Proposed Contract with Fastenal Company to Contract No. CW127044

MURIELBOWSERMayor
January22,2026
The HonorablePhilMendelson
Chairman
Councilofthe DistrictofColumbia
JohnA.WilsonBuilding
1350PennsylvaniaAvenue,NW, Suite504
Washington,DC 20004
Dear Chairman Mendelson:
Pursuanttosection451oftheDistrictofColumbiaHomeRuleAct(D.C.OfficialCode§ 1-
204.51)andsection202oftheProcurementPracticesReformActof2010(D.C.OfficialCode§2-352.02),enclosedforconsiderationandapprovalbytheCounciloftheDistrictofColumbiaisproposeddefinitiveContractNo.CW127044withFastenalCompanyinthenot-to-exceedamountof$1,600,000.TheperiodofperformanceisSeptember12,2025,throughSeptember11,2026.
Undertheproposedcontract,FastenalCompanywillprovidesanitation,janitorial,office,warehouse,andhouseholdsuppliestosupporttheeffectiveoperationofover43facilities
throughouttheDistrictofColumbia.
My administrationisavailabletodiscussanyquestionsyoumayhaveregardingtheproposed
contract.Inordertofacilitatearesponsetoanyquestionsyoumayhave,pleasehaveyourstaffcontactMarcScott,ChiefOperatingOfficer,OfficeofContractingandProcurement,at(202)724-
8759.
lookforwardtotheCouncil’sfavorableconsiderationofthiscontract.
Sincerely,
‘MutielBawser
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GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of Contracting and Procurement

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

COUNCIL CONTRACT SUMMARY
(Letter Contract)

(A) Contract Number: CW127044

Proposed Contractor: Fastenal Company

Proposed Contractor’s Principals: Mr. Scott Bailey, SR VP of Sales; Zachary Cossin,
Government Sales Manager.

Contract Amount (Base Period): Not-to-exceed (NTE) $1,600,000

Unit and Method of Compensation: Fixed priced unit

Term of Contract: September 12, 2025, through September 11, 2026

Type of Contract: Indefinite Quantity Contract

Source Selection Method: Cooperative Agreement

(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 $1,600,000

Option Period 1 Amount: NTE $1,600,000

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

September 12, 2025

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

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

NTE $800,000

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

None

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

Fastenal Company will assist the Fire and Emergency Medical Services (FEMS) Logistics Division
in acquiring sanitation, janitorial, office, warehouse and household supplies to support the effective
operation of over forty-three (43) facilities throughout the District of Columbia. These facilities
operate around the clock, 24 hours a day, 365 days a year, requiring reliable and consistent
resources to ensure their maintenance and functionality. The supplies will be centrally stored and
distributed across FEMS fire stations and designated administrative offices, training centers, and
support warehouses within the District, enabling efficient access and management. This initiative
aims to meet the logistical demands of maintaining facilities and providing the essential resources
necessary for continuous delivery service across the Department.

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

CW127044 is a task order against the Region 4 Education Service Center contract #R240802 for
Maintenance, Repair, and Operations Supplies, Equipment, and Related Products and Services.

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

There were no protests.

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

Fastenal Company has a robust infrastructure for the distribution of a diverse array of industrial and
construction products, while also functioning as a logistics provider, technology partner, and expert
consultant. Their service model is based on over 3,200 in-market locations, which include public
branches and customer-specific onsite facilities, each offering tailored inventory solutions and
dedicated personnel. By expanding purchasing with Fastenal Company, FEMS will ensure
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uninterrupted service, better address FEMS’ requirements, and maintain the supply chain within the
District, which is a vital consideration for the Department.

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

Not applicable.

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

The District intends and expects that Fastenal Company will provide the essential personnel,
funding, logistics, and other resources to ensure the procurement and delivery of all the requested
sanitation, janitorial, office, warehouse and household supplies and accessories to FEMS, in line
with the contract terms.

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

NTE $800,0000 – September 12, 2025

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

The Office of the Chief Financial Officer has certified that funding for the proposed contract is
consistent with the financial plan and budget.

(O) A certification that (1) 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:

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

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

The contract was reviewed by the Office of the Attorney General and found to be legally sufficient.
There are no pending legal claims against the District.

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

The Citywide Clean Hands database indicates that Fastenal is compliant with this District
taxes.

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

Fastenal Company has certified that it is current with its federal taxes.

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

Fastenal Company is not a certified local, small, or disadvantaged business enterprise as defined in
the Small, Local, and Disadvantaged Business Enterprise Development and Assistance Act of 2005.

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

None.

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

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

(V) 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):

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Determination and Findings for Contractor Responsibility
Determination and Findings for Price Reasonableness
Determination and Findings for the Use of a Cooperative Agreement

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

OCP website: ocp.dc.gov

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

N/A
1101 4th Street, SW
Washington, DC 20024
Date of Notice: January 16, 2026 L0015423659Notice Number:
FEIN: **-***8415
Case ID: 18822402

Government of the District of Columbia
Office of the Chief Financial Officer
Office of Tax and Revenue
FASTENAL COMPANY
2001 THEURER BLVD
WINONA MN 55987-1500

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

COPY
1100 4th Street, S.W. • SUITE 730E • WASHINGTON, D.C. 20024
GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF THE ASSOCIATE CHIEF FINANCIAL OFFICER
PUBLIC SAFETY & JUSTICE CLUSTER
MEMORANDUM
TO: Nancy Hapeman, Chief Procurement Officer
Office of Contracting and Procurement
FROM: David Garner, Associate Chief Financial Officer
Public Safety and Justice Cluster
DATE: November 24, 2025
SUBJECT: Certification of Funding Availability for Fastenal Company, Letter Contract
CW127044
The Office of the Chief Financial Officer (OCFO) certifies available funding in the Fire and
Emergency Medical Services Department’s operating budget in the amount of $1,600,000, to
exercise the Base Year of the Proposed Letter Contract CW127044, spanning September 12,
2025, through-DQXDU\1 202. The proposed contract is for sanitation, janitorial, and
warehouse and household supplies. In FY25, $800,00 was spent under PO729952. In FY26,
funding is available in the approved operating budget in the amount of $800,000.
Future orders above the funds available are contingent upon the identification of additional
funding.
If you have any questions concerning this certification, please contact Shelly Graham, Agency
Budget Director, at (202) 650-7565.
cer Shelly Robinson Graham
For D.Garner
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: January 8, 2026

SUBJECT: Approval of Contract for Sanitation, Janitorial, Office, Warehouse and
Household Supplies
Contract Number: CW127044
Contractor: Fastenal Company
Contract Amount: Min.: $1,000.00 Max.: $1,600,000.00

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

AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT
1. Contract Number Page of Pages
CW127044 1 1
2. Amendment/Modification Number 3. Effective Date 4. Requisition/Purchase
Request No.
5. Solicitation Caption
M0001 See 16C FEMS Sanitation, Janitorial,
Office, Warehouse and Household
Supplies
6. Issued by: Code 7. Administered by (If other than line 6)
April Molley, Contract Specialist
Office of Contracting and Procurement
441 4th Street, NW Suite 330S South
Washington, DC 20001
Email: april.molley@dc.gov
Derek Hopkins, Contract Administrator
Fire and Emergency Medical Services
899 North Capitol Street NE, Suite 3100
Washington, DC 20002
Email: derek.hopkins@dc.gov
8. Name and Address of Contractor (No. Street, city, county, state, and zip code) 9A. Amendment of Solicitation
Scott Bailey, Sr. VP of Sales
Fastenal Company
2001 Theurer Blvd
Winona, MN 55987
Email: sbailey@fastenal.com
9B. Dated (See Item 11)
X

