an applicant to
disclose or reveal a criminal conviction.

H.10.4 The Contractor may only withdraw a conditional offer of employment, or take adverse action
against an applicant, for a legitimate business reason as described in the Act.

H.10.5 This section and the provisions of the Act shall not apply:

(a) Where a federal or District law or regulation requires the consideration of an
applicant’s criminal history for the purposes of employment;

(b) To a posit ion designated by the employer as part of a federal or District government
program or obligation that is designed to encourage the employment of those with
criminal histories;

(c) To any facility or employer that provides programs, services, or direct care to, children,
youth, or vulnerable adults; or

(d) To employers that employ less than 11 employees.

H.10.6 A person claiming to be aggrieved by a violation of the Act may file an administrative
complaint with the District of Columbia Office of Human Rights, and the Commission on
Human Rights may impose monetary penalties against the Contractor.

H.11 DISTRICT RESPONSIBILITIES

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

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

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

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

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

H.12 CONTRACTOR RESPONSIBILITIES

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

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

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

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

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

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

H.14 AUDITS AND RECORDS

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

H.14.2 Examination of Costs. If this is a cost-reimbursement, incentive, time-and-materials, labor-hour,
or price-redeterminable contract, or any combination of these, the prime contractor shall maintain

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and the CO, or an authorized representative of the CO, shall have the right to examine and audit
all records and other evidence sufficient to reflect properly all costs claimed to have been incurred
or anticipated to be incurred directly or indirectly in the performance of this contract. This right
of examination shall include inspection at all reasonable times of the prime contractor’s plants, or
parts of them, engaged in performing the contract.

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

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

H.14.4 Comptroller General

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

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

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

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

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

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

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

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

H.15 ADVISORY AND ASSISTANCE SERVICES

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

H.16 HIPAA PRIVACY COMPLIANCE POLICY
H.X HIPAA BUSINESS ASSOCIATE COMPLIANCE
For the purpose of this agreement DHS, a covered component within the District of Columbia’s
Hybrid Entity will be referred to as a “Covered Entity” as that term is defined by the Health
Insurance Portability and Accountability Act of 1996, as amended (“HI PAA”) and associated
regulations promulgated at 45 CFR Parts 160, 162 and 164 as amended (“HIPAA Regulations”)
and The prime contractor, as a recipient of Protected Health Information or electronic Protected
Health Information from DHS, is a “Business Associate” as that term is defined by HIPAA.
Terms used, but not otherwise defined, in this Agreement , shall have the same meaning as those
terms in the HIPAA Regulations.
1. Definitions
a. Business Associate means a person or entity, who, on behalf of the District government or of
an organized health care arrangement (as defined in this section) in which the covered entity
participates, but other than in the capacity of a member of the wo rkforce of the District or
arrangement, creates, receives, maintains, or transmits protected health information for a
function or activity for the District, including claims processing or administration, data
analysis, processing or administration, utiliza tion review, quality assurance, patient safety
activities listed at 42 CFR 3.20, billing, benefit management, practice management, and
repricing; or provides, other than in the capacity of a member of the workforce of such covered
entity, legal, actuarial, accounting, consulting, data aggregation (as defined in 45 CFR §
164.501), management, administrative, accreditation, or financial services to or for the District,
or to or for an organized health care arrangement in which the District participates, where the
provision of the service involves the disclosure of protected health information from the

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District or arrangement, or from another business associate of the District or arrangement, to
the person. A covered entity may be a business associate of another covered entity.
A Business Associate includes, (i) a Health Information Organization, E-prescribing Gateway,
or other person that provides data transmission services with respect to protected health
information to a covered entity and that requires access on a routine bas is to such protected
health information; (ii) a person that offers a personal health record to one or more individuals
on behalf of the District; (iii) a subcontractor that creates, receives, maintains, or transmits
protected health information on behalf of the business associate.
A Business Associate does not include (i) a health care provider, with respect to disclosures by
a covered entity to the health care provider concerning the treatment of the individual; (ii) a
plan sponsor, with respect to disclosures by a group health plan (or by a health insurance issuer
or HMO with respect to a group health plan) to the plan sponsor, to the extent that the
requirements of 45 CFR § 164.504(f) apply and are met; (iii) a government agency, with
respect to determining eligibility for, or enrollment in, a government health plan that provides
public benefits and is administered by another government agency, or collecting protected
health information for such purposes, to the extent such activities are authorized by law; iv) a
covered entity participating in an organized health care arrangement that performs a function,
activity or service included in the definition of a Business Associate above for or on behalf of
such organized health care arrangement.
b. Covered Entity means a health plan, a health care clearinghouse, or a health care provider who
transmits any health information in electronic form in connection with a transaction covered
by 45 C.F.R. Parts 160 and 164 of HIPAA. With respect to this HIP AA Compliance Clause,
the Covered Entity shall also include the designated healthcare components of the District
government’s hybrid entity or a District agency following HIPAA best practices.
c. Data Aggregation means, with respect to Protected Health Information created or received by
a business associate in its capacity as the business associate of a covered entity, the combining
of such Protected Health Information by the business associate with the Protected Health
Information received by the business associate in its capacity as a business associate of another
covered entity, to permit data analyses that relate to the health care operations of the respective
covered entities.
d. Designated Record Set means a group of records maintained by or for the Covered Entity that
are:
i. The medical records and billing records about individuals maintained by or for a covered
health care provider;
ii. The enrollment, payment, claims adjudication, and case or medical management record
systems maintained by or for a health plan; or
iii. Records used, in whole or in part, by or for the Covered Entity to make decisions about
individuals.
e. Health Care means care services, or services, or supplies related to the health of an individual.
Health care includes, but is not limited to, the following:
i. Preventive, diagnostic, therapeutic, rehabilitative, maintenance, or palliative care, and
counseling, service, assessment, or procedure with respect to the physical or mental

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condition, or functional status, of an individual or that affects the structure or function of
the body; and
ii. Sale or dispensing of a drug, device, equipment, or other item in accordance with the
prescription.
f. Health Care Components means a component or a combination of components of a hybrid entity
designated by a hybrid entity. Health Care Components must include non -covered functions
that provide services to the covered functions to facilitate the sharing of Protected Health
Information with such functions of the hybrid entity without business associate agreements or
individual authorizations.
g. Health Care Operations shall have the same meaning as the term “health care operations” in 45
C.F.R. § 164.501.
h. Hybrid Entity means a single legal entity that is a covered entity and whose business activities
include both covered and non -covered functions, and that designates health care components
in accordance with 45 C.F.R. § 164.105(a)(2)(iii)(C). A Hybrid Entity is required to designate
as a health care component, any other components of the entity that provide services to the
covered functions for the purpose of facilitating the sharing of Protected Health Information
with such functions of the hybrid entity without business associate agreements or individual
authorizations. The District of Columbia is a Hybrid Covered Entity. Hybrid Entities are
required to designate and include functions, services , and activities within their own
organization, which would meet the definition of Business Associate irrespective of whether
performed by employees of the Hybrid Entity, as part of its health care components for
compliance with the Security Rule and privacy requirements under this Clause.
i. Record shall mean any item, collection, or grouping of information that includes Protected
Health Information and is maintained, collected, used, or disseminated by or for the Covered
Entity.
j. Individual shall have the same meaning as the term "individual" in 45 C.F.R. § 164.501 and
shall include a person who qualifies as a personal representative in accordance with 45 C.F.R.
§ 164.502(g).
k. Individually Identifiable Health Information is information that is health information, including
demographic information collected from an individual, and;
i. Is created or received by a health care provider, health plan, employer, or health care
clearinghouse;
ii. Relates to the past, present, or future physical or mental health or condition of an individual;
or the past, present, or future payment for the provision of health care to an individual; and
iii. That identifies the individual or with respect to which there is a reasonable basis to believe
the information can be used to identify the individual.
l. National Provider Identifier (NPI) Rule. "National Provider Identifier" shall mean the Standard
Unique Health Identifier for Healthcare Providers; Final Rule at 45 C.F.R. Part 162.
m. Privacy and Security Official. The person or persons designated by the District of Columbia,
a Hybrid Entity, who is/are responsible for developing, maintaining, implementing and

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enforcing the District -wide Privacy Policies and Procedures, and for overseeing full
compliance with the Privacy and Security Rules, and other applicable federal and state privacy
law.
n. Privacy Officer. “Privacy Officer” shall mean the person designated by the District’s Privacy
and Security Official or one of the District’s covered components within its Hybrid Entity, who
is responsible for overseeing compliance with the Covered Agenc y’s Privacy Policies and
Procedures, the HIPAA Privacy Regulations, HIPAA Security Regulations and other applicable
federal and state privacy law(s). Also referred to as the agency Privacy Officer, the individual
shall follow the guidance of the District’s Privacy and Security Official and shall be responsive
to and report to the District’s Privacy and Security Official on matters pertaining to HIPAA
compliance.
o. Privacy Rule. "Privacy Rule" shall mean the Standards for Privacy of Individually Identifiable
Health Information at 45 C.F.R. part 160 and part 164, subparts A and E.
p. Protected Health Information. "Protected Health Information" (PHI) or “Electronic Protected
Health Information” (ePHI) means individually identifiable health information that is created
or received by the Business Associate from or on behalf of the Cove red Entity, or agency
following HIPAA best practices, which is:
i. Transmitted by, created, or maintained in electronic media; or
ii. Transmitted or maintained in any other form or medium.
PHI does not include information in the records listed in subsection (2) of the definition in 45
C.F.R. §160.103. Required By Law. "Required By Law" shall have the same meaning as the term
"required by law" in 45 C.F.R. § 164.103.
q. Secretary. "Secretary" shall mean the Secretary of the United States Department of Health and
Human Services or his or her designee.
r. Security Officer. The person designated by the Security Official or one of the District of
Columbia’s designated healthcare components, is responsible for overseeing compliance with
the Covered Agency’s Privacy Policies and Procedures, the Security Rules, and other applicable
federal and state privacy laws (s). The Covered Agency’s security officer shall follow the
guidance of the District’s Security Official, as well as the Associate Security Official within the
Office of the Chief Technology Officer, a nd shall be responsive to the same on matters
pertaining to HIPAA compliance.
s. Security Rule. "Security Rule" shall mean the Standards for Security of Individually Identifiable
Health Information at 45 C.F.R. part 164.
t. Workforce. “Workforce” shall mean employees, volunteers, trainees, and other persons whose
conduct, in the performance of work for a covered entity or business associate, is under the
direct control of such entity, whether or not they are paid by the co vered entity or business
associate.
2. Obligations and Activities of Business Associate

