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1
GOVERNMENT OF THE DISTRICT OF COLUMBIA
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
(Definitized Contract)
(A) Contract Number: DCPL-2026-C-0011
Proposed Contractor: Vision Security Solutions, LLC
Proposed Contractor’s Principals: Jacques Roelofse
Contract Amount: $1,490,130
Unit and Method of Compensation: Price per room
Term of Contract: Date of Award through November 30, 2026
Type of Contract: Firm Fixed-price
Source Selection Method: Request for Proposals
(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:
Not applicable
(C) The date on which the letter contract or emergency contract was executed:
April 30, 2026
(D) The number of times the letter contract or emergency contract has been extended:
Zero
2
(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:
$970,277
(F) A description of any other contracts the proposed contractor is currently seeking or holds with
the District.:
Vision Security Solutions, LLC currently holds the following contracts with the District: 1) Contract
No. GAGA-2023-I-0312 with DCPS wherein Vision maintains all CCTV systems across 150 schools
(10,000+ cameras and 170 servers); hardware replacements and upgrades as needed; manage and
furnish all footage video requests in the amount of $1.9M for FY26; and 2) Contract No. GAGA-
2026-C-0024 with DCPS wherein Vision maintains all door phones systems across 150 schools for
$128,000 for FY26.
(G) The goods or services to be provided, the methods of deli vering goods or services, and any
significant program changes reflected in the proposed contract:
Under the proposed contract, the Contractor shall provide and install audiovisual and video
teleconferencing (AV/VTC) solution in 19 DC public libraries. The solution will be integrated with
Zoom services, enabling library patrons to easily book and schedule conference rooms and participate
in Zoom meetings and virtual events throughout the DC area. This project is funded by ARPA Capital
Project Funds (CPF).
(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:
Request for Proposals ( RFP) No. DCPL -2026-R-0011 was issued on December 15, 2025, in a set -
aside market. The District intends to award a single contract from this solicitation to the responsible
Contractor whose offer conforming to the solicitation shall be most advantageous to the District, cost
or price, technical, and other factors specified elsewhere in the RFP considered.
The RFP was posted in the DCPL website and was advertised in the Washington Post the following
day. S ubsequently, DCPL notified DSLBD about this busine ss opportunity for small business
enterprises.
Three (3) amendments were issued as follows:
➢ Amendment No. 1 was issued on January 14, 2026, to provide the site visits sign -in sheets and
to replace Section M.1 to read “DCPL reserves the right to award o ne (1) or more contracts to
responsible offerors whose offers are most advantageous to the District based upon the
evaluation criteria outlined in this solicitation”.
➢ Amendment No. 2 was issued on January 20, 2026, to provide blueprints for the 19 DC libraries
and to revise the Form of Offer Letter.
3
➢ Amendment No. 3 was issued on January 26, 2026, to provide responses to vendors’ questions
and to extend the closing date through February 6, 2026.
On the closing date, the five (5) offerors listed below responded to the RFP. However, one of
the offerors is deemed non -responsive for failing to submit a completed Form of Offer Letter.
A non-responsive letter was sent to E -Logic, Inc. on February 9, 2026.
1) Kovais Innovative Solutions, LLC
2) Capital Sprints, LLC
3) Vision Security Solutions, LLC
4) Advanced Network Consulting, Inc.
5) E-Logic, Inc. – non-responsive
The DCPL Office of Procurement sent the Confidentiality Agreement, Disclosure form,
Evaluation Plan, Scoresheets, and the four (4) technical proposals to t he pre-selected members
of the Technical Evaluation Panel (TEP) namely Tanzi West -Barbour, Glenn Cobb, Jonathan
Banks, Lami Aromire and Daniel Chapman. No conflict of interest was found among the TEP
members.
The TEP was instructed to review the technica l proposals in accordance with the Technical
Rating Scale outlined in Section M.2 of the RFP.
Numeric Rating Adjective Description
0 Unacceptable Fails to meet minimum requirements; e.g., no
demonstrated capacity, major deficiencies which are not
correctable; offeror did not address the factor.
1 Poor Marginally meets minimum requirements; major
deficiencies which may be correctable.
2 Minimally
Acceptable
Marginally meets minimum requirements; minor
deficiencies which may be correctable.
3 Acceptable Meets requirements; no deficiencies.
4 Good Meets requirements and exceeds some requirements; no
deficiencies.