10A. Modification of Contract Order No.
CW127044
10B. Dated (See Item 13)
9/12/2025Code Facility
11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS
The above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended. is not extended.
Offers must acknowledge receipt of this
amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:
(a) By completing Items 8 and 15, and returning __2___ co pies of the amendment: (b) By acknowledging receipt of this amendment on each copy of the offer
submitted; or (c) BY separate letter or fax which includes a reference to the solicitation and amendment number. FAILURE OF YOUR ACKNOWLEDGMENT TO
BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION
OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such may be made by letter or fax, provided each letter or
telegram makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.
12. Accounting and Appropriation Data (If Required)
13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTORS/ORDERS,
IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14
A. This change order is issued pursuant to (Specify Authority):
The changes set forth in Item 14 are made in the contract/order no. in item 10A.
B. The above numbered contract/order is modified to reflect the administrative changes (such as changes in paying office, appropriation data
etc.) set forth in item 14, pursuant to the authority of 27 DCMR, Chapter 36, Section 3601.2.
C. This supplemental agreement is entered into pursuant to authority of:
x D. Other (Specify type of modification and authority)
27 DCMR, Chapter 36, Section 3601.2
E. IMPORTANT: Contractor is not is required to sign this document and return __ copies to the issuing office.
14.Description of Amendment/Modification (Organized by UCF Section headings, including solicitation/contract subject matter
where feasible.)
1. In accordance with section 2425.9 of the Procurement Regulations, 27 DCMR 2425.9, 35 DCR
1567 under section 3 of the letter contract, the District hereby extends the term of the letter contract
by thirty (30) additional days for a total of one hundred and twenty (120) days, for a term of
September 12, 2025, through January 10, 2026.
2. The total not-to-exceed amount for the letter contract remains $800,000.
16A. Name of Contracting Officer

Lorena Marko, Contracting Officer
15B. Name of Contractor 15C. Date Signed 16B. District of Columbia 16C. Date Signed
Contractor Name
(Signature of Contractor)