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a. The Business Associate agrees not to use or disclose PHI or ePHI (hereinafter “PHI” or
Protected Health Information”) other than as permitted or required by this HIPAA
Compliance Clause or as required by law.
b. The Business Associate agrees to use appropriate safeguards and comply with
administrative, physical, and technical safeguards requirements in 45 C.F.R. §§ 164.308,
164.310, 164.312 and 164.316 as required by § 13401 of the Health Information
Technology Economic and Clinical Health ACT (February 18, 2010) (“HITECH”), to
maintain the security of the PHI and to prevent use or disclosure of such PHI other than as
provided for by this Clause. Business Associate acknowledges that pursuant to HITECH,
it must comply with the Security Rule and privacy provisions detailed in this Clause. As
such, Business Associate is under the jurisdiction of the United States Department of Health
and Human Services and is directly liable for its own compliance. A summary of HIPA A
Security Rule standards, found in Appendix A to Subpart C of 45 C.F.R. § 164 is as follows:
Administrative Safeguards
Security Management Process 164.308(a)(1) Risk Analysis (R) Risk Management (R) Sanction
Policy (R) Information System Activity Review (R)
Assigned Security Responsibility 164.308(a)(2) (R)
Workforce Security 164.308(a)(3) Authorization and/or Supervision (A) Workforce Clearance
Procedure Termination Procedures (A)
Information Access Management 164.308(a)(4) Isolating Health care Clearinghouse Function (R)
Access Authorization (A) Access Establishment and Modification (A)
Security Awareness and Training 164.308(a)(5) Security Reminders (A) Protection from
Malicious Software (A) Log-in Monitoring (A) Password Management (A)
Security Incident Procedures 164.308(a)(6) Response and Reporting (R)
Contingency Plan 164.308(a)(7 Data Backup Plan (R) Disaster Recovery Plan (R) Emergency
Mode Operation Plan (R) Testing and Revision Procedure (A) Applications and Data Criticality
Analysis (A)
Evaluation 164.308(a)(8) (R)
Business Associate Contracts and Other
Arrangement 164.308(b)(1) Written Contract or Other Arrangement (R)
Physical Safeguards
Facility Access Controls 164.310(a)(1) Contingency Operations (A) Facility Security Plan (A)
Access Control and Validation Procedures (A)
Maintenance Records (A)
Workstation Use 164.310(b) (R)
Workstation Security 164.310(c) (R)

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Device and Media Controls 164.310(d)(1) Disposal (R) Media Re -use (R) Accountability (A)
Data Backup and Storage (A)
Technical Safeguards (see § 164.312)
Access Control 164.312(a)(1) Unique User Identification (R) Emergency Access Procedure (R)
Automatic Logoff (A) Encryption and Decryption (A)
Audit Controls 164.312(b) (R)
Integrity 164.312(c)(1) Mechanism to Authenticate Electronic Protected Health Information (A)
Person or Entity Authentication 164.312(d) (R)
Transmission Security 164.312(e)(1) Integrity Controls (A) Encryption (A)
c. The Business Associate agrees to name a Privacy and/or Security Officer who is accountable
for developing, maintaining, implementing, overseeing the compliance of , and enforcing
compliance with this Clause, the Security Rule , and other applicable federal and state privacy
law within the Business Associate’s business. The Business associate reports violations and
conditions to the District-wide Privacy and Security Official and/or the Agency Privacy Officer
of the covered component within the District’s Hybrid Entity.
d. The Business Associate agrees to establish procedures for mitigating and to mitigate to the
extent practicable, any deleterious effects that are known to the Business Associate of a use or
disclosure of PHI by the Business Associate in violation of the requirements of this Clause.
e. The Business Associate agrees to report to the Covered Entity, in writing, any use or disclosure
of the PHI not permitted or required by this HIPAA Compliance Clause or other incident or
condition arising out of the Security Rule, including breaches of unsecured PHI as required at
45 CFR §164.410, to the District-wide Privacy and Security Official or agency Privacy Officer
within 10 days from the time the Business Associate becomes aware of such unauthorized use
or disclosure. However, if the Business As sociate is an agent of the District (i.e., performing
delegated essential governmental functions), the Business Associate must report the incident or
condition immediately. Upon the determination of an actual data breach, and in consultation
with the Distr ict’s Privacy and Security Official, the Business Associate will handle breach
notifications to individuals, the HHS Office for Civil Rights (OCR), and potentially the media,
on behalf of the District.
f. The Business Associate agrees to ensure that any workforce member or any agent, including a
subcontractor, agrees to the same restrictions and conditions that apply through this Clause with
respect to PHI received from the Business Associate, PHI created by the Business Associate, or
PHI received by the Business Associate on behalf of the Covered Entity.
g. In accordance with 45 CFR 164.502(e)(1)(ii) and 164.308(b)(2), if applicable, ensure that any
subcontractors that create, receive, maintain, or transmit PHI on behalf of the Business
Associate agree to the same restrictions, conditions, and requirements that apply to the Business
Associate with respect to such information
h. Initially, within 10 days following the commencement of this Contract, or within 10 days of a
new or updated agreement with a subcontractor, the Business Associate agrees to provide the
District a list of all subcontractors who meet the definition of a Business Associate.

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Additionally, the Business Associate agrees to ensure its subcontractor's understanding of
liability and monitor, where applicable, compliance with the Security Rule and applicable
privacy provisions in this Clause.
i. The Business Associate agrees to provide access within five business days, at the request of the
Covered Entity or an Individual, at a mutually agreed upon location, during normal business
hours, and in a format as directed by the District Privacy Official or agency Privacy Officer, or
as otherwise mandated by the Privacy Rule or applicable District of Columbia laws, rules and
regulations, to PHI in a Designated Record Set, to the Covered Entity or an Individual, to
facilitate the District’s compliance with the requirements under 45 C.F.R. §164.524.
j. The Business Associate agrees to make any amendment(s) within five business days to the PHI
in a Designated Record Set that the Covered Entity directs or agrees to pursuant to 45 CFR
164.526 in a format [agency should insert appropriate terms for amendment if applicable or] as
directed by the District Privacy Official or agency Privacy Officer in order to facilitate the
District’s compliance with the requirements under 45 C.F.R. §164.526.
k. The Business Associate agrees to use the standard practices of the Covered Entity to verify the
identification and authority of an Individual who requests the PHI in a Designated Record Set
of a recipient of services from or through the Covered Entity. The Business Associate agrees
to comply with the applicable portions of the Identity And Procedure Verification Policy
[attach Policy], attached hereto as Exhibit A and incorporated by reference.
l. The Business Associate agrees to record authorizations and log such disclosures of PHI and
information related to such disclosures as would be required for the Covered Entity to respond
to a request by an Individual for an accounting of disclosures of P HI in accordance with 45
C.F.R. § 164.528 and applicable District of Columbia laws, rules and regulations.
m. The Business Associate agrees to provide to the Covered Entity or an Individual, within five
business days of a request at a mutually agreed upon location, during normal business hours,
and in a format designated [delete bolded verbiage and insert agenc y appropriate terms if
applicable] by the District’s Privacy and Security Official or agency Privacy Officer and the
duly authorized Business Associate workforce member, information collected in accordance
with Paragraph (i) of this Section above, to permit the Covered Entity to respond to a request
by an Individual for an accounting of disclosures of PHI in accordance with 45 C.F.R. §
164.528, and applicable District of Columbia laws, rules and regulations.
n. The Business Associate agrees to make internal practices, books, and records, including
policies and procedures, and PHI, relating to the use and disclosure of PHI received from the
Business Associate, or created, or received by the Business Associate on behalf of the Covered
Entity, available to the Covered Entity, or the Secretary, within five business days of their
request and at a mutually agreed upon location, during normal business hours, and in a format
designated [delete bolded verbiage and inser t negotiated terms if applicable] by the District
Privacy and Security Official or agency Privacy Officer and the duly authorized Business
Associate workforce member, or in a time and manner designated by the Secretary, for
purposes of the Secretary in determining compliance of the Covered Entity with the Privacy
Rule.
o. To the extent the Business Associate is to carry out one or more of the Covered Entity's
obligation(s) under Subpart E of 45 CFR Part 164, the Business Associate agrees to comply

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with the requirements of Subpart E that apply to the Covered Entity in the performance of
such obligation(s).
p. As deemed necessary by the District, the Business Associate agrees to the monitoring and
auditing of items listed in paragraph 2 of this Clause, as well as data systems storing or
transmitting PHI, to verify compliance.
q. The Business Associate may aggregate PHI in its possession with the PHI of other Covered
Entities that the Business Associate has in its possession through its capacity as a Business
Associate to other Covered Entities provided that the purpose of the aggregation is to provide
the Covered Entity with data analyses to the Health Care Operations of the Covered En tity.
Under no circumstances may the Business Associate disclose the PHI of one Covered Entity
to another Covered Entity absent the explicit written authorization and consent of the Privacy
Officer or a duly authorized workforce member of the Covered Entity.
r. Business Associate may de -identify any and all PHI provided that the de -identification
conforms to the requirements of 45 C.F.R. § 164.514(b) and any associated HHS guidance.
Pursuant to 45 C.F.R. § 164.502(d)(2), de -identified information does not cons titute PHI and
is not subject to the terms of this HIPAA Compliance Clause.
3. Permitted Uses and Disclosures by the Business Associate
a. Except as otherwise limited in this HIPAA Compliance Clause, the Business Associate may
use or disclose PHI to perform functions, activities, or services for, or on behalf of, the
Covered Entity as specified in the Contract, provided that such use or di sclosure would not
violate Subpart E of 45 CFR § 164 if the same activity were performed by the Covered Entity
or would not violate the minimum necessary policies and procedures of the Covered Entity.
b. Except as otherwise limited in this HIPAA Compliance Clause, the Business Associate may
use PHI for the proper management and administration of the Business Associate or to carry
out the legal responsibilities of the Business Associate.
c. Except as otherwise limited in this HIPAA Compliance Clause, the Business Associate may
disclose PHI for the proper management and administration of the Business Associate,
provided that the disclosures are required by law, or the Business Associate obt ains
reasonable assurances from the person to whom the information is disclosed that it will
remain confidential and used, or further disclosed, only as required by law, or for the purpose
for which it was disclosed to the person, and the person notifies t he Business Associate of
any instances of which it has knowledge d that the confidentiality of the information has
been breached.
d. Except as otherwise limited in this HIPAA Compliance Clause, the Business Associate may
use PHI to provide Data Aggregation services to the Covered Entity as permitted by 45
C.F.R. § 164.504(e)(2)(i)(B).
e. Business Associate may use PHI to report violations of the Law to the appropriate federal
and District of Columbia authorities, consistent with 45 C.F.R. § 164.502(j)(1).
4. Additional Obligations of the Business Associate
a. The Business Associate shall submit a written report to the Covered Entity that identifies the
files and reports that constitute the Designated Record Set of the Covered Entity. Business

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Associate shall submit said written report to the Privacy Officer no later than 30 days after
the commencement of the HIPAA Compliance Clause. In the event that the Business
Associate utilizes new files or reports that constitute the Designated Record Set, the
Business Associate shall notify the Covered Entity of the said event within thirty (30) days
of the commencement of the file’s or report’s usage. The Designated Record Set file shall
include, but not be limited to the identity of the following:
i. Name of the Business Associate of the Covered Entity;
ii. Title of the Report/File;
iii. Confirmation that the Report/File contains Protected Health Information (Yes or No);
iv. Description of the basic content of the Report/File;
v. Format of the Report/File (Electronic or Paper);
vi. Physical location of Report/File;
vii. Name and telephone number of current member(s) of the workforce of the Covered
Entity or other District of Columbia government agency responsible for receiving and
processing requests for Protected Health Information; and
viii. Supporting documents if the recipient/personal representative has access to the
Report/File.
b. Business Associate must provide assurances to the Covered Entity that it will continue to
employ sufficient administrative, technical and physical safeguards, as described under the
Security Rule, to protect and secure the Covered Entity’s ePHI entrusted to it. These safeguards
include:
i. The Business Associate agrees to administrative, physical, and technical safeguards that
reasonably and appropriately protect the confidentiality, integrity, and availability of
the ePHI that the Business Associate creates, receives, maintains or transm its on
behalf of the covered entity.
ii. The Business Associate agrees to report to the Covered Entity any security incident of
which it becomes aware, including any attempts to access ePHI, whether those
attempts were successful or not.
iii. This Business Associate Agreement may be terminated if the Covered Entity
determines that the Business Associate has materially breached the agreement.
iv. The Business Associate agrees to make all policies procedures, and documents relating
to security, available to the Secretary of HHS for the purposes of determining the
covered entity’s compliance with HIPAA.
v. This agreement continues in force for as long as the Business Associate retains any
access to the Covered Entity’s ePHI.
vi. With respect to the subset of PHI known as ePHI as defined by HIPAA Security
Standards at 45 C.F.R. Parts 160 and 164, subparts A and C (the "Security Rule"), if
in performing the Services, Business Associate, its employees, agents, subcontractors