(Signature of Contracting Officer)
10/29/2025
Fastenal Company
10/31/2025
AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT 1. Contract Number Page of Pages CW127044 1 1 2. Amendment/Modification Number 3. Effective Date 4. Requisition/Purchase Request No.5. Solicitation Caption M0002 See 16C FEMS Sanitation, Janitorial, Office, Warehouse and Household Supplies6. Issued by: Code 7. Administered by (If other than line 6) April Molley, Contract SpecialistOffice of Contracting and Procurement441 4th Street, NW Suite 330S South Washington, DC 20001 Email: april.molley@dc.gov Derek Hopkins, Contract Administrator Fire and Emergency Medical Services899 North Capitol Street NE, Suite 3100 Washington, DC 20002 Email: derek.hopkins@dc.gov 8. Name and Address of Contractor (No. Street, city, county, state, and zip code) 9A. Amendment of Solicitation Scott Bailey, Sr. VP of Sales Fastenal Company 2001 Theurer Blvd Winona, MN 55987 Email: sbailey@fastenal.com 9B. Dated (See Item 11) X 10A. Modification of Contract Order No. CW127044 10B. Dated (See Item 13) 9/12/2025 Code Facility 11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS The above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended. is not extended. Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning __2___ copies of the amendment: (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) BY separate letter or fax which includes a reference to the solicitation and amendment number. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such may be made by letter or fax, provided each letter or telegram makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified. 12. Accounting and Appropriation Data (If Required)13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTORS/ORDERS, IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14 A. This change order is issued pursuant to (Specify Authority): The changes set forth in Item 14 are made in the contract/order no. in item 10A. B. The above numbered contract/order is modified to reflect the administrative changes (such as changes in paying office, appropriation data etc.) set forth in item 14, pursuant to the authority of 27 DCMR, Chapter 36, Section 3601.2. C. This supplemental agreement is entered into pursuant to authority of: x D. Other (Specify type of modification and authority)27 DCMR, Chapter 36, Section 3601.2 E. IMPORTANT: Contractor is not is required to sign this document and return _1_ copies to the issuing office. 14. Description of Amendment/Modification (Organized by UCF Section headings, including solicitation/contract subject matter where feasible.) 1.In accordance with section 2425.9 of the Procurement Regulations, 27 DCMR 2425.9, 35 DCR 1567 under section 3 of the letter contract, the District hereby extends the term of the letter contract by an additional thirty (30) days for a total of one hundred and fifty (150) days, for a term of September 12, 2025, through February 10, 2026. 2.The total not-to-exceed amount for the letter contract remains $800,000. 16A. Name of Contracting Officer Lorena Marko, Contracting Officer 15B. Name of Contractor 15C. Date Signed 16B. District of Columbia 16C. Date Signed Contractor Name (Signature of Contractor) (Signature of Contracting Officer)
GOVERNMENT OF THE DISTRICT OF COLUMBIA TASK ORDER/DELIVERY ORDER FOR SERVICES OFFEROR TO COMPLETE BLOCKS 18 & 29 1.REQUISITION NUMBER RK312540 PAGE(S) 1 of 17 2. TASK ORDER AGREEMENT NO. CW127044 3. Award/Effective Date See 30C below 4. Task Order CONTRACT NUMBER Region 4 Education Service Center (ESC) contract #R240802 5. SOLICITATION NUMBER N/A 6. SOLICITATION ISSUE DATE N/A 7. FOR SOLICITATION INFORMATION CONTACT: Email: N/A A. NAME N/A B. TELEPHONE (No Collect Calls) N/A 8.OFFER DUE DATE: N/A 9. ISSUED BY April Molley, Contract Specialist Office of Contracting & Procurement 441 4th Street, NW, Suite 330S Washington, DC 20001 Email: april.molley@dc.gov 10. THIS ACQUISITION IS UNRESTRICTED SET ASIDE %FOR SMALL BUSINESS SMALL DISADV. BUS. D.C. Supply Schedule GSA Cooperative Agreement SIC: SIZE STANDARD: 11. DELIVERY FOR FOB DESTINATION UNLESS BLOCK IS MARKED N/A 12. PAYMENT DISCOUNT TERMS Net 30 days 13. RESERVED 14. METHOD OF SOLICITATION RFTOP IFB RFQ IFB RFP 2-STEP Cooperative Agreement 5. CONTRACTOR / OFFEROR Scott Bailey Fastenal Company 2001 Theurer Blvd Winona, MN 55987 16. PAYMENT WILL BE MADE BY Vendor Portal, https://vendorportal.dc.gov Fire Emergency Medical Services Attn: Accounts Payable Division (PSJC) 899 North Capitol Street, N.E., Suite 600A Washington, D.C 20002 Telephone: 202-727-4449 15A DUNS NO. 15B TAX ID NO. 17. DELIVER TO Derek J. Hopkins, Deputy Fire Chief, Logistics Division Fire and Emergency Medical Services 3170 V Street N.E. Washington, D.C., 20018 Email: derek.hopkins@dc.gov 18. ADMINISTERED BY Derek J. Hopkins, Contract Administrator Deputy Fire Chief, Logistics Division Fire and Emergency Medical Services 3170 V Street N.E. Washington, D.C., 20018 Email: derek.hopkins@dc.gov 18A. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18B. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 16 UNLESS BLOCK BELOW IS CHECKED SEE ADDENDUM 19 IEM NO. 20 SCHEDULE OF SUPPLIES/SERVICES 21 MAXIMUM QUANTITY 22 UNIT 23 UNIT PRICE 24 AMOUNT 0001 FEMS Sanitation, Janitorial, Office, Warehouse and Household Supplies (See Statement of Work) $1,600,000 Not-To-Exceed (NTE) 25. ACCOUNTING AND APPROPRIATION DATA PURCHASE ORDER NO. 26. TOTAL AWARD (FOR GOVT. USE ONLY) NTE $1,600,000 27. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ONE COPY TO THE ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL PAGES SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN. 28. THE FOLLOWING DOCUMENTS ARE INCORPORATED BY REFERENCE INTO THIS TASK ORDER IN THE FOLLOWING PRIORITY: (1) CONTRACTOR’S PRICE PROPOSAL. 29A. SIGNATURE OF OFFEROR /CONTRACTOR 30A. DISTRICT OF COLUMBIA (SIGNATURE OF CONTRACTING OFFICER) 29B. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 29C. DATE SIGNED 30B. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) Lorena Marko, Contracting Officer 30C DATE SIGNED
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1. SERVICES REQUIRED The District of Columbia Fire and Emergency Medical Services (FEMS) Logistics Division seeks to acquire sanitation, janitorial, office, warehouse and household supplies to support the effective operation of over forty-three (43) facilities throughout the District of Columbia. These facilities operate around the clock, 24 hours a day, 365 days a year, requiring reliable and consistent resources to ensure their maintenance and functionality. The supplies will be centrally stored and/or distributed across FEMS fire stations and designated administrative offices, training centers, and support warehouses within the District, enabling efficient access and management. This initiative aims to meet the logistical demands of maintaining facilities and providing the essential resources necessary for continuous service delivery across the Department. 2. CONTRACT TYPE The District contemplates the award of Indefinite Delivery – Indefinite Quantity Contract in accordance with 27 DCMR Chapter 24. 2.2 CONTRACT TYPE - INDEFINITE DELIVERY- INDEFINITE QUANTITY (IDIQ) CONTRACT This is an IDIQ contract for the supplies or services specified, and effective for the period stated. a) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering Clause, section 11. The Contractor shall furnish to the District, when and if ordered, the supplies or services specified in the Price Schedule up to and including the maximum dollar amount of $1,600,000 . The District will order at least the minimum dollar amount of $1,000. 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 expiration of the last option year. 3. PRICE SCHEDULE The pricing schedule outlined below for the base period and subsequent options is structured to effectively respond to FEMS’s sanitation, janitorial, office, warehouse and household supplies needs across the designated facilities by providing a procurement avenue to the complete catalog of products specified under the Region 4 Education Service Center (ESC) contract #R240802 for Maintenance, Repair, and Operations
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(MRO) Supplies, Equipment, and Related Products and Services catalog of products. 3.1 BASE PERIOD Contract Line Item No. (CLIN) Item Description Total Price 0001 FEMS Sanitation, Janitorial, Office, Warehouse and Household Supplies and Accessories (Based on the catalog of products under the Region 4 Education Service Center (ESC) contract #R240802 for Maintenance, Repair, and Operations Supplies, Equipment, and Related Products and Services) $1,600,000 Base Period Not-To-Exceed Total $1,600,000 3.2 OPTION PERIOD ONE Contract Line Item No. (CLIN) Item Description Total Price 1001 FEMS Sanitation, Janitorial, Office, Warehouse and Household Supplies and Accessories (Based on the catalog of products under the Region 4 Education Service Center (ESC) contract #R240802 for Maintenance, Repair, and Operations Supplies, Equipment, and Related Products and Services) $1,600,000 Option Period One Not-To-Exceed Total $1,600,000 4. STATEMENT OF WORK SECTION A: MINIMUM REQUIREMENTS The District of Columbia Fire and Emergency Medical Services (FEMS) Logistics Division seeks to acquire sanitation, janitorial, office, warehouse and household supplies to support the effective operation of over forty-three (43) facilities throughout the District of Columbia. These facilities operate around the clock, 24 hours a day, 365 days a year, requiring reliable and consistent resources to ensure their maintenance and functionality. The supplies will be centrally stored and/or distributed across FEMS fire stations and designated administrative offices, training centers, and support warehouses within the District, enabling efficient access and management. This initiative aims to meet the logistical demands of maintaining facilities and providing the essential resources necessary for continuous service delivery across the Department. 4.1 APPLICABLE DOCUMENTS 4.2 DEFINITIONS
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The scope of procurement includes, but is not limited to, the following categories: 4.2.1 Sanitation Supplies: Disinfectants, hand sanitizers, mop buckets, floor cleaners, soap dispensers, and other infection control agents essential for maintaining public health compliance and personnel safety. 4.2.2 Janitorial Equipment and Consumables: Brooms, mops, liners, cleaning agents, floor scrubbers, vacuums, and general custodial supplies necessary for daily upkeep of stations and shared spaces. 4.2.3 Office Supplies: Basic to advanced clerical supplies including copy paper, pens, toner cartridges, desk organizers, and mailroom consumables required for administrative operations. 4.2.4 Warehouse and Industrial Supplies: Tools, fasteners, bins, shelving, ladders, and safety markers required to organize and maintain operational supply depots. 4.2.5 Household and Facility Maintenance Items: Light bulbs, batteries, extension cords, kitchen supplies, basic electrical and plumbing maintenance tools to support facility self-sufficiency. 4.2.6 The following definitions illustrate merely a portion of the sanitation, janitorial, office, warehouse and household supplies that FEMS plans to acquire. The complete catalog of products under the Region 4 Education Service Center (ESC) contract #R240802 for Maintenance, Repair, and Operations (MRO) Supplies, Equipment, and Related Products and Services contract encompass all the essential products the Department may procure based on its forthcoming needs. CATEGORY DESCRIPTION Products designed to remove material or surface contaminants through friction or cutting action such as grinding wheels, sanding disks, flap discs, and polishing Adhesives, Sealants, and Includes bonding agents (e.g. construction adhesives, epoxies, cyanoacrylates, spray adhesives), sealants (e.g. silicone, polyurethane, caulks), and pressure sensitive Cutting Tools and Metal Tools for component fabrication, shaping, trimming, and finishing metal such as drill bits, end mills, taps, reamers, Electrical supplies including wiring, conduit, connectors, switches, fuses, lighting fixtures, and associated Electronic devices and power sources including cordless tool batteries, smoke detector batteries, handheld devices,
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Mechanical fastening hardware: bolts, nuts, washers, screws, anchors, rivets, clips, and similar items used for Hardware and Building General facility supplies including hinges, locks, brackets, shelving components, plumbing fittings, small carpentry supplies, and other misc. components needed Custodial products cleaners, disinfectants, floor care Removable absorbents such as wiping cloths, paper towels, shop rags, and microfiber pads used for cleaning Office and Breakroom Business and administrative consumables: copy paper, writing instruments, toner cartridges, kitchen disposables, Outdoor Products and Supplies designed for exterior use: outdoor lighting, landscape maintenance tools, safety signage, and weather Packaging and Shipping Packaging consumables include boxes, shrink wrap, foam padding, stretching film, labels, and mailroom Paints, primers, brushes, rollers, masking materials and protective coatings used for facility upkeep, surface Personal protective equipment and hazard control items: gloves, respirators, hearing protection, safety glasses, fall Subcategory of safety products focused on gloves and sleeves designed to protect against cuts, heat, chemicals, General hand tools, stationary equipment, and workshop tools used in facility maintenance and logistics Electrically powered tools that require direct AC power Battery powered tools (e.g. impact drivers, cordless 4.3 BACKGROUND The District of Columbia Fire and Medical Services Department’s mission is to preserve life and promote health and safety through excellent pre-hospital treatment and transportation, fire prevention, fire suppression and rescue activities and homeland security awareness. To enable seamless service delivery under dynamic and often unpredictable operational conditions, FEMS depends on a resilient logistics infrastructure that ensures the timely availability of mission-critical supplies and equipment. The Logistics Division is responsible for carrying out this mandate, supporting frontline
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personnel with essential goods to maintain hygienic living space, operational readiness, and safe working environments across all departmental locations. The Department provides these services via the operational readiness and emergency response protocols of more than forty-three (43) facilities located throughout the District of Columbia. These facilities function continuously, operating 24 hours a day, 365 days a year, necessitating dependable and consistent resources to ensure their upkeep and operational capability. To sustain functionality, safety, and continuity of service, these sites require reliable, uninterrupted access to a diverse range of essential supplies. The sanitation, janitorial, office, warehouse, and household supplies will be centrally stored and/or distributed among FEMS fire stations and designated administrative offices, training centers, and support warehouses within the District, facilitating efficient access and management. To support the continued supply chain needs and the rapid restock for sanitation, janitorial, office, warehouse, and household supplies across the FEMS facilities, the Department is requesting procurement approval to expand purchasing with Fastenal Company. Fastenal Company serves as a crucial contractor, possessing a robust infrastructure for the distribution of a diverse array of industrial and construction products, while also functioning as a logistics provider, technology partner, and expert consultant. Their distinctive service model is based on approximately 3,200 in-market locations, which include public branches and customer-specific onsite facilities, each offering tailored inventory solutions and dedicated personnel. By expanding purchasing with Fastenal Company, the Department will ensure uninterrupted service, better address FEMS’ requirements, and maintain the supply chain within the District, which is a vital consideration for the Department. 4.4 REQUIREMENTS The contractor shall provide the essential personnel, funding, logistics, and other resources to ensure the procurement and delivery of all the requested sanitation, janitorial, office, warehouse and household supplies and accessories to the D.C Fire and Emergency Medical Services Department (FEMS). 4.4.1 Kick-off Meeting 4.4.1.1 Within ten (10) days of contract award, the contractor shall attend a kickoff meeting with the designated Contract Administrator (CA) and other FEMS personnel to discuss the implementation phase. The contractor shall provide: a. An overview of the contractor’s organizational chart, roles and responsibilities within the context of this contract. b. An overview of the SOW requirements, timeline, deliverables, payment processes and other relevant factors.
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4.4.2 Contractor Responsibilities and Service Expectations 4.4.2.1 The contractor shall provide the essential personnel, funding, logistics, and other resources to ensure the procurement and delivery of all the requested sanitation, janitorial, office, warehouse and household supplies and accessories to the D.C Fire and Emergency Medical Services Department (FEMS) identified facilities uninterruptedly. 4.4.2.2 Consequently, the contractor shall possess the necessary technical capabilities and infrastructure to deliver all the products listed in the specified Region 4 Education Service Center (ESC) contract #R240802 for Maintenance, Repair, and Operations (MRO) Supplies, Equipment, and Related Products and Services catalog of products to FEMS throughout the entire performance period, in compliance with the technical instructions given by the Contract Administrator or their appointed representative. 4.4.3 Product Availability and Inventory Management 4.4.3.1 The contractor shall ensure real-time access to a comprehensive online product catalog aligned with the categories under section 6.2 and as noted under the complete catalog of products under the Region 4 Education Service Center (ESC) contract #R240802 for Maintenance, Repair, and Operations (MRO) Supplies, Equipment, and Related Products and Services. 4.4.3.2 The contractor shall proactively notify FEMS Logistics Division of discontinued, back-ordered, or low-stock items and provide suitable, pre-approved substitutions with equivalent performance and pricing. 4.4.4 Pricing and Contract Compliance 4.4.4.1 The contractor shall provide pricing that must adhere to the terms and conditions outlined in the Region 4 Education Service Center (ESC) contract #R240802 for Maintenance, Repair, and Operations (MRO) Supplies, Equipment, and Related Products and Services. 4.4.4.2 The contractor shall provide deviations or proposed updates to product pricing must be communicated in writing and approved by the District Office of Contracting and Procurement prior to order fulfillment. 4.4.4.3 The contractor shall not incorporate any additional freight, service, or handling charges outside of contract terms unless specifically preauthorized by FEMS. 4.4.5 Order Processing and Fulfillment Procedures 4.4.5.1 The contractor shall receive orders placed by authorized FEMS Logistics personnel via the contractor’s designated online ordering portal or direct account representative. 4.4.5.2 The contractor shall provide each order and must generate a corresponding confirmation email with tracking details and estimated delivery date. 4.4.5.3 The contractor shall provide itemized digital packing slips and invoices, with SKU numbers, item descriptions, quantities, and contract pricing per line item.
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4.4.6 Delivery and Distribution Requirements 4.4.6.1 The contractor shall make all of the deliveries to the FEMS Logistics Warehouse as directed by the designated CA. 4.4.6.2 The contractor shall provide inside delivery (not curbside drop-off) and coordinate with designated site contacts to ensure proper receipt and verification of goods. 4.4.6.3 The contractor shall provide routine deliveries shall occur Monday–Friday between 8:00 AM and 3:00 PM EST, unless otherwise arranged. 4.4.6.4 The contractor shall provide emergency delivery service which will be available upon request, including weekend and/or after-hours response when operationally required. 4.4.7 Product Quality and Substitution Protocols 4.4.7.1 The Contractor shall provide new, commercial-grade, and free from manufacturing defects. Substitutions must be pre-approved and supported by Safety Data Sheets (SDS) and/or technical specifications upon request. 4.4.7.2 FEMS reserves the right to reject any substituted or defective items and require immediate corrective delivery. 4.4.8 Returns, Exchanges, and Credits 4.4.8.1 The contractor shall maintain a no-penalty return policy for incorrectly shipped items, overages, or damaged goods. 4.4.8.2 The contractor shall pick up returned items within five (5) business days of notification, and full credit must be issued within ten (10) business days. 4.4.9 Reporting and Usage Data 4.4.9.1 The contractor shall provide monthly and quarterly purchasing reports organized by category, quantity, and location. 4.4.9.2 The contractor shall provide reports that must include invoice numbers, order dates, item descriptions, and total expenditure per site. 4.4.9.3 The contractor shall provide forecasting and usage of trend data to inform future procurement planning upon request of the Contract Administrator. 4.4.10 Account Management and Communication 4.4.10.1 The contractor shall assign a dedicated account manager to serve as the primary liaison for FEMS. 4.4.10.2 The contractor shall conduct quarterly review meetings with the FEMS
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Logistics Division to evaluate performance, resolve issues, and align on future needs. 4.4.10.3 The contractor shall provide timely updates on product innovations and safety enhancements, and emerging solutions relevant to FEMS operations. 5. TERM OF TASK ORDER The term of the contract shall be for a period of 12 months from the date of the Letter Contract CW127044. The letter contract will merge with the definitized contract upon receipt of Council approval. 6. OPTION TO EXTEND THE TERM OF THE TASK ORDER 6.1 The District may extend the term of this task order for a period of one (1) option period or successive fractions thereof, by written notice to the contractor before the expiration of the contract; provided that the District will give the contractor preliminary written notice of its intent to extend at least thirty (30) days before the task order expires. The preliminary notice does not commit the District to an extension. The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the task order. 6.2 If the District exercises this option, the extended task order shall be considered to include this option provision. 6.3 The price for the option period(s) shall be as specified in Section 3 of the task order. 6.4 The total duration of this task order, including the exercise of any options under this clause, shall not exceed two years. 7. DELIVERABLES The Contractor shall perform the activities required to successfully complete the District’s requirements and submit each deliverable to the Contract Administrator identified in section 10 in accordance with the following: Deliverable Quantity Format Due Date Kickoff Meeting 1 Virtual Within 10 days of the date of award Transition Plan 1 Digital PDF 30 days after Contract award. Itemized Billing System Integration Report 1 Digital PDF At the request of the CA. Monthly Supply Utilization Reports 1 Digital PDF To Begin 30 days after the first Purchase Order. Consumption Reduction Analysis 1 Digital PDF At the request of the CA.
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Training Session for FEMS Staff 1 Digital PDF At the request of the CA. Performance Review and Adjustment Report 1 Digital PDF At the request of the CA. Automated Supply Distribution System Deployment Plan 1 Digital PDF To Begin 30 days after the first Purchase Order. 8. CONTRACTING OFFICER (CO) Contracts may be entered into and signed on behalf of the District Government only by Contracting Officers. The name, address and telephone number of the Contracting Officer for this task order is: Lorena Marko Contracting Officer Public Safety & Justice Cluster District of Columbia 441 4th St NW, Suite 313S Washington, DC 20001 Email: lorena.marko@dc.gov 9. AUTHORIZED CHANGES BY THE CONTRACTING OFFICER 9.1 The CO is the only person authorized to approve changes in any of the requirements of this task order. 9.2 The Contractor shall not comply with any order, directive or request that changes or modifies the requirements of this task order, unless issued in writing and signed by the CO. 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. 10. CONTRACT ADMINISTRATOR (CA) 10.1 The CA is responsible for general administration of the contract and advising the CO as to the Contractor’s compliance or noncompliance with the contract. The CA has the responsibility of ensuring the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in the contract. These include: 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; 10.1.2Coordinating site entry for Contractor personnel, if applicable;