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

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Associate shall inform the District Privacy Official or the agency Privacy Officer of the imposition
of sanctions.
6. Obligations of the Covered Entity
a. The Covered Entity shall notify the Business Associate of any limitation(s) in its Notice of
Privacy Practices of the Covered Entity in accordance with 45 C.F.R. § 164.520, to the extent
that such limitation may affect the use or disclosure of PHI by the Business Associate.
b. The Covered Entity shall notify the Business Associate of any changes in, or revocation of,
permission by the Individual to use or disclosure of PHI, to the extent that such changes may
affect the use or disclosure of PHI by the Business Associate.
c. The Covered Entity shall notify the Business Associate of any restriction to the use or disclosure
of PHI that the Covered Entity has agreed to in accordance with 45 C.F.R. § 164.522, to the
extent that such restriction may affect the use or disclosure of PHI by the Business Associate.
7. Permissible Requests by Covered Entity
Covered Entity shall not request the Business Associate to use or disclose PHI in any manner
that would not be permissible under the Privacy Rule and Subpart E of 45 CFR § 164 if done
by the Covered Entity.
8. Representations and Warranties.
The Business Associate represents and warrants to the Covered Entity:
a. That it is duly organized, validly existing, and in good standing under the laws of the
jurisdiction in which it is organized or licensed, it has the full power to enter into this
HIPAA Compliance Clause, and it, its employees, agents, subcontractors, representatives
and members of its workforce are licensed and in good standing with the applicable
agency, board, or governing body to perform its obligations hereunder, and that the
performance by it of its obligations under this HIPAA Compliance Clause ha s been duly
authorized by all necessary corporate or other actions and will not violate any provision
of any license, corporate charter or bylaws;
b. That it, its employees, agents, subcontractors, representatives , and members of its
workforce are in good standing with the District of Columbia, that it, its employees,
agents, subcontractors, representatives and members of its workforce will submit a letter
of good standing from the District of Columbia, and that it, its employees, agents,
subcontractors, representatives and members of its workforce have not been debarred from
being employed as a contractor by the federal government or District of Columbia;
c. That neither the execution of this HIPAA Compliance Clause, nor its performance
hereunder, will directly or indirectly violate or interfere with the terms of another
agreement to which it is a party, or give any governmental entity the right to suspend,
terminate, or modify any of its governmental authorizations or assets required for its
performance hereunder. The Business Associate represents and warrants to the Covered
Entity that it will not enter into any agreement the execution or performance of wh ich
would violate or interfere with this HIPAA Compliance Clause;

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d. That it is not currently the subject of a voluntary or involuntary petition in bankruptcy,
does not currently contemplate filing any such voluntary petition, and is not aware of any
claim for the filing of an involuntary petition;
e. That all of its employees, agents, subcontractors, representatives , and members of its
workforce, whose services may be used to fulfill obligations under this HIPAA
Compliance Clause are or shall be appropriately informed of the terms of this HIPAA
Compliance Clause and are under legal obligation to the Business Associate, by contract
or otherwise, sufficient to enable the Business Associate to fully comply with all
provisions of this HIPAA Compliance Clause. Modifications or limitations that the
Covered Entity has agreed to adhere to with regards to the use and disclosure of PHI of
any individual that materially affects or limits the uses and disclosures that are otherwise
permitted under the Privacy Rule will be communicated to the Business Associate, i n
writing, and in a timely fashion;
f. That it will reasonably cooperate with the Covered Entity in the performance of the mutual
obligations under this Contract;
g. That neither the Business Associate, nor its shareholders, members, directors, officers,
agents, subcontractors, employees or members of its workforce have been excluded or
served a notice of exclusion or have been served with a notice of proposed exclusion, or
have committed any acts which are cause for exclusion, from participation in, or had any
sanctions, or civil or criminal penalties imposed under, any federal or District healthcare
program, including but not limited to Medicare or Medicaid, or hav e been convicted,
under federal or District law (including without limitation following a plea of nolo
contendere or participation in a first offender deferred adjudication or other arrangement
whereby a judgment of conviction has been withheld), of a criminal offense related to (a)
the neglect or abuse of a patient, (b) the delivery of an item or service, including the
performance of management or administrative services related to the delivery of an item
or service, under a federal or District healthcare program, (c) fraud, theft, embezzlement,
breach of fiduciary responsibility, or other financial misconduct in connection with the
delivery of a healthcare item or service or with respect to any act or omission in any
program operated by or financed in whol e or in part by any federal, District or local
government agency, (d) the unlawful, manufacture, distribution, prescription or
dispensing of a controlled substance, or (e) interference with or obstruction of any
investigation into any criminal offense described in (a) through (d) above. The Business
Associate further agrees to notify the Covered Entity immediately after the Business
Associate becomes aware that any of the foregoing representations and warranties may
be inaccurate or may become incorrect
9. Term and Termination
a. Term. The requirements of this HIPAA Compliance Clause shall be effective as of the date
of the contract award and shall terminate when all of the PHI provided by the Covered
Entity to the Business Associate, or created or received by the Business Associate on
behalf of the Covered Entity, is confidentially destroyed or returned to the Covered Entity
within five business days of its request. The PHI shall be returned in a format mutually
agreed upon by and between the Privacy Official and/or Privacy Officer or his or her
designee and the appropriate and duly authorized workforce member of the Business
Associate.; If it is infeasible to return or confidentially destroy the PHI, protections shall

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be extended to such information, in accordance with the termination provisions in this
Section and communicated to the Privacy Official or Privacy Officer or his or her
designee. The requirement to return PHI to the District at the end of the contract term or
if the contract is terminated applies irrespective of whether the Business Associate is also
a covered entity under HIPAA. Where a business associate is also a covered entity, PHI
provided by the District, or created or received by the Business Associate on behalf of the
District, a duplicate of the record may be acceptable if mutually agreed.
b. Termination for Cause. Upon the Covered Entity's knowledge of a material breach of this
HIPAA Compliance Clause by the Business Associate, the Covered Entity shall either:
i. Provide an opportunity for the Business Associate to cure the breach or end the
violation and terminate the Contract if the Business Associate does not cure the breach
or end the violation within the time specified by the Covered Entity; or
ii. Immediately terminate the Contract if the Business Associate breaches a material term
of this HIPAA Compliance Clause and a cure is not possible.
If neither termination nor cure is feasible, the Covered Entity shall report the violation to the
Secretary.
c. Effect of Termination.
i. Except as provided in paragraph (ii) of this section, upon termination of the Contract,
for any reason, the Business Associate shall return in a mutually agreed upon format
or confidentially destroy [delete bolded material and insert negotiated terms an d
conditions if applicable] all PHI received from the Covered Entity or created or
received by the Business Associate on behalf of the Covered Entity within five
business days of termination. This provision shall apply to PHI that is in the
possession of a ll subcontractors, agents , or workforce members of the Business
Associate. The Business Associate shall retain no copies of PHI in any form.
ii. In the event that the Business Associate determines that returning or destroying the
PHI is infeasible, the Business Associate shall provide written notification to the
Covered Entity of the conditions that make the return or confidential destruction
infeasible. Upon determination by the agency Privacy Officer that the return or
confidential destruction of the PHI is infeasible, the Business Associate shall extend
the protections of this HIPAA Compliance Clause to such PHI and limit further uses
and disclosures of such PHI for so long as the Business Associate maintains such
PHI. Additionally, the Business Associate shall:
(1) Retain only that PHI which is necessary for the Business Associate to continue its proper
management and administration or to carry out its legal responsibilities;
(2) Return to the covered entity, or, if agreed to by the covered entity, destroy the remaining PHI
that the business associate still maintains in any form;
(3) Continue to use appropriate safeguards and comply with Subpart C of 45 CFR Part 164 with
respect to ePHI to prevent the use or disclosure of the PHI, other than as provided for in this
Section, for as long as the Business Associate retains the PHI;

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(4) Not use or disclose the PHI retained by Business Associate other than for the purposes for
which such PHI was retained and subject to the same conditions set out at [Insert section
number related to paragraphs (e) and (f) above under “Permitted Uses an d Disclosures By
Business Associate”] which applied prior to termination; and
(5) Return to the covered entity or, if agreed to by the covered entity, destroy the PHI retained by
the Business Associate when it is no longer needed by the Business
Associate for its proper management and administration or to carry out its legal responsibilities.
The obligations are outlined in Section 2. Obligations and Activities of Business Associate shall
survive the termination of this Contract.
10. Miscellaneous
a. Regulatory References. A reference in this HIPAA Compliance Clause to a section in the
Privacy Rule means the section is in effect or as amended.
b. Amendment. The Parties agree to take such action as is necessary to amend this HIPAA
Compliance Clause from time to time as is necessary for the Covered Entity to comply with
the requirements of the Privacy Rule and HIPAA. Except for provisions required by law as
defined herein, no provision hereof shall be deemed waived unless in writing and signed by
duly authorized representatives of the Parties. A waiver with respect to one event shall not be
construed as continuing, or as a bar to , or waiver of any other right or remedy under this
HIPAA Compliance Clause.
c. Survival. The respective rights and obligations of the Business Associate under Section 9.
Term and Termination of this HIPAA Compliance Clause and the sections of the Standard
Contract Provisions for use with the District of Columbia Government Supply and Services
Contracts covering Default and Termination for the Convenience of the District shall survive
termination of the Contract.
d. Interpretation. Any ambiguity in this HIPAA Compliance Clause shall be resolved to permit
compliance with applicable federal and District of Columbia laws, rules, and regulations, and
the HIPAA Rules, and any requirements, rulings, interpretations, procedures, or other actions
related thereto that are promulgated, issued or taken by or on behalf of the Secretary; provided
that applicable federal and District of Col umbia laws, rules and regulations shall supersede
the Privacy Rule if, and to the extent t hat they impose additional requirements, have
requirements that are more stringent than or provide greater protection of patient privacy or
the security or safeguarding of PHI than those of the HIPAA Rules.
The terms of this HIPAA Compliance Clause amend and supplement the terms of the Contract,
and whenever possible, all terms and conditions in this HIPAA Compliance Clause are to be
harmonized. In the event of a conflict between the terms of the HIPAA Compli ance Clause
and the terms of the Contract, the terms of this HIPAA Compliance Clause shall control;
provided, however, that this HIPAA Compliance Clause shall not supersede any other federal
or District of Columbia law or regulation governing the legal relationship of the Parties, or the
confidentiality of records or information, except to the extent that the Privacy Rule preempts
those laws or regulations. In the event of any conflict between the provisions of the Contract
(as amended by this HIPAA Compliance Clause) and the Privacy Rule, the Privacy Rule shall
control.

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e. No Third-Party Beneficiaries. The Covered Entity and the Business Associate are the only
parties to this HIPAA Compliance Clause and are the only parties entitled to enforce its terms.
Except for the rights of individuals, as defined herein, to have access to and amend their PHI,
and to an accounting of the uses and disclosures thereof, in accordance with Paragraphs (2)(f),
(g), and (j), nothing in the HIPAA Compliance Clause gives, is intended to give, , or shall be
construed to give or provide any benefit or right, whether directly, indirectly, or otherwise, to
third persons.
f. Compliance with Applicable Law. The Business Associate shall comply with all federal and
District of Columbia laws, regulations, executive orders , and ordinances, as they may be
amended from time to time during the term of this HIPAA Compliance Clause and the
Contract; to the extent they are applicable to this HIPAA Compliance Clause and the Contract.
g. Governing Law and Forum Selection. This Contract shall be construed broadly to implement
and comply with the requirements relating to the Privacy Rule, and other applicable laws and
regulations. All other aspects of this Contract shall be governed under the laws of the District
of Columbia. The Covered Entity and the Business Associate agree that all disputes which
cannot be amicably resolved by the Covered Entity and the Business Associate regarding this
HIPAA Compliance Clause shall be litigated befo re the District of Columbia Contract
Appeals Board, the District of Columbia Court of Appeals, or the United States District Court
for the District of Columbia having jurisdiction, as the case may be. The Covered Entity and
the Business Associate expressly waive any and all rights to initiate litigation, arbitration,
mediation, negotiations , and/or similar proceedings outside the physical boundaries of the
District of Columbia and expressly consent to the jurisdiction of the above tribunals.
h. Indemnification. The Business Associate shall indemnify, hold harmless and defend the
Covered Entity from and against any and all claims, losses, liabilities, costs, and other
expenses incurred as a result or arising directly or indirectly out of or in connection with (a)
any misrepresentation, breach of warranty or non -fulfillment of any undertaking of the
Business Associate under this HIPAA Compliance Clause; and (b) any claims, demands,
awards, judgments, actions and proceedings made by any person or organization, arising out
of or in any way connected with the performance of the Business Associate under this HIPAA
Compliance Clause.
i. Injunctive Relief. Notwithstanding any rights or remedies under this HIPAA Compliance
Clause or provided by law, the Covered Entity retains all rights to seek injunctive relief to
prevent or stop the unauthorized use or disclosure of PHI by the Business Associate, its
workforce, any of its subcontractors, agents, or any third party who has received PHI from the
Business Associate.
j. Assistance in litigation or administrative proceedings. The Business Associate shall make itself
and any agents, affiliates, subsidiaries, subcontractors, or its workforce assisting the Business
Associate in the fulfillment of its obligations under this HIPAA Compliance Clause and the
Contract, available to the Covered Entity, to testify as witnesses, or otherwise, in the event of
litigation or administrati ve proceedings being commenced against the Covered Entity, its
directors, officers or employees bas ed upon a claimed violation of HIPAA, the Privacy Rule
or other laws relating to security and privacy, except where the Business Associate or its agents,
affiliates, subsidiaries, subcontractors or its workforce are a named adverse party.

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k. Notices. Any notices between the Parties or notices to be given under this HIPAA Compliance
Clause shall be given in writing and delivered by personal courier delivery or overnight courier
delivery, or by certified mail with return receipt requested, to the Business Associate or the
Covered Entity, to the addresses given for each Party below or to the address either Party
hereafter gives to the other Party. Any notice, being addressed and mailed in the foregoing
manner, shall be deemed given five (5) bus iness days after mailing. Any notice delivered by
personal courier delivery or overnight courier delivery shall be deemed given upon notice upon
receipt.
If to the Business Associate, to If to the Covered Entity, to
______________________________ ______________________________
______________________________ ______________________________
______________________________ ______________________________
Attention: _____________________ Attention: _____________________
Fax: _________________________ Fax: __________________________
l. Headings. Headings are for convenience only and form no part of this HIPAA Compliance
Clause and shall not affect its interpretation.
m. Counterparts; Facsimiles. This HIPAA Compliance Clause may be executed in any number of
counterparts, each of which shall be deemed an original. Facsimile copies hereof shall be
deemed to be originals.
n. Successors and Assigns. The provisions of this HIPAA Compliance Clause shall be binding
upon and shall inure to the benefit of the Parties hereto and their respective successors and
permitted assigns, if any.
o. Severance. In the event that any provision of this HIPAA Compliance Clause is held by a court
of competent jurisdiction to be invalid or unenforceable, the remainder of the provisions of this
HIPAA Compliance Clause will remain in full force and effect. In addition, in the event a Party
believes in good faith that any provision of this HIPAA Compliance Clause fails to comply
with the then-current requirements of the Privacy Rule, such Party shall notify the other Party
in writing, in the manner set forth in Section 10. Miscellaneous, Paragraph k. Notices. Within
ten business days from receipt of the notice, the Parties shall address in good faith such concern
and amend the terms of this HIPAA Compliance Clause, if necessary to bring it into
compliance. If, after thirty (30) days, the HIPAA Compliance Clause fails to comply with the
Privacy Rule, then either Party has the right to terminate this HIPAA Compliance Clause upon
written notice to the other Party.
p. Independent Contractor. The Business Associate will function as an independent contractor and
shall not be considered an employee of the Covered Entity for any purpose. Nothing in this
HIPAA Compliance Clause shall be interpreted as authorizing the Busi ness Associate
workforce, its subcontractor(s) , or its agent(s) or employee(s) to act as an agent or
representative for or on behalf of the Covered Entity.
q. Entire Agreement. This HIPAA Compliance Clause may be amended from time to time
pursuant to Section 10. Miscellaneous, Paragraph b. Amendment, which incorporates by

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reference the Contract, and specific procedures from the District of Columbia Department of
Health Privacy Policy Operations Manual, constitutes the entire agreement and understanding
between the Parties and supersedes all prior oral and written agreements and understandings
between them with respect to applicable District of Columbia and federal laws, rules and
regulations, HIPAA and the Privacy Rule, and any rules, regulations, requirements, rulings,
interpretations, procedures, or other actions related t hereto that are promulgated, issued or
taken by or on behalf of the Secretary.
Attachment
Exhibit A - Identity and Procedure Verification

H.17 ENVIRONMENTALLY PREFERABLE JANITORIAL PRODUCTS

H. 17.1Environmentally Preferable Product Goals

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

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

H.17.2 Environmentally Preferable Janitorial Products
Janitorial products subject to the requirements of this clause include the following:
All-purpose cleaner General degreaser
Bathroom cleaner General disinfectant
Bathroom deodorizers Glass/window cleaner
Bathroom disinfectant Graffiti remover
Bathroom hand cleanser/soap Gum remover
Carpet cleaner Lime and scale remover
Chrome and brass cleaner/polish Solvent spotter
Floor stripper/finish Urinal deodorizers/cleaner
Furniture polish Wood floor (wax/cleaner/finish)

H.17.3 Prohibited Cleaning Products
Janitorial products with the following ingredients shall not be used because they pose an
unacceptable risk to the person using the product, building occupants, and the environment:
Alkylphenol Ethoxylates Naphthalene
Benzyl Alcohol Nitrilotriacetic Acid

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CFC-22; Chlorodifluoro Methan Paradichloro benzene
Coconut Oil; Diethanolamine Perchloroethylene
Diethanolamine Tetrachloroethylene
HCFC-142b Toluene
Lauric Acid Diethanolamine Tributyl Tin
Methyl Chloroform; 1,1,1,-TCE Trichlorethylene
Methyl Ethyl Ketone

H.17.4 Janitorial Product Health and Environmental Requirements
The prime contractor shall only use janitorial products during the performance of this contract
that meet the following requirements:
H.17.4.1 Skin and Eye Irritation
a) This attribute refers to janitorial cleaning supplies containing chemicals that are either mildly
or strongly irritating to the skin or eyes. These substances are either highly alkalinic or acidic.
b) The prime contractor shall use products with a pH between 7.2 and 7.8 which are acceptable
alkaline levels.
H.17.4.2 Food Chain Exposure
a) This attribute refers to ready-to-use cleaning products containing ingredients that are consumed
by smaller aquatic plants and animals that increase in concentration through the food chain.
b) The prime contractor shall use products when the bio -concentration factor (BCF) measured
are less than 1,000.
H.17.4.3 Air Pollution Potential
a) This attribute refers to janitorial products containing volatile organic compounds (VOC) that
could form smog once in the atmosphere, thereby causing irritation of the eyes, nose, throat,
lungs, and asthma attacks
b) The prime contractor shall not use products containing VOC in concentrations that exceed
10% of the weight of the product.
H.17.4.4 Fragrances
a) This attribute refers to products containing fragrances that are added to the formulation to
improve an odor or to mask an offensive odor. This attribute does not include natural odors
associated with cleaning agents (e.g. a lemon odor).
b) The prime c ontractor shall not use products containing fragrances that are added to the
formulation to improve an odor or to mask an offensive odor.
H.17.4.5 Dyes
a) This attribute refers to dyes that have been added to a formulation to enhance or change the
product’s color.
b) The prime contractor shall use products without dyes.

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H.17.4.6 Minimizing Exposure to Concentrates

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

H.17.5 Packaging Reduced/Recyclable

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

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

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

H.17.6 Product Safety

H.17.6.1 The prime contractor shall be responsible for:

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

H.18 ENVIRONMENTALLY PREFERABLE SOLVENT PRODUCTS

H.18.1 Environmentally Preferable Product Goals

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

H.18.2.1 Solvents are fluids or a mixture of fluids capable of dissolving substances to produce
compositions for industrial value.

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

H.18.3 Solvent Environmental Requirements

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

H.18.3.1 Health Hazards

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

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

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

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H.18.3.2 Physical Hazards

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

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

H.18.4 Prohibited Solvents

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

Benzene Carbon tetrachloride
Trichloroethylene 1,1,2,2-tetrachloroethane
2-methoxyethanol 2-ethoxyethanol
Methyl chloride Trichlorotrifluoroethane
Chlorinated Fluorocarbon Compounds

H.18.5 Packaging Reduced/Recyclable

H.18.5.1 If possible, the prime contractor shall use products that are in reusable, refillable, or recyclable
containers or are otherwise made from recycled content products.

H.18.5.2 No products shall be delivered in aerosol cans.

H.18.5.3 All products must be available in non -aerosol containers such as ready-to-use pump action
sprays, air-charged refillable containers, or spray bottles.

H.18.6 Product Safety

H.18.6.1 The prime contractor shall be responsible for:

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

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H.19 ENVIRONMENTALLY PREFERABLE PAINT PRODUCTS

H.19.1 Environmentally Preferable Products Goals

H.19.1.1 The District is seeking contractors to provide environmentally preferable and effective paint
products that support the District’s EPP contracting initiative.

H.19.1.2 Environmentally preferable products are products and services that have a lesser or reduced
effect on human health and the environment when compared with competing products or services
that serve the same purpose. This comparison considers the life cycle of the product from raw
material acquisition, production, manufacturing, packaging, distribution, re -use, operation,
maintenance, and disposal.

H.19.2 Paint Environmental Requirements

H.19.2.1 The requirements and restrictions contained in this clause shall apply to all architectural and
anti-corrosive paints used during the course of this contract.