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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; 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 10.1.5 Maintaining a file that includes all contract correspondence, modifications, records of inspections (site, data, equipment) and invoice or vouchers. 10.1.6 The address and telephone number of the CA is: Derek J. Hopkins, Deputy Fire Chief, Logistics Division Fire and Emergency Medical Services 3170 V Street N.E. Washington, D.C., 20018 Email: derek.hopkins@dc.gov 10.2 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. 10.3 The Contractor will be fully responsible for any changes not authorized in advance, in writing, by the CO; may be denied compensation or other relief for any additional work performed that is not so authorized; and may also be required, at no additional cost to the District, to take all corrective action necessitated by reason of the unauthorized changes. 11. ORDERING CLAUSE 11.1 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 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 11.3 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
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12. INVOICE SUBMITTAL The Contractor shall create and submit payment requests in an electronic format through the DC Vendor Portal, https://vendorportal.dc.gov The Contractor shall submit proper invoices on a monthly basis or as otherwise specified. To constitute a proper invoice, the Contractor shall enter all required information into the Portal after selecting the applicable purchase order number which is listed on the Contractor’s profile. 13. INVOICE PAYMENT 13.1 The District will make payments in accordance with the terms of the contract upon the submission of proper invoices or vouchers less any discounts, allowances or adjustments provided for in this task order. 13.2 The District will pay the Contractor on or before the 30th day after receiving a proper invoice from the Contractor. 14. PAYMENT 14.1 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 task order agreement. 14.2 30 days after 15. 16. 17. INSURANCE REQUIREMENTS A. GENERAL REQUIREMENTS. The Contractor at its sole expense shall procure and maintain, during the entire period of performance under this contract, the types of insurance specified below. The Contractor shall submit a Certificate of Insurance to the Contracting Officer (CO) giving evidence of the required coverage prior to commencing performance under this contract. In no event shall any work be performed until the required Certificates of Insurance signed by an authorized representative of the insurer(s) have been provided to, and accepted by, the CO. If the Contractor and/or its subcontractors maintain broader coverage and/or higher limits than the minimums shown below, the District requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor and subcontractors.
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B. INSURANCE REQUIREMENTS 1. Commercial General Liability Insurance (“CGL”) - The Contractor shall provide evidence satisfactory to the CO with respect to the services performed that it carries a CGL policy, written on an occurrence (not claims-made) basis, on Insurance Services Office, Inc. (“ISO”) form CG 00 01 04 13 (or another occurrence-based form with coverage at least as broad and approved by the CO in writing), covering liability for all ongoing and completed operations of the Contractor and under all subcontracts, covering claims for bodily injury, including without limitation sickness, disease or death and mental anguish of any persons, broad form property damage, including loss of use resulting therefrom, personal and advertising injury, and including coverage for liability arising out of an Insured Contract (including the tort liability of another assumed in a contract) and certified 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, $2,000,000 general aggregate, $2,000,000 products and completed operations aggregate, and $1,000,000 personal and advertising injury aggregate limit. 2. Automobile Liability Insurance - The Contractor shall provide evidence satisfactory to the CO of commercial (business) automobile liability insurance written on ISO form CA 00 01 10 13 (or another form with coverage at least as broad and approved by the CO in writing) including coverage for all owned, hired, borrowed and non-owned vehicles and equipment used by the Contractor in connection with work under this agreement, with a minimum combined single limit of $1,000,000. Such policy or policies of automobile liability insurance shall be written on an "occurrence" (as opposed to a "claims made") basis. 3. Workers’ Compensation Insurance - The Contractor shall provide evidence satisfactory to the CO of Workers’ Compensation insurance in accordance with the statutory mandates of the District of Columbia or the jurisdiction in which the contract is performed. Employer’s Liability Insurance - The Contractor shall provide evidence satisfactory to the CO of employer’s liability insurance as follows: $500,000 per accident for injury; $500,000 per employee for disease; and $500,000 for policy disease limit. The Workers Compensation and Employers Liability shall be further endorsed to: a) Include a Waiver of Subrogation in favor of The Government of the District of Columbia. b) Where applicable, include United States Longshore and Harbor Workers Compensation Act (USL&H) c) Where applicable, include Jones Act Coverage for seamen or crew members on an “if any” basis. 4. Network Security/Privacy (Cyber) Liability Insurance - 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), negligence or breach of
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duty to use reasonable care, breach of any duty of confidentiality, negligent transmission of computer virus, or use of computer networks in connection with denial of service attacks. Such coverage shall include regulatory defense and fines/penalties in any jurisdiction anywhere in the world. Such coverage shall include contractual privacy coverage for data breach response and crisis management costs that would be incurred by Contractor on behalf of The Government of the District of Columbia in the event of a data breach including legal and forensic expenses, notification costs, credit monitoring costs, and costs to operate a call center. Contractor shall maintain coverage in force during the term of this Agreement and for an extended reporting period of not less than two (2) years after. 5. Commercial Umbrella or Excess Liability - The Contractor shall provide evidence satisfactory to the CO of commercial umbrella with minimum limits of $5,000,000 per occurrence and $5,000,000 in the annual aggregate. Coverage must excess of required commercial general liability, commercial auto liability, and employers’ liability. 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. C. SUBCONTRACTOR INSURANCE REQUIREMENTS Any and all subcontractors engaged by Contractor for work under this agreement shall be required to have the same insured required of Contractor. Should the Contractor wish to propose different insurance requirements for the subcontractor than the ones outlined in the Contract, then, prior to commencement of work by the subcontractor, the Contractor shall submit in writing the name and brief description of work to be performed by the subcontractor to the CO. The CO will promptly provide in writing to the Contractor with a decision regarding the insurance requirements applicable to the subcontractor. When requested by the CO, the Contractor must provide proof of the subcontractor's required insurance prior to commencement of work by the subcontractor. D. PRIMARY AND NONCONTRIBUTORY INSURANCE The insurance required herein shall be primary to and will not seek contribution from any other insurance, reinsurance or self-insurance including any deductible or retention, maintained by the Government of the District of Columbia. E. DURATION. The Contractor shall carry all required insurance until all contract work is accepted by The Government of the District of Columbia and shall carry listed coverages for ten years for construction projects following final acceptance of the work performed under this contract and two years for non-construction related contracts. F. LIABILITY. These are the required minimum insurance requirements established by The Government of the District of Columbia. However, it is understood that The Government of the District of Columbia does not in any way represent that the insurance or the limits of insurance specified herein are sufficient or adequate to protect your interests or liabilities and will not in any way limit the contractor’s liability under this contract.
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G. CONTRACTOR’S PROPERTY. Contractor and subcontractors are solely responsible for any loss or damage to their personal property, including but not limited to tools and equipment, scaffolding, and temporary structures, rented machinery, or owned and leased equipment. A waiver of subrogation shall apply in favor of The Government of the District of Columbia. H. MEASURE OF PAYMENT. The Government of the District of Columbia shall not make any separate measures or payment for the cost of insurance and bonds. The Contractor shall include all the costs of insurance and bonds in the contract price. I. NOTIFICATION. The Contractor shall ensure that all policies provide that the CO shall be given thirty (30) days prior written notice in the event of cancellation, non-renewal, or material changes to the extent such cancellation or material changes results in Contractor no long complying with the above requirements. The Contractor shall provide the CO with ten (10) days’ prior written notice in the event of non-payment of premium. The Contractor will also provide the CO with an updated Certificate of Insurance should its insurance coverages renew during the contract. The Government of the District of Columbia may reasonably change the above insurance coverage requirements during the Term by giving Contractor at least 30 days’ notice of the change. Contractor must comply, at your expense, and deliver to the CO evidence of compliance before the change becomes effective. 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. 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 mailed to the attention of: Lorena Marko Contracting Officer Public Safety & Justice Cluster District of Columbia 441 4th St NW, Suite 313S Washington, DC 20001 Email: lorena.marko@dc.gov The CO may request, and the Contractor shall promptly deliver updated certificates of insurance, endorsements indicating the required coverages, and/or certified copies of the insurance policies. If the insurance initially obtained by the Contractor expires prior to completion of the contract, renewal certificates of insurance and additional insured and other endorsements shall be furnished to the CO prior to the date of expiration of all such initial insurance. For all coverage required to be maintained after completion, an additional certificate of insurance evidencing such coverage shall be submitted to the CO on an annual basis as the coverage is renewed (or replaced).
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K. DISCLOSURE OF INFORMATION. The Contractor agrees that The Government of the District of Columbia may disclose the name and contact information of its insurers to any third party which presents a claim against The Government of the District of Columbia for any damages or claims resulting from or arising out of work performed by the Contractor, its agents, employees, servants or subcontractors in the performance of this contract. L. CARRIER RATINGS. All Contractor’s and its subcontractors’ insurance required in connection with this contract shall be written by insurance companies with an A.M. Best Insurance Guide rating of at least A- VII or better (or the equivalent by any other rating agency) and licensed in the District of Columbia. M. WARRANTIES. When applicable, the Contractor should be named as an additional insured on the applicable manufacturer’s/distributer’s Commercial General Liability policy using Insurance Services Office, Inc. (“ISO”) form CG 20 15 04 13 (or another occurrence-based form with coverage at least as broad). CO should collect, review for accuracy, and maintain all warranties for goods and services. 18. ORDER OF PRECEDENCE A conflict in language shall be resolved by giving precedence to the document in the highest order of priority that contains language addressing the issue in question. The following documents are incorporated into the contract by reference and made a part of the contract in the following order of precedence: (1) An applicable Court Order, if any (2) This Task Order (3) Standard Contract Provisions Government of the District of Columbia Standard Contract Provisions for Use with Supplies and Services Contracts (July 2010), available at www.ocp.dc.gov (click on “Solicitation Attachments”). (4) Contract attachments other than the Standard Contract Provisions (5) Region 4 Education Service Center (ESC) contract #R240802 for Maintenance, Repair, and Operations Supplies, Equipment, and Related Products and Services cooperative agreement under Omnia Partners. (6) Fastenal Quote – POS Quote #55095.
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GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of Contracting and Procurement