H.19.2.2 Due to the documented health risks associated with high Volatile Organic Compound (VOCs)
levels, the Contractor shall use only paint and paint products that do not exceed the maximum
allowable VOC content in the table below for each type of paint:

Product Type Type of Paint VOCs (grams/liter) VOCs
(pounds/gallon)

Category I Interior
Architectural
a. Flat 50 g/l 0.42 lb/gal
b. Non-Flat 150 g/l 1.25 lb/gal

Category II Exterior
Architectural
a. Flat 100 g/l 0.83 lb/gal
b. Non-Flat 200 g/l 1.66 lb/gal

Category III Anticorrosive
a. Flat 250 g/l 2.1 lb/gal
b. Semi-Gloss 250 g/l 2.1 lb/gal
c. Gloss 250 g/l 2.1 lb/gal

H.19.3 Prohibited Paint Components

Paints often contain inorganic and organo -metallic components used as preservatives, additives and
pigments. The following is a list of organic compounds and components prohibited under this contract:

1,1,1 Trichloroethane Formaldehyde
1,2 Dichlorobenzene Hexavalent chromium

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Acrolein Isophorone
Acrylonitrile Lead
Antimony Mercury
Benzene Methylene chloride
Butyl benzyl phthalate Methyl ethyl ketone
Cadmium Mehtyl isobutyl ketone
Di (2-ethylhexyl) phthalate Naphthalene
Dimethyl phthalate Toluene (Methylbenzene)
Di-n-butyl phthalate Vinyl Chloride
Ethylbenzene

H.19.4 Packaging

Paint cans and their components shall not be fabricated with lead.

H.19.5 Product Safety
H.19.5.1 The prime contractor shall be responsible for:
(a) Any damage to personnel, buildings, furniture, or equipment directly traceable to their use of
prohibited paint;
(b) Evacuating and warning individuals that might be affected by any spills or leakages directly
traceable to their use of prohibited paint;
(c) Any spills or leaks that occur during the use or transportation of their products; and
(d) Paying the cleanup cost for any spills or leaks that occur while they are unloading,
transporting, or otherwise using their products.

H.20 CRIMINAL BACKGROUND AND TRAFFIC RECORDS CHECKS FOR
CONTRACTORS THAT PROVIDE DIRECT SERVICES TO CHILDREN OR YOUTH

H.20.1 A prime contractor that provides services as a covered child or youth services provider, as defined
in section 202(3) of the Child and Youth, Safety and Health Omnibus Amendment Act of 2004,
effective April 13, 2005 (D.C. Law 15-353; D.C. Official Code § 4-1501.01 et seq.), as amended
(in this section, the “Act”), shall obtain criminal history records to investigate persons applying
for employment, in either a compensated or an unsupervised volunteer position, as well as its
current employees and uns upervised volunteers. The prime contractor shall ensure that
background checks are applied to all positions per their fun ction as listed in attachment J.14 ,
Enhanced Suitability Screening Guide.

H.20.2 The prime c ontractor shall also obtain traffic records to investigate persons applying for
employment, as well as current employees and volunteers when that person will be required to
drive a motor vehicle to transport children in the course of performing his or her duties. The prime
contractor shall request traffic records for all positions per their fun ction as listed in attachment
J.14, Enhanced Suitability Screening Guide.

H.20.3 The prime contractor shall inform all applicants requiring a criminal background check that a
criminal background check must be conducted on the applicant before the applicant may be
offered a compensated position or an unsupervised volunteer position.

H.20.4 The prime contractor shall inform all applicants requiring a traffic record check that a traffic

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records check must be conducted on the applicant before the applicant may be offered a
compensated position or a volunteer position.

H.20.5 The prime contractor shall obtain from each applicant, employee, and unsupervised volunteer:

(A) a written authorization that authorizes the District to conduct a criminal background
check;

(B) a written confirmation stating that the Contractor has informed him or her that the District
is authorized to conduct a criminal background check;

(C) a signed affirmation stating whether or not they have been convicted of a crime, pleaded
nolo contendere, are on probation before judgment or placement of a case upon a stet
docket, or have been found not guilty by reason of insanity, for any sexual offen ses or
intra-family offenses in the District or their equivalent in any other state or territory, or for
any of the following felony offenses or their equivalent in any other state or territory:

(i) Murder, attempted murder, manslaughter, or arson;
(ii) Assault, assault with a dangerous weapon, mayhem,
malicious disfigurement, or threats to do bodily harm;
(iii) Burglary;
(iv) Robbery;
(v) Kidnapping;
(vi) Illegal use or possession of a firearm;
(vii) Sexual offenses, including indecent exposure; promo ting, procuring, compelling,
soliciting, or engaging in prostitution; corrupting minors (sexual relat ions with
children); molesting; voyeurism; committing sex acts in public; incest; rape;
sexual assault; sexual battery; or sexual abus e; but excluding sodomy between
consenting adults;
(viii) Child abuse or cruelty to children; or
(ix) Unlawful distribution of or possession with inten t to distribute a controlled
substance;

(D) a written acknowledgment stating that the Contractor has notified them that they are
entitled to receive a copy of the criminal background check and to challenge the accuracy
and completeness of the report; and

(E) a written acknowledgment stating that the Contractor has notified them that they may be
denied employment or a volunteer position or may be terminated as an employee or
volunteer based on the results of the criminal background check.

H.20.6 The prime contractor shall inform each applicant, employee , and unsupervised volunteer that a
false statement may subject them to criminal penalties.

H.20.7 Prior to requesting a criminal background check, the prime c ontractor shall provide each
applicant, employee, or unsupervised volunteer with a form or forms to be utilized for the
following purposes:

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(A) To authorize the Metropolitan Police Department (MPD), or designee, to conduct the
criminal background check and confirm that the applicant, employee, or unsupervised
volunteer has been informed that the prime c ontractor is authorized and required to
conduct a criminal background check;

(B) To affirm whether or not the applicant, employee, or unsupervised volunteer has been
convicted of a crime, has pleaded nolo contendere, is on probation before judgment or
placement of a case upon a stet docket, or has been found not guilty by reason of insanity
for any sexual offenses or intra -family offenses in the District or their equivalent in any
other state or territory of the United States, or any of the felony offenses described in
paragraph H.20.5(C);

(C) To acknowledge that the applicant, employee, or unsupervised volunteer has been notified
of his or her right to obtain a copy of the criminal background check report and to
challenge the accuracy and completeness of the report;

(D) To acknowledge that the applicant may be denied employment, assignment to, or an
unsupervised volunteer position for which a criminal background check is required based
on the outcome of the criminal background check; and

(E) To inform the applicant or employee that a false statement on the form or forms may
subject them to criminal penalties pursuant to D.C. Official Code §22-2405.

H.20.8 The prime contractor shall direct the applicant or employee to complete the form or forms and
notify the applicant or employee when and where to report to be fingerprinted.

H.20.9 Unless otherwise provided herein, the prime contractor shall request criminal background checks
from the Chief, MPD (or designee), who shall be responsible for conducting criminal background
checks, including fingerprinting.

H.20.10 The prime contractor shall request traffic record checks from the Director, Department of Motor
Vehicles (DMV) (or designee), who shall be responsible for conducting traffic record checks.

H.20.11 The Contractor shall provide copies of all criminal background and traffic check reports to the
CA within one business day of receipt.

H.20.12 The prime c ontractor shall pay for the costs for the criminal background and traffic record
checks, pursuant to the requirements set forth by the MPD and DMV. The District shall not
make any separate payment for the cost of criminal background and traffic record checks.

H.20.13 The prime contractor may make an offer of appointment to, or assign a current employee or
applicant to, a compensated position contingent upon receipt from the CO of the CA’s decision
after his or her assessment of the criminal background or traffic record check.

H.20.14 The prime contractor may not make an offer of appointment to an unsupervised volunteer whose
position brings him or her into direct contact with children until it receives from the contracting
officer the CA’s decision after his or her assessment of the criminal background or traffic record
check.

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H.20.15 The prime c ontractor shall not employ or permit to serve as an unsupervised volunteer an
applicant or employee who has been convicted of, has pleaded nolo contendere to, is on
probation before judgment or placement of a case on the stet docket because of, or has been
found not guilty by reason of insanity for any sexual offenses involving a minor.

H.20.16 Unless otherwise specified herein, t he prime c ontractor shall conduct periodic criminal
background checks upon the exercise of each option year of this contract for current employees
and unsupervised volunteers in the positions listed in sections H.20.1 and H.20.2.

H.20.17 An employee or unsupervised volunteer may be subject to administrative action including, but
not limited to, reassignment or termination at the discretion of the CA after his or her assessment
of a criminal background or traffic record check.

H.20.18 The CA shall be solely responsible for assessing the information obtained from each criminal
background and traffic records check report to determine whether a final offer may be made to
each applicant or employee. The CA shall inform the CO of its decision, and the CO shall inform
the prime contractor whether an offer may be made to each applicant.

H.20.19 If any application is denied because the CA determines that the applicant presents a present
danger to children or youth, the prime contractor shall notify the applicant of such determination
and inform the applicant in writing that she or he may appeal the denial to the Commission on
Human Rights within 30 days of the determination.

H.20.20 Criminal background and traffic record check reports obtained under this section shall be
confidential and are for the exclusive use of making employment -related determinations. The
prime contractor shall not release or otherwise disclose the reports to any person, except as
directed by the CO.

H.21 PURCHASES OF IT HARDWARE AND EQUIPMENT

The prime contractor shall provide only the most current models, components , and accessories in new,
fully operational, factory-sealed condition, with all applicable licenses. The prime contractor warrants
and represents that the equipment is eligible for the manufacturer's normal and extended warranty and
support within the United States to Authorized Users. Previously owned, damaged, refurbished,
remanufactured, counterfeit, "gray market" or substitute third-party items will not be accepted. The prime
contractor shall provide evidence of its authorized reseller agreement or certification with its proposal.

H.22 GOVERNMENT FURNISHED PROPERTY

H.22.1 Use of Government property.

H.22.1.1 The prime c ontractor shall use District property only for performing this contract unless
otherwise provided for in this contract or approved by the Contracting Officer.

H.22.1.2 Modifications or alterations of District property are prohibited unless they are:
(i) Reasonable and necessary due to the scope of work under this contract or its terms
and conditions;
(ii) Required for normal maintenance; or
(iii) Otherwise authorized by the Contracting Officer.

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H.22.2 District-furnished property.

H.22.2.1 The District shall deliver to the prime contractor the District-furnished property described in
Attachment J.10 and J.12 , which shall include all facilities and vehicles referenced in this
Solicitation. The District shall furnish related data and information needed for the intended use
of the property. The warranties of suitability of use and timely delivery of District -furnished
property do not apply to property acquired or fabricated by the prime contractor as contractor-
acquired property and subsequently transferred to another contract with this prime contractor.

H.22.2.2 The delivery or performance dates specified in this contract are based upon the expectation that
the District-furnished property will be suitable for contract performance and will be delivered
to the prime contractor by the dates stated in the contract.

H.22.2.3 The District may, at its option, furnish property in an “as-is” condition. The prime contractor
will be given the opportunity to inspect such property prior to the property being provided. In
such cases, the District makes no warranty with respect to the serviceability and/or suitability
of the property for contract performance. Any repairs, replacement, and/or refurbishment shall
be at the prime contractor’s expense.

H.22.2.4 The Contracting Officer may by written notice at any time:

(A) Increase or decrease the amount of District-furnished property under this contract;

(B) Substitute other District-furnished property for the property previously furnished, or
to be furnished to the Contractor; or

H.22.2.5 The District shall retain title to all District-furnished property.

THIS SPACE IS INTENTIONALLY LEFT BLANK

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SECTION I: CONTRACT CLAUSES

I.1 APPLICABILITY OF STANDARD CONTRACT PROVISIONS

The Standard Contract Provisions for use with Distri ct of Columbia Government Supplies and
Services Contracts dated July 2010 (“SCP”) are incorporated as part of the contract. To obtain a
copy of the SCP go to www.ocp.dc.gov, click on OCP Policies under the heading “Information”,
then click on “Standard Contract Provisions – Supplies and Services Contracts”.

I.2 CONTRACTS THAT CROSS FISCAL YEARS

Continuation of this contract beyond the current fiscal year is contingent upon future fiscal
appropriations.

I.3 CONFIDENTIALITY OF INFORMATION

The prime c ontractor shall keep a ll information relating to any employee or customer of the
District in absolute confidence and shall not use the information in connection with any other
matters; nor shall it disclose any such information to any other person, firm , or corporation, in
accordance with the District and federal laws governing the confidentiality of records.

I.4 TIME

Time, if stated in a number of days, will include Saturdays, Sundays, and holidays, unless
otherwise stated herein.

I.5 RIGHTS IN DATA

Delete Article 42, Rights in Data, of the Standard Contract Provisions dated July 2010 for use
with District of Columbia Government Supplies and Services Contracts and substitute the
following Article 42, Rights in Data) in its place:

A. Definitions

1. “Products” - A deliverable under any contract that may include commodities, services , and/or
technology furnished by or through the prime c ontractor, including existing and custom
Products, such as, but not limited to a) recorded information, regardless of form or the media
on which it may be recorded; b) document research; c) experimental, developmental, or
engineering work; d) licensed software; e) components of the hardware environment; f) printed
materials (including but not limited to training manuals, system a nd user documentation,
reports, drawings); g) third party software; h) modifications, customizations, custom programs,
program listings, programming tools, data, modules, components; and i) any intellectual
property embodied therein, whether in tangible or intangible form, including but not limited to
utilities, interfaces, templates, subroutines, algorithms, formulas, source code, and object code.

2. “Existing Products” - Tangible Products and intangible licensed Products that exist prior to the
commencement of work under the contract. Existing Products must be identified on the Product
prior to the commencement of work or else will be presumed to be Custom Products.

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3. “Custom Products” - Products, preliminary, final, or otherwise, which are created or developed
by the Contractor, its subcontractors, partners, employees, resellers , or agents for the District
under the contract.

4. “District” – The District of Columbia and its agencies.

B. Title to Project Deliverables

The prime contractor acknowledges that it is commissioned by the District to perform services
detailed in the contract. The District shall have ownership and rights for the duration set forth in
the contract to use, copy, modify, distribute, or adapt Products as follows:

1. Existing Products : Title to all Existing Licensed Product(s), whether or not embedded in,
delivered, or operating in conjunction with hardware or Custom Products, shall: (1) remain with
the prime contractor or third-party proprietary owner, who retains all rights, title , and interest
(including patent, trademark or copyrights). Effective upon payment, the District is granted an
irrevocable, non -exclusive, worldwide, paid -up license to use, execute, reproduce, display,
perform, and adapt (unless the prime c ontractor advises the District as part of the prime
contractor’s proposal that adaptation will violat e existing agreements or statutes and prime
contractor demonstrates such to the District’s satisfaction) and distribute Existing Product to
District users up to the license capacity stated in the contract with all license rights necessary to
fully effect the general business purpose(s) of the project or work plan or contract; and (2) be
licensed in the name of the District. The District agrees to reproduce the copyright notice and
any other legend of ownership on any copies authorized under this paragraph.

2. Custom Products : Effective upon product creation, the prime c ontractor hereby conveys,
assigns, and transfers to the District the sole and exclusive rights, title , and interest in Custom
Product(s), whether preliminary, final , or otherwise, including all patent, trademark , and
copyrights. The prime contractor hereby agrees to take all necessary and appropriate steps to
ensure that the Custom Products are protected against unauthorized copying, reproduction, and
marketing by or through the prime contractor.

C. Transfers or Assignments of Existing or Custom Products by the District

The District may transfer or assign existing or custom products and the licenses thereunder to
another District agency. Nothing herein shall preclude the prime contractor from otherwise using
the related or underlying general knowledge, skills, ideas, concepts, techniques , and experience
developed under a project or work plan in the course of the prime contractor’s business.

D. Subcontractor Rights

Whenever any data, including computer software, are to be obtained from a subcontractor under
the contract, the prime contractor shall use this clause, Rights in Data, in the subcontract, without
alteration, and no other clause shall be used to enlarge or diminish the District’s or the prime
contractor’s rights in that subcontractor data or computer software which is required for the
District.

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E. Source Code Escrow

1. Reserve

F. Indemnification and Limitation of Liability

The prime contractor shall indemnify and save and hold harmless the District, its officers, agents
and employees acting within the scope of their official duties against any liability, including costs
and expenses, (i) for violation of proprietary rights, copyrights, or rights of privacy, arising out of
the publication, translation, reproduction, delivery, performance, use or disposition of any data
furnished under this contract, or (ii) based upon any data furnished under this contract, or based
upon libelous or other unlawful matter contained in such data.

I.6 OTHER CONTRACTORS

The prime contractor shall not commit or permit any act that will interfere with the performance
of work by another District contractor or by any District employee.

I.7 SUBCONTRACTS

The prime c ontractor hereunder shall not subcontract any of the prime c ontractor’s work or
services to any subcontractor without the prior written c onsent of the CO. Any work or service
so subcontracted shall be performed pursuant to a subcontract agreement, which the District will
have the right to review and approve prior to its execution by the Contractor. Any such
subcontract shall specify that the prime contractor and the subcontractor shall be subject to every
provision of this contract. Notwithstanding any s uch subcontract approved by the District, the
prime contractor shall remain liable to the District for all contractor's work and services required
hereunder.

I.8 INSURANCE

A. GENERAL REQUIREMENTS. The prime c ontractor at its sole expense shall procure and
maintain, during the entire period of performance under this contract, the types of insurance
specified below. The prime c ontractor shall have its insurance broker or insurance company
submit a Certificate of Insurance to the CO giving evidence of the required coverage prior to
commencing performance under this contract. In no event shall any work be performed until the
required Certificates of Insurance signed by an authorized representative of the insurer( s) have
been provided to, and accepted by, the CO.

The Government of the District of Columbia shall be included in all policies required hereunder
to be maintained by the prime contractor and its subcontractors (except for workers’ compensation
and professional liability insurance) as an additional insured for claims against The Government
of the District of Columbia relating to this contract, with the understanding that any affirmative
obligation imposed upon the insured the prime contractor or its subcontractors (including without
limitation the liability to pay premiums) shall be the sole obligation of the prime contractor or its
subcontractors, and not the additional insured. The additional insured status under the prime
contractor’s and its subcontractors’ Commercial General Liability insurance policies shall be
effected using the ISO Additional Insured Endorsement form CG 20 10 11 85 (or CG 20 10 07

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04 and CG 20 37 07 04) or such other endorsement or combination of endorsements providing
coverage at least as broad and approved by the CO in writing. All of the prime contractor’s and
its subcontractors’ liability policies (except for workers’ compensation and professional liability
insurance) shall be endorsed using ISO form CG 20 01 04 13 or its equivalent so as to indicate
that such policies provide primary coverage ( without any right of contribution by any other
insurance, reinsurance or self-insurance, including any deductible or retention, maintained by an
Additional Insured) for all claims against the additional insured arising out of the performance of
this Statement of Work by the prime contractor or its subcontractors, or anyone for whom the
prime contractor or its subcontractors may be liable. These policies shall include a separation of
insureds clause applicable to the additional insured.

If the prime contractor and/or its subcontractors maintain broader coverage and/or higher limits
than the minimums shown below, the District requires and shall be entitled to the broader
coverage and/or the higher limits maintained by the prime contractor and subcontractors.

B. INSURANCE REQUIREMENTS

1. Commercial General Liability Insurance (“CGL”) - The prime c ontractor shall provide
evidence satisfactory to the CO with respect to the services performed that it carries a CGL
policy, written on an occurrence (not claims -made) basis, on Insurance Services Office, Inc.
(“ISO”) form CG 00 01 04 13 (or another occurrence -based form with coverage at least as
broad and approved by the CO in writing), covering liability for all ongoing and completed
operations of the prime c ontractor and under all subcontracts, covering claims for bodily
injury, including without limitation sickness, disease or death and mental anguish of any
persons, broad form property damage, including loss of use resulting therefrom, personal and
advertising injury, and including coverage for liability arising out of an Insured Contract
(including the tort liability of another assumed in a contract) and acts of terrorism (whether
caused by a foreign or domestic source). Such coverage shall have limits of liability of not less
than $1,000,000 for each occurrence, a $2,000,000 general aggregate.

The Commercial General Liability shall be further endorsed to:
a) To the fullest extent permitted by law, provide additional insured coverage using ISO
form CG 2015 0413 (or it’s equivalent) to The Government of the District of
Columbia
b) Coverage available to the additional insureds shall apply on a primary and non-
contributing basis with respect to any other insurance, deductibles, or self-insurance
available to the additional insureds
c) A waiver of subrogation in favor of The Government of the District of Columbia
d) Any Annual Aggregate shall apply on a per location or per project basis (where
applicable)
e) Defense costs shall be in addition to and not erode the limits of liability

2. Automobile Liability Insurance - The prime contractor shall provide evidence satisfactory to
the CO of commercial (business) automobile liability insurance written on ISO form CA 00
01 10 13 (or another form with coverage at least as broad and approved by the CO in writing)

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including coverage for all owned, hired, borrowed and non -owned vehicles and equipment
used by the prime contractor in connection with work under this agreement, with a minimum
combined single limit of $1,000,000 for bodily injury or death and property damage, including
loss of use thereof. Such policy or policies of automobile liability insurance shall be wr itten
on an "occurrence" (as opposed to a "claims made") basis.

Auto Physical Damage Coverage - The Contractor shall provide auto physical damage
insurance to cover "loss" to a covered "auto" or its equipment:

a) Comprehensive - Fire, lightning or explosion; theft; windstorm, hail or earthquake;
flood; mischief or vandalism; or the sinking, burning, collision or derailment of any
conveyance transporting the covered "auto".
b) Collision Coverage - Caused by: The covered "auto's" collision with another object
or the covered "auto's" overturn.

The Commercial Auto Liability policy shall be further endorsed to:
a) To the fullest extent permitted by law, provide additional insured coverage to The
Government of the District of Columbia
b) Coverage available to the additional insureds shall apply on a primary and non -
contributing basis with respect to any other insurance, deductibles, or self -
insurance available to the additional insureds
c) A waiver of subrogation in favor of The Government of the District of Columbia
d) Defense costs shall be in addition to and not erode the limits of liability
e) If applicable, include Form CA 99 48 03 06 Pollution Liability - Broadened
Coverage for Covered Autos - Business Auto, Motor Carrier and Truckers (or it’s
equivalent)

3. Workers’ Compensation Insurance - The prime contractor shall provide evidence satisfactory
to the CO of Workers’ Compensation insurance in accordance with the statutory mandates of
the District of Columbia or the jurisdiction in which the contract is performed.

Employer’s Liability Insurance - The prime contractor shall provide evidence satisfactory to
the CO of employer’s liability insurance as follows: $500,000 per accident for injury;
$500,000 per employee for disease; and $500,000 for policy disease limit.

The Worker's Compensation and Employer's Liability shall be further endorsed to:
a) Include a Waiver of Subrogation in favor of The Government of the District of
Columbia.
b) Where applicable, include the United States Longshore and Harbor Workers
Compensation Act (USL&H)
c) Where applicable, include Jones Act Coverage for seamen or crew members on an “if
any” basis.