September 12, 2025

Mr. Scott Bailey
SR VP of Sales
Fastenal Company
2001 Theurer Blvd
Winona, MN 55987

Subject: Letter Contract No: CW127044

Caption: FEMS Sanitation, Janitorial, Office, Warehouse and Household Supplies
Dear Mr. Bailey,
1. This is a letter contract between the District of Columbia (“District”) Fastenal Company
(“Contractor”), wherein the Contractor agrees to perform the services set forth in
Attachment A.

2. This is an Indefinite Quantity Contract to procure sanitation, janitorial, office, warehouse
and household supplies to support the effective operation of over forty-three (43)
facilities throughout the District of Columbia, as set forth in Attachment A and
Attachment B. The supplies will be centrally stored and distributed across FEMS’ fire
stations and designated facilities within the District, enabling efficient access and
management. This initiative aims to meet the logistical demands of maintaining facilities
and providing the essential resources necessary for continuous service delivery across the
Department.

3. The District intends to definitize this letter contract within 90 days of the date of the
award of this letter contract at which time this letter contract shall merge with the
definitized contract. Before the expiration of the 90 days, the contracting officer may
authorize an additional period in accordance with section 2425.9 of the Procurement
Regulations, 27 DCMR 2425.9, 35 DCR 1568 (February 26, 1988). If the District does
not definitize this letter contract within 90 days of the date of the award of this letter
contract or any extensions thereof, this letter contract shall expire. In the event of the
expiration of this letter contract, the District shall pay the contractor for the services
performed under this letter contract in an amount not-to-exceed $800,000 from
September 12, 2025, through December 11, 2025. In no event shall the amount paid
under this letter contract, or any extensions thereof, exceed 50% of the total definitized
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contract amount.
4. The duration of the definitized contract shall be one year from the date of award of the
letter contract. The District shall pay the Contractor for the services performed during the
duration of the definitized contract, not-to-exceed $1,600,000.

5. The Contractor shall perform under this letter contract pursuant to the terms of the
following documents that are hereby incorporated by reference and made a part of this
contract, which in the event of a conflict shall be resolved by giving precedence in the
order of priority listed below:

(a) Letter Contract CW127044
(b) The Scope of Work – Attachment A.
(c) The Pricing Schedule – Attachment B.
(d) Government of the District of Columbia Standard Contract Provisions for Use with
Supplies and Services Contracts (July 2010), available at www.ocp.dc.gov (click
on “Solicitation Attachments”).
(e) Region 4 Education Service Center (ESC) contract #R240802 for Maintenance,
Repair, and Operations (MRO) Supplies, Equipment, and Related Products and
Services.

PAGE INTENTIONALLY LEFT BLANK
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This letter contract shall be subject to the following:

a) Appropriation of funds.

b) The approval by the Council of the District of Columbia, in accordance with D.C.
Official Code, §2-352.02, if this letter contract is of a value in excess of one million
dollars. However, if this letter contract is not in excess of one million dollars, but the
value of the subsequent definitized contract, (which includes the value of this letter
contract) is in excess of one million dollars, the definitized contract must be approved by
the Council in accordance with D.C. Official Code, §2-352.02. If the Council
disapproves the subsequent definitized contract, all performance under the letter contract
shall terminate and the liability of the District shall be limited to the amount set forth in
provision number 3, above, of the letter contract.