4. Network Security/Privacy (Cyber) Liability Insurance covering acts, errors, omissions,
breach of contract, and violation of any consumer protection laws arising out of the prime

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contractor’s operations or services with a limit of $5,000,000 per claim and in the aggregate.
Such coverage shall include but not be limited to, third-party and first-party coverage for
loss or disclosure of any data, including personally identifiable information and payment
card information, network security failure, violation of any consumer protection laws,
unauthorized access and/or use or other intrusions, infringement of any intellectual property
rights (except patent), unintentional breach of contract, negligence or breach of duty to use
reasonable care, breach of any duty of confidentiality, invasion of privacy, or violations of
any other legal protections for personal information, defamation, libel, slander, commercial
disparagement, the negligent transmission of computer virus, or use of computer networks in
connection with denial of service attacks. Such coverage shall include regulatory defense
and fines/penalties in any jurisdiction anywhere in the world. Such coverage shall include
contractual privacy coverage for data breach response and crisis management costs that
would be incurred by the prime contractor on behalf of The Government of the District of
Columbia in the event of a data breach including legal and forensic expenses, notification
costs, credit monitoring costs, and costs to operate a call center. The prime contractor shall
maintain coverage in force during the term of this Agreement and for an extended reporting
period of not less than two years after.

5. Professional Liability Insurance (Errors & Omissions) - The prime contractor shall provide
Professional Liability Insurance (Errors and Omissions) to cover liability resulting from any
error or omission in the performance of professional services under this Contract. The policy
shall provide limits of $1,000,000 per claim or per occurrence for each wrongful act and
$2,000,000 annual aggregate. The Contractor warrants that any applicable retroactive date
precedes the date the prime contractor first performed any professional services for the
Government of the District of Columbia and that continuous coverage will be maintained or
an extended reporting period will be exercised for a period of at least ten years after the
completion of the professional services. Limits may not be shared with other lines of
coverage.

6. Commercial Umbrella or Excess Liability - The prime contractor shall provide evidence
satisfactory to the CO of commercial umbrella or excess liability insurance with minimum
limits of $5,000,000 per occurrence and $5,000,000 in the annual aggregate, following the
form and in excess of all liability policies. All liability coverages must be scheduled under
the umbrella and/or excess policy. The insurance required under this paragraph shall be
written in a form that annually reinstates all required limits. Coverage shall be primary to
any insurance, self-insurance, or reinsurance maintained by The Government of the District
of Columbia, and the “other insurance” provision must be amended in accordance with this
requirement and principles of vertical exhaustion.

7. Environmental Liability/Contractors Pollution Liability Insurance - The prime contractor
shall provide evidence satisfactory to the CO of environmental liability insurance covering
losses caused by pollution or other hazardous conditions arising from ongoing or completed
operations of the prime contractor. Such insurance shall apply to bodily injury, property
damage (including loss of use of damaged property or of property that has been physically
injured), clean-up costs, transit, and non-owned disposal sites. Coverage shall extend to
defense costs and expenses incurred in the investigation, civil fines, penalties, and damages
or settlements. There shall be neither an exclusion nor a sublimit for mold or fungus-related
claims. The minimum limits required under this paragraph shall be $2,000,000 per
occurrence and $2,000,000 in the annual aggregate. If such coverage is written on a claims-

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made basis, the prime contractor warrants that any retroactive date applicable to coverages
under the policy precedes the prime contractor’s performance of any work under the contract
and that continuous completed operations coverage will be maintained for at least ten years
or an extended reporting period shall be purchased for no less than ten years after
completion.

The prime contractor also must furnish to the CO Owner certificates of insurance
evidencing environmental liability insurance maintained by third-party transportation
and disposal site operators(s) used by the prime contractor for losses arising from the
facility(ies) accepting, storing, or disposing of hazardous materials or other waste as a
result of the prime contractor’s operations. Such coverages must be maintained with
limits of at least the amounts set forth above.

The Environmental Liability policy shall be further endorsed to include The Government
of the District of Columbia as an Additional Insured.

8. Employment Practices Liability - The prime contractor shall provide evidence satisfactory to
the CO with respect to the operations performed to cover the defense of claims arising from
employment-related wrongful acts including but not limited to Discrimination, Sexual
Harassment, Wrongful Termination, Workplace Torts, "Bullying" in "any location" and "by
any means," including the Internet , whether between employees of the contractor or against
third parties. Employment Practices Liability coverage must sp ecifically state Third Party
Liability coverage is included. The prime c ontractor will indemnify and defend The
Government of the District of Columbia should it be named co-defendant or be subject to or
party to any claim. Coverage shall also extend to Temporary Help Firms and Independent
Contractors hired by prime c ontractor. The policy shall provide limits of not less than
$1,000,000 for each wrongful act and $2,000,000 annual aggregate for each wrongful act.
9. Sexual/Physical Abuse & Molestation - The prime contractor shall provide evidence
satisfactory to the CO with respect to the services performed that it carries $1,000,000 per
occurrence limits; and $2,000,000 aggregate of affirmative abuse and molestation liability
coverage. Coverage should include physical abuse, such as sexual or other bodily harm, and
non-physical abuse, such as verbal, emotional, or mental abuse; any actual, threatened, or
alleged act; errors, omission, or misconduct. This insurance requirement will be considered
met if the general liability insurance includes an affirmative sexual abuse and molestation
endorsement for the required amounts or through a separate stand-alone sexual abuse and
molestation policy with confirmation there are no exclusions for abuse or assault & battery
under the General Liability. So-called “silent” coverage or “shared” limits under a
commercial general liability or professional liability policy will not be acceptable. Limits
may not be shared with other lines of coverage. The applicable policy may need to be
submitted to the ORM for compliance review.

Security Guards (Armed and Unarmed)

General & Professional Liability – The prime contractor shall provide evidence
satisfactory to the CO with respect to the services performed that it carries $1,000,000
per occurrence limits; $2,000,000 aggregate for unarmed and $1,000,000 per occurrence

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limits; $4,000,000 aggregate for armed of Security Guard Liability coverage for both
armed and unarmed security officers. This insurance requirement generally presents as a
packaged insurance program that includes the General Liability and Professional
Liability coverages. However, the requirement is deemed satisfied even as separate
insurance policies.

C. SUBCONTRACTOR INSURANCE REQUIREMENTS
Any and all subcontractors engaged by the Contractor for work under this agreement shall be
required to have the same insurance required of the Contractor. Should the Contractor wish to
propose different insurance requirements than outlined below, then, prior to the commencement
of work by the subcontractor, the Contractor shall submit in writing the name and brief
description of work to be performed by the subcontractor on the subcontractor Insurance
Requirement Template provided to the Office of Risk Management (ORM). ORM will
determine the insurance requirements applicable to the subcontractor and promptly deliver such
requirements in writing to the prime contractor. In either instance, the Contractor must provide
proof of the subcontractor's required insurance prior to the commencement of work by the
subcontractor.

D. PRIMARY AND NONCONTRIBUTORY INSURANCE
The insurance required herein shall be primary to and will not seek contribution from any other
insurance, reinsurance, or self-insurance, including any deductible or retention, maintained by the
Government of the District of Columbia.

E. DURATION. The prime contractor shall carry all required insurance until all contract work is
accepted by the District of Columbia and shall carry listed coverages for ten years for construction
projects following final acceptance of the work performed under this contract and t wo years for
non-construction-related contracts.

F. LIABILITY. These are the minimum insurance requirements established by the Government of
the District of Columbia. However, it is understood that the Government of the District of
Columbia does not in any way represent that the insurance or the limits of insurance specified
1. Assault and Battery – coverage for injury to third parties. Assault is defined as
“an act that threatens physical harm to a person.” Battery is defined as “the crime
of unconsented physical contact with another person.”
2. Errors & Omission Endorsement – coverage for committing an error or omission
in performance of professional duties;
3. Lost Key – coverage for claims arising out of property damage due to loss arising
out of the loss of a customer’s keys by an insured. Covers only the actual cost of
the keys, the adjustment of locks to accept new keys, or the cost of purchasing
and installing new locks. Does not apply to loss arising out of a variety of
dishonest acts committed by any insured.
4. Care, Custody, Control (CCC) – coverage for property damage of third parties
when in physical possession of the insured; any party with a legal obligation to
exercise care with respect to property that has been deemed to have that property
in its CCC
5. Personal Injury – coverage for false arrest, detention, or imprisonment; malicious
prosecution; wrongful eviction; slander; libel; and invasion of privacy

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herein are sufficient or adequate to protect your interests or liabilities and will not in any way
limit the contractor’s liability under this contract.

G. CONTRACTOR’S PROPERTY. Contractors and subcontractors are solely responsible for any
loss or damage to their personal property, including but not limited to tools and equipment,
scaffolding and temporary structures, rented machinery, or owned and leased equipment. A
waiver of subrogation shall apply in favor of the District of Columbia.

H. MEASURE OF PAYMENT. The District shall not make any separate measure or payment for
the cost of insurance and bonds. The Contractor shall include all of the costs of insurance and
bonds in the contract price.

I. NOTIFICATION. The Contractor shall ensure that all policies provide that the CO shall be
given 30 days' prior written notice in the event of cancellation, non-renewal, or material changes
to the extent such cancellation or material changes result in the Contractor no longer complying
with the above requirements. The Contractor shall provide the CO with ten days' prior written
notice in the event of non-payment of premium. The Contractor will also provide the CO with
an updated Certificate of Insurance should its insurance coverages renew during the contract.
The Government of the District of Columbia may reasonably change the above insurance
coverage requirements during the Term by giving the Contractor at least 30 days' notice of the
change. The Contractor must comply, at your expense, and deliver to the CO evidence of
compliance before the change becomes effective.

J. CERTIFICATES OF INSURANCE. The Contractor must send to CO, at least 10 days after
execution of this Agreement, certificates of insurance evidencing the required insurance
coverage and endorsements required herein. Contractor must also provide us with evidence of
renewal before the expiration date of each insurance policy. The Contractor is responsible for
providing us with 30 days' advanced written notice if the certificate of insurance by the insurer
has been canceled, reduced in coverage, or otherwise altered. Certificates of insurance must
reference the corresponding contract number. Evidence of insurance shall be submitted to:

The Government of the District of Columbia
And emailed to the attention of:
(Brenda Allen /Department of Human Services)
Office of Contracting and Procurement
64 New York Avenue, NE, 6th Floor
Washington, DC 20002
brenda.allen@dc.gov

The CO may request, and the Contractor shall promptly deliver updated certificates of insurance,
endorsements indicating the required coverage, and/or certified copies of the insurance policies.
If the insurance initially obtained by the Contractor expires prior to completion of the contract,
renewal certificates of insurance and additional insured and other endorsements shall be furnished
to the CO prior to the date of expiration of all such initial insurance. For all coverage required to
be maintained after completion, an additional certificate of insurance evidencing such coverage
shall be submitted to the CO on an annual basis as the coverage is renewed (or replaced).

212

K. DISCLOSURE OF INFORMATION. The Contractor agrees that the District may disclose the
name and contact information of its insurers to any third party that presents a claim against the
District for any damages or claims resulting from or arising out of work performed by the
Contractor, its agents, employees, servants, or subcontractors in the performance of this contract.
L. CARRIER RATINGS. All Contractor’s and its subcontractors’ insurance required in connection
with this contract shall be written by insurance companies with an A.M. Best Insurance Guide
rating of at least A - VII or better (or the equivalent by any other rating agency) and licensed in
the District of Columbia.