Signatures:

Fastenal Company

Sep 12, 2025
By: Date:
Scott Bailey
SR VP of Sales
Fastenal Company
District of Columbia
Sep 12, 2025
By: Date:
Lorena Marko
Contracting Officer
Public Safety & Justice Cluster
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ATTACHMENT A -
STATEMENT OF WORK
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C.1 SCOPE

The District of Columbia Fire and Emergency Medical Services (FEMS) Logistics
Division seeks to acquire sanitation, janitorial, office, warehouse and household supplies
to support the effective operation of over forty-three (43) facilities throughout the
District of Columbia. These facilities operate around the clock, 24 hours a day, 365 days
a year, requiring reliable and consistent resources to ensure their maintenance and
functionality. The supplies will be centrally stored and/or distributed across FEMS fire
stations and designated administrative offices, training centers, and support warehouses
within the District, enabling efficient access and management. This initiative aims to
meet the logistical demands of maintaining facilities and providing the essential
resources necessary for continuous service delivery across the Department.

C.2 APPLICABLE DOCUMENTS

Not applicable.

C.3 DEFINITIONS

The scope of procurement includes, but is not limited to, the following categories:

C.3.1 Sanitation Supplies: Disinfectants, hand sanitizers, mop buckets, floor cleaners,
soap dispensers, and other infection control agents essential for maintaining
public health compliance and personnel safety.
C.3.2 Janitorial Equipment and Consumables: Brooms, mops, liners, cleaning agents,
floor scrubbers, vacuums, and general custodial supplies necessary for daily
upkeep of stations and shared spaces.

C.3.3 Office Supplies: Basic to advanced clerical supplies including copy paper, pens,
toner cartridges, desk organizers, and mailroom consumables required for
administrative operations.

C.3.4 Warehouse and Industrial Supplies: Tools, fasteners, bins, shelving, ladders, and
safety markers required to organize and maintain operational supply depots.
C.3.5 Household and Facility Maintenance Items: Light bulbs, batteries, extension
cords, kitchen supplies, basic electrical and plumbing maintenance tools to
support facility self-sufficiency.

C.3.6 The following definitions illustrate merely a portion of the sanitation, janitorial,
office, warehouse and household supplies that FEMS plans to acquire. The
complete catalog of products under the Region 4 Education Service Center (ESC)
contract #R240802 for Maintenance, Repair, and Operations (MRO) Supplies,
Equipment, and Related Products and Services contract encompasses all the
essential products the Department may procure based on its forthcoming needs.
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CATEGORY DESCRIPTION

Abrasives
Products designed to remove material or surface
contaminants through friction or cutting action such as
grinding wheels, sanding disks, flap discs, and polishing
pads.

Adhesives,
Sealants, and Tape
Includes bonding agents (e.g. construction adhesives,
epoxies, cyanoacrylates, spray adhesives), sealants (e.g.
silicone, polyurethane, caulks), and pressure sensitive
tapes.
Cutting Tools and
Metal Working
Tools for component fabrication, shaping, trimming, and
finishing metal such as drill bits, end mills, taps, reamers,
and related consumables.

Electrical
Electrical supplies including wiring, conduit, connectors,
switches, fuses, lighting fixtures, and associated
components
Electronics and
Batteries
Electronic devices and power sources including cordless
tool batteries, smoke detector batteries, handheld devices,
and related power management supplies.

Fasteners
Mechanical fastening hardware: bolts, nuts, washers,
screws, anchors, rivets, clips, and similar items used for
structural assembly and general repair.

Hardware and
Building Supplies
General facility supplies including hinges, locks, brackets,
shelving components, plumbing fittings, small carpentry
supplies, and other misc. components needed for building
maintenance.
Janitorial and
Cleaning
Custodial products cleaners, disinfectants, floor care
chemicals, mop heads, cleaning tools, squeegees.
Trash Cans and
Liners Waste receptacles and compatible liners.
Wipers, Towels,
and Rags
Removable absorbents such as wiping cloths, paper
towels, shop rags, and microfiber pads used for cleaning
surfaces, tools, and spills.
Office and
Breakroom
Supplies
Business and administrative consumables: copy paper,
writing instruments, toner cartridges, kitchen disposables,
coffee supplies, and related items
Outdoor Products
and Equipment
Supplies designed for exterior use: outdoor lighting,
landscape maintenance tools, safety signage, and weather
resistant facility accessories.
Packaging and
Shipping Products
Packaging consumables include boxes, shrink wrap, foam
padding, stretching film, labels, and mailroom supplies for
internal and external logistics support.
Paint and Painting
Supplies
Paints, primers, brushes, rollers, masking materials and
protective coatings used for facility upkeep, surface
restoration, and marking tasks.
7

Safety
Personal protective equipment and hazard control items:
gloves, respirators, hearing protection, safety glasses, fall
protection gear, signage, and first aid kits.
Hand and Arm
Protection
Subcategory of safety products focused on gloves and
sleeves designed to protect against cuts, heat, chemicals,
and pathogens.
Tools and
Equipment
General hand tools, stationary equipment, and workshop
tools used in facility maintenance and logistics
operations.
Corded Power
Tools
Electrically powered tools that require direct AC power
(e.g. drills, saws, buffers)
Cordless Power
Tools
Battery powered tools (e.g. impact drivers, cordless drills,
battery saws)

C.4 BACKGROUND

The District of Columbia Fire and Medical Services Department’s mission is to preserve
life and promote health and safety through excellent pre-hospital treatment and
transportation, fire prevention, fire suppression and rescue activities and homeland
security awareness. To enable seamless service delivery under dynamic and often
unpredictable operational conditions, FEMS depends on a resilient logistics
infrastructure that ensures the timely availability of mission-critical supplies and
equipment. The Logistics Division is responsible for carrying out this mandate,
supporting frontline personnel with essential goods to maintain hygienic living space,
operational readiness, and safe working environments across all departmental locations.
The Department provides these services via the operational readiness and emergency
response protocols of more than forty-three (43) facilities located throughout the District
of Columbia. These facilities function continuously, operating 24 hours a day, 365 days
a year, necessitating dependable and consistent resources to ensure their upkeep and
operational capability. To sustain functionality, safety, and continuity of service, these
sites require reliable, uninterrupted access to a diverse range of essential supplies. The
sanitation, janitorial, office, warehouse, and household supplies will be centrally stored
and/or distributed among FEMS fire stations and designated administrative offices,
training centers, and support warehouses within the District, facilitating efficient access
and management.

To support the continued supply chain needs and the rapid restock for sanitation,
janitorial, office, warehouse, and household supplies across the FEMS facilities, the
Department is requesting procurement approval to expand purchasing with Fastenal
Company. Fastenal Company serves as a crucial contractor, possessing a robust
infrastructure for the distribution of a diverse array of industrial and construction
products, while also functioning as a logistics provider, technology partner, and expert
consultant. Their distinctive service model is based on approximately 3,200 in-market
locations, which include public branches and customer-specific onsite facilities, each
offering tailored inventory solutions and dedicated personnel. By expanding purchasing
8
with Fastenal Company, the Department will ensure uninterrupted service, better address
FEMS’ requirements, and maintain the supply chain within the District, which is a vital
consideration for the Department.

C.5 REQUIREMENTS

The contractor shall provide the essential personnel, funding, logistics, and other
resources to ensure the procurement and delivery of all the requested sanitation,
janitorial, office, warehouse and household supplies and accessories to the D.C Fire and
Emergency Medical Services Department (FEMS).

C.5.1 Kick-off Meeting

C.5.1.1 Within ten (10) days of contract award, the contractor shall attend a kickoff
meeting with the designated Contract Administrator (CA) and other FEMS
personnel to discuss the implementation phase. The contractor shall provide:
a. An overview of the contractor’s organizational chart, roles and
responsibilities within the context of this contract.
b. An overview of the SOW requirements, timeline, deliverables, payment
processes and other relevant factors.

C.5.2 Contractor Responsibilities and Service Expectations
C.5.2.1 The contractor shall provide the essential personnel, funding, logistics, and other
resources to ensure the procurement and delivery of all the requested sanitation,
janitorial, office, warehouse and household supplies and accessories to the D.C
Fire and Emergency Medical Services Department (FEMS) identified facilities
uninterruptedly.
C.5.2.2 Consequently, the contractor shall possess the necessary technical capabilities
and infrastructure to deliver all the products listed in the specified Region 4
Education Service Center (ESC) contract #R240802 for Maintenance, Repair, and
Operations (MRO) Supplies, Equipment, and Related Products and Services
catalog of products to FEMS throughout the entire performance period, in
compliance with the technical instructions given by the Contract Administrator or
their appointed representative.

C.5.3 Product Availability and Inventory Management

C.5.3.1 The contractor shall ensure real-time access to a comprehensive online product
catalog aligned with the categories under section 6.2 and as noted under the
complete catalog of products under the Region 4 Education Service Center (ESC)
contract #R240802 for Maintenance, Repair, and Operations (MRO) Supplies,
Equipment, and Related Products and Services.
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C.5.3.2 The contractor shall proactively notify FEMS Logistics Division of discontinued,
back-ordered, or low-stock items and provide suitable, pre-approved substitutions
with equivalent performance and pricing.

C.5.4 Pricing and Contract Compliance

C.5.4.1 The contractor shall provide pricing that must adhere to the terms and conditions
outlined in the Region 4 Education Service Center (ESC) contract #R240802 for
Maintenance, Repair, and Operations (MRO) Supplies, Equipment, and Related
Products and Services.

C.5.4.2 The contractor shall provide deviations or proposed updates to product pricing
must be communicated in writing and approved by the District Office of
Contracting and Procurement prior to order fulfillment.

C.5.4.3 The contractor shall not incorporate any additional freight, service, or handling
charges outside of contract terms unless specifically preauthorized by FEMS.

C.5.5 Order Processing and Fulfillment Procedures

C.5.5.1 The contractor shall receive orders placed by authorized FEMS Logistics
personnel via the contractor’s designated online ordering portal or direct account
representative.
C.5.5.2 The contractor shall provide each order and must generate a corresponding
confirmation email with tracking details and estimated delivery date.
C.5.5.3 The contractor shall provide itemized digital packing slips and invoices, with SKU
numbers, item descriptions, quantities, and contract pricing per line item.

C.5.6 Delivery and Distribution Requirements

C.5.6.1 The contractor shall make all of the deliveries to the FEMS Logistics Warehouse
as directed by the designated CA.
C.5.6.2 The contractor shall provide inside delivery (not curbside drop-off) and coordinate
with designated site contacts to ensure proper receipt and verification of goods.
C.5.6.3 The contractor shall provide routine deliveries shall occur Monday–Friday
between 8:00 AM and 3:00 PM EST, unless otherwise arranged.

C.5.6.4 The contractor shall provide emergency delivery service which will be available
upon request, including weekend and/or after-hours response when operationally
required.
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C.5.7 Product Quality and Substitution Protocols

C.5.7.1 The Contractor shall provide new, commercial-grade, and free from
manufacturing defects. Substitutions must be pre-approved and supported by
Safety Data Sheets (SDS) and/or technical specifications upon request.

C.5.7.2 FEMS reserves the right to reject any substituted or defective items and require
immediate corrective delivery.

C.5.8 Returns, Exchanges, and Credits

C.5.8.1 The contractor shall maintain a no-penalty return policy for incorrectly shipped
items, overages, or damaged goods.

C.5.8.2 The contractor shall pick up returned items within five (5) business days of
notification, and full credit must be issued within ten (10) business days.

C.5.9 Reporting and Usage Data

C.5.9.1 The contractor shall provide monthly and quarterly purchasing reports organized
by category, quantity, and location.

C.5.9.2 The contractor shall provide reports that must include invoice numbers, order
dates, item descriptions, and total expenditure per site.
C.5.9.3 The contractor shall provide forecasting and usage of trend data to inform future
procurement planning upon request of the Contract Administrator.

C.5.10 Account Management and Communication

C.5.10.1 The contractor shall assign a dedicated account manager to serve as the primary
liaison for FEMS.
C.5.10.2 The contractor shall conduct quarterly review meetings with the FEMS
Logistics Division to evaluate performance, resolve issues, and align on future
needs.
C.5.10.3 The contractor shall provide timely updates on product innovations and safety
enhancements, and emerging solutions relevant to FEMS operations.
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ATTACHMENT B –
PRICING SCHEDULE
12

The pricing schedule outlined below for the base period and subsequent options is structured to
effectively respond to FEMS’s sanitation, janitorial, office, warehouse and household supplies
needs across the designated facilities by providing a procurement avenue to the complete catalog
of products specified under the Region 4 Education Service Center (ESC) contract #R240802
for Maintenance, Repair, and Operations (MRO) Supplies, Equipment, and Related Products and
Services catalog of products.
BASE YEAR

Contract Line
Item No. (CLIN) Item Description Total Estimated
Price
0001
Sanitation, Janitorial, Office, Warehouse and
Household Supplies and Accessories
(Based on the catalog of products under the
Region 4 Education Service Center (ESC) contract
#R240802 for Maintenance, Repair, and Operations
(MRO) Supplies, Equipment, and Related Products
and Services)

$1,600,000
Base Year Not-To-Exceed Total $1,600,000

OPTION YEAR ONE

Contract Line
Item No. (CLIN) Item Description Total Estimated
Price
1001
Sanitation, Janitorial, Office, Warehouse and
Household Supplies and Accessories
(Based on the catalog of products under the
Region 4 Education Service Center (ESC) contract
#R240802 for Maintenance, Repair, and Operations
(MRO) Supplies, Equipment, and Related Products
and Services)

$1,600,000
Option Year One Not-To-Exceed Total $1,600,000

OPTION YEAR TWO

Contract Line
Item No. (CLIN) Item Description Total Estimated
Price
13

2001
Sanitation, Janitorial, Office, Warehouse and
Household Supplies and Accessories

(Based on the catalog of products under the
Region 4 Education Service Center (ESC) contract
#R240802 for Maintenance, Repair, and Operations
(MRO) Supplies, Equipment, and Related Products
and Services)

$1,600,000
Option Year Two Not-To-Exceed Total $1,600,000

OPTION YEAR THREE

Contract Line
Item No. (CLIN) Item Description Total Estimated
Price
3001
Sanitation, Janitorial, Office, Warehouse and
Household Supplies and Accessories
(Based on the catalog of products under the
Region 4 Education Service Center (ESC) contract
#R240802 for Maintenance, Repair, and Operations
(MRO) Supplies, Equipment, and Related Products
and Services)

$1,600,000
Option Year Three Not-To-Exceed Total $1,600,000