M. WARRANTIES. When applicable, the Contractor should be named as an additional insured on
the applicable manufacturer’s/distributor’s Commercial General Liability policy using Insurance
Services Office, Inc. (“ISO”) form CG 20 15 04 13 (or another occurrence-based form with
coverage at least as broad). CO should collect, review for accuracy, and maintain all warranties
for goods and services.

I.9 EQUAL EMPLOYMENT OPPORTUNITY

In accordance with the District of Columbia Administrative Issuance System, Mayor’s Order 85-
85 dated June 10, 1985, the forms for completion of the Equal Employment Opportunity
Information Report are incorporated herein as Section J.3. An award cannot be made to any
offeror who has not satisfied the equal employment requirements.

I.10 ORDER OF PRECEDENCE

The contract awarded as a result of this RFP will contain the following clause:

A conflict in language shall be resolved by giving precedence to the document in the highest
order of priority that contains language addressing the issue in question. The following documents
are incorporated into the contract by reference and made a part of the contract in the following
order of precedence:

(1) An applicable Court Order, if any
(2) Contract document
(3) Standard Contract Provisions
(4) Contract attachments other than the Standard Contract Provisions
(5) RFP, as amended
(6) Best and Final Offers (BAFOs) (in order of most recent to earliest)
(7) Proposal

I.11 DISPUTES

Delete Article 14, Disputes, of the Standard Contract Provisions for use with District of Columbia
Government Supplies and Services Contracts and substitute the following Article 14, Disputes, in
its place:

213

14. Disputes
All disputes arising under or relating to the contract shall be resolved as provided herein.

(a) Claims by the Contractor against the District : Claim, as used in paragraph (a) of
this clause, means a written assertion by the Contractor seeking, as a matter of right,
the payment of money in a sum certain, the adjustment or interpretation of contract
terms, or other relief arising under or relating to the contract. A claim arising under a
contract, unlike a claim relating to that contract, is a claim that can be resolved under
a contract clause that provides for the relief sought by the claimant

(1) All claims by a Contractor against the District arising under or relating to a contract shall
be in writing and shall be submitted to the CO for a decision. The Contractor’s claim shall
contain at least the following:

(i) A description of the claim and the amount in dispute;
(ii) Data or other information in support of the claim;
(iii) A brief description of the Contractor’s efforts to resolve the dispute prior to filing
the claim; and
(iv) The Contractor’s request for relief or other action by the CO.

(2) The CO may meet with the Contractor in a further attempt to resolve the claim by
agreement.

(3) The CO shall issue a decision on any claim within 120 calendar days after receipt of the
claim. Whenever possible, the CO shall take into account factors such as the size and
complexity of the claim and the adequacy of the information in support of the claim
provided by the Contractor.

(4) The CO’s written decision shall do the following:

(i) Provide a description of the claim or dispute;
(ii) Refer to the pertinent contract terms;
(iii) State the factual areas of agreement and disagreement;
(iv) State the reasons for the decision, including any specific findings of
fact, although specific findings of fact are not required and, if made,
shall not be binding in any subsequent proceeding;
(v) If all or any part of the claim is determined to be valid, determine the
amount of monetary settlement, the contract adjustment to be made, or
other relief to be granted;
(vi) Indicate that the written document is the CO’s final decision; and
(vii) Inform the Contractor of the right to seek further redress by appealing
the decision to the Contract Appeals Board.

(5) Failure by the CO to issue a decision on a contract claim within 120 days of receipt of the
claim will be deemed to be a denial of the claim and will authorize the commencement of
an appeal to the Contract Appeals Board as provided by D.C. Official Code § 2-360.04.

214

(6) If a contractor is unable to support any part of its claim and it is determined that
the inability is attributable to a material misrepresentation of fact or fraud on the
part of the Contractor, the Contractor shall be liable to the District for an amount
equal to the unsupported part of the claim in addition to all costs to the District
attributable to the cost of reviewing that part of the Contractor’s claim. Liability
under this paragraph (a)(6) shall be determined within six years of the commission
of the misrepresentation of fact or fraud.

(7) Pending the final decision of an appeal, action, or final settlement, the Contractor shall
proceed diligently with the performance of the contract in accordance with the decision of
the CO.

b) Claims by the District against the Contractor: Claim, as used in paragraph (b) of this
clause, means a written demand or written assertion by the District seeking, as a matter of
right, the payment of money in a sum certain, the adjustment of contract terms, or other relief
arising under or relating to the contract. A claim arising under a contract, unlike a claim
relating to that contract, is a claim that can be resolved under a contra ct clause that provides
for the relief sought by the claimant.

(1) The CO shall decide all claims by the District against a contractor arising under or relating
to a contract.

(2) The CO shall send written notice of the claim to the contractor. The CO’s written
decision shall do the following:

(i) Provide a description of the claim or dispute;
(ii) Refer to the pertinent contract terms;
(iii) State the factual areas of agreement and disagreement;
(iv) State the reasons for the decision, including any specific findings of
fact, although specific findings of fact are not required and, if made,
shall not be binding in any subsequent proceeding;
(v) If all or any part of the claim is determined to be valid, determine the amount
of monetary settlement, the contract adjustment to be made, or other relief to
be granted;
(vi) Indicate that the written document is the CO’s final decision; and
(vii) Inform the Contractor of the right to seek further redress by appealing
the decision to the Contract Appeals Board.

(3) The CO shall support the decision by reasons and shall inform the
Contractor of its rights as provided herein.

(4) Before or after issuing the decision, the CO may meet with the Contractor to
attempt to resolve the claim by agreement.

(5) The authority contained in this paragraph (b) shall not apply to a claim or dispute
for penalties or forfeitures prescribed by statute or regulation which another
District agency is specifically authorized to administer, settle, or determine.

215

(6) This paragraph shall not authorize the CO to settle, compromise, pay, or otherwise
adjust any claim involving fraud.

(b) Decisions of the CO shall be final and not subject to review unless the Contractor timely
commences an administrative appeal for review of the decision by filing a complaint
with the Contract Appeals Board, as authorized by D.C. Official Code § 2-360.04.

(c) Pending the final decision of an appeal, action, or final settlement, the Contractor
shall proceed diligently with the performance of the contract in accordance with
the decision of the CO.

I.12 COST AND PRICING DATA

Delete Article 25, Cost and Pricing Data, of the Standard Contract Provisions dated July 2010 for use
with District of Columbia Government Supplies and Services Contracts.

I.13 CONTINUITY OF SERVICES

I.13.1 The Contractor recognizes that the services provided under this contract are vital to the District
and must be continued without interruption and that, upon contract expiration or termination, a
successor, either the District or another contractor, at the District’s option, may continue to
provide these services. To that end, the Contractor agrees to:

I.13.1.1 Furnish phase-out, phase-in (transition) training; and

I.13.1.2 Exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor.

I.13.2 The Contractor shall, upon the CO’s written notice:

I.13.2.1 Furnish phase-in, phase-out services for up to 90 days after this contract expires and

I.13.2.2 Negotiate in good faith a plan with a successor to determine the nature and extent of phase -in,
and phase-out services required. The plan shall specify a training program and a date for
transferring responsibilities for each division of work described in the plan and shall be subject
to the CO’s approval.

I.13.3 The Contractor shall provide sufficiently experienced personnel during the phase -in, and phase-
out period to ensure that the services called for by this contract are maintained at the required
level of proficiency.

I.13.4 The Contractor shall allow as many personnel as practicable to remain on the job to help the
successor maintain the continuity and consistency of the services required by this contract. The
Contractor also shall disclose necessary personnel records and allow the successor to conduct on-
site interviews with these employees. If selected employees are agreeable to the change, the
Contractor shall release them at a mutually agreeable date and negotiate the transfer of their earned
fringe benefits to the successor.

I.13.5 Only in accordance with a modification issued by the Contracting Officer, the Contractor shall be
reimbursed for all reasonable phase-in, and phase-out costs (i.e., costs incurred within the agreed

216

period after contract expiration that result from phase -in, and phase-out operations) and a fee
(profit) not to exceed a pro rata portion of the fee (profit) under this contract.

I.14 ESTIMATED QUANTITIES

The District intends to secure a contract for all of the needs of the designated agencies for items
specified herein , which may occur during the contract term. The District agrees that it will
purchase its requirements of the articles or services included herein from the Contractor. Articles
or services specified herein have a history of repetitive use in the District agencies. The estimated
quantities stated in the RFP reflect the best estimates available. They shall not be construed to
limit the quantities which may be order ed from the Contractor by the District or to relieve the
Contractor of his obligation to fill all such orders. Orders will be placed from time to time if and
when needs arise for delivery, and all charges prepaid, to the ordering agency. The District does
not guarantee to order any specific quantities of any item(s) or work hours of service.

217

SECTION J: ATTACHMENTS

The following list of attachments is incorporated into the solicitation by reference.

Attachment
Number Document
J.1
Government of the District of Columbia Standard Contract Provisions for Use with
the Supplies and Services Contracts (July 2010)
Standard Contract Provisions - July 2010.pdf
J.2
U.S. Department of Labor Wage Determination 2015-4281, Revision 34 dated July
8, 2025, available at https://sam.gov/wage-determination/2015-4281/34

J.3
Office of Local Business Development Equal Employment Opportunity Information
Report and Mayor’s Order 85-85
Required EEO Forms.pdf (dc.gov)
J.4
Department of Employment Services First Source Employment Agreement and
Employment Plan
Non-Construction First Source Employment Agreement 2.docx (dc.gov)

Revised Employment Plan - Contract Over $5M - Final.docx (dc.gov)
J.5 Way to Work Amendment Act of 2006 - Living Wage Notice
2025 Living Wage Notice2 | cop
J.6 Way to Work Amendment Act of 2006 - Living Wage Fact Sheet
22025 Living Wage Fact Sheet | ocp
J.7 Tax Certification Affidavit
OCP Channel 2_9 Solicitation Attachments_tax_certification_affidavit.pdf (dc.gov)
J.8

Cost / Price Data Sheet
Cost Price Disclosure Certification Form - Revised 060315.doc (live.com)

J.9 Bidder/Offeror Certification
Bidder-Offeror Certification | ocp
J.10 Program/Facility Inventory Chart
DHS Continuum of Care - District Furnished Property Listing
J.11 Unusual Incident Report Form, DHS01243
DHS Incidents Report Form
J.12 District Furnish Vehicle Listing
DHS Continuum of Care - Government Furnished Vehicle Listing
J.13
Past Performance Evaluation Form and Contractor Experience Questionnaire Form
Past Performance Evaluation Form.doc (dc.gov)

Contractor Expérience Questionnaire Form.doc (dc.gov)

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Attachment
Number Document
J.14
District of Columbia Department of Human Resources Suitability General
Information Guide
DCHR Suitability Information Guide (background check, pages 7 – 8)

J.15 Peer Case Management Institute Requirements and Goals
J.16 Subcontracting Plan Form
SBE Subcontracting Plan Revised Version 03-24-23[27].doc (live.com)
J.17 Continuum of Care 2024 Sites Visit Schedule
J.18 DC Suitability Policy
J.19 Additional Information
J.20

Facility Drawings
https://app.box.com/s/zccj4tojq67i7uu8oeb3829asure1eqa

J.21
Sexual Harassment in the Workplace Notice
Notice of Prohibition of Sexual Harassment in the Workplace

Proposed Contract with The Community Partnership for the Prevention of Homelessness to Contract No. CW123287

Plain English Breakdown

Proposed Contract with Community Partnership

What This Bill Does

Who It Names or Affects

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Limits and Unknowns

Bill History

Official Summary Text

Current Bill Text