5 Excellent Exceeds most, if not all requirements; no deficiencies.
The proposals shall be evaluated based on the following evaluation factors:
➢ Technical – 1) Technical Approach 30 points
2) Relevant Experience and Past Performance 30 points
3) Key Personnel 10 points
➢ Price – using the following formula: 30 points
Lowest Price Proposal
--------------------------------------- X 30
Price Proposal being Evaluated
4
➢ CBE Preference Points pursuant to
Section M.5 of the RFP 12 points
Total Maximum Points 112 points
On February 18, 2026, Daniel Chapman, a TEP member, notified the Office of Procurement
that he will not be able to participate in the consensus meeting due to conflict in schedule. Due
to tight schedule, the consensus meeting will not be able to move on a later date therefore,
Daniel Chapman was officially removed from the panel. He was instructed to surrender all
evaluations and notes he had as of date.
On February 19, 2026, all scoresheets were received from the four TEP members. Then on
February 24, 2026, the Lead Contract Specialist and the TEP members held a consensus
meeting to allow members to discuss their independently evaluated rating and to formulate its
collective conclusion and decide on final consens us rating for each evaluation factor per
technical proposal. See Table 1 of TEP individual and consensus ratings and their equivalent
scores.
Table 1 – TEP Individual and Consensus Scores
TW GC LA JB
Consensus
Rating
Equivalent
Score
Total Technical
Score
Kovais Innovative Solutions, LLC 40
Factor 1 - 30 pts. 3 2 2 2 2 12
Factor 2 - 30 pts. 5 3 4 2 4 24
Factor 3 - 10 pts. 2.5 2 3 2 2 4
Capital Sprints, LLC 22
Factor 1 - 30 pts. 2 2 1 1 1 6
Factor 2 - 30 pts. 2.5 3 2 1 2 12
Factor 3 - 10 pts. 5 3 2 2 2 4
Vision Security Solutions, LLC 48
Factor 1 - 30 pts. 4 3 3 4 4 24
Factor 2 - 30 pts. 5 3 2 3 3 18
Factor 3 - 10 pts. 5 3 2 4 3 6
Advanced Network Consulting, Inc. 36
Factor 1 - 30 pts. 5 4 2 4 3 18
Factor 2 - 30 pts. 5 2 2 2 2 12
Factor 3 - 10 pts. 2 3 3 3 3 6
5
TEP EVALUATION SUMMARY FOR EACH OFFEROR
1) Vision Security Solutions, LLC (Technical Score: 48)
Vision Security Solutions , LLC (Vision) exceeded most requirements. Strengths include
proposing two install crews which would reduce time to meet our deadlines. Other strengths
include pre – installation preparation and staging prior to installation ; clear and concise plan to
provide technical assistanc e after install is complete ; commitment to finishing installations
“significantly” before deadline; and 1-year installation and workmanship warranty provided after
completion of project. Technical approach is sound and would achieve desired results. Most
importantly, Vision provided proof of being an authorized reseller of the solution proposed. Only
one (1) of the three (3) past projects identified is in relevance to the RFP scope of work
requirements.
2) Kovais Innovative Solutions, LLC (Technical Score: 40)
Kovais Innovative Solutions, LLC ( Kovais) provided a scalable staffing model which would
allow concurrent installation teams beneficial to a reduction in time to meet deadlines. They
demonstrated a wide range of expertise helpful in identifying and so lving issues in-house. The
proposed solution is sound and would provide desired results. Kovais presented the work to be
done as well as a detailed schedule of tasks to be performed by October 31, 2026. All three (3)
past projects identified were relevant and similar in scope with RFP project requirements. This
vendor did not discuss how technical assistance would be provided and more importantly, Kovais
failed to provide proof of being an authorized reseller of the proposed solution.
3) Advanced Network Consulting, Inc. (ANC) (Technical Score: 36)
Advanced Network Consulting, Inc. ( ANC) provided a solution in detail with clearly defined
timeline and milestones. They provided a well-laid-out phase method and the equipment to be
used was clearly identified for each room type. Technical approach is sound and would provide
desired results. Illustrations provided to give visual representation of proposed solution.
Proposed value-enhancing solutions yielding same results with no added risks and reduced time.
Vendor detailed accounting of manpower to be assigned to each phase. Vendor provided detailed
and comprehensive explanations of how technical assistance would be provided after completion
of project out to 2029. Provided descriptions of pas t projects, however they’re not comparable
to RFP requirements. Demonstrates ability to handle large scale and complex projects on
schedule and with high quality. Did not provide past performance document as required so
there’s no feedback from customers to evaluate. No indication of whether project manager will
serve in role unless approved in writing by DCPL. Vendor did not provide proof of being an
authorized reseller of HP/Poly products. Intended to use a sub -contractor with headquarters
based in Texas which caused concern.
4) Capital Sprints, LLC (Technical Score: 22)
Capital Sprints, LLC’s technical approach, is sound and proposed solution would provide desired
results. Capital Sprints demonstrates the ability to complete tasks without delays. There was no
6
mention or proof of being an authorized reseller of proposed solution. Brand names of displays
to be used not identified in the proposal. Did not clearly mention or emphasize how work was to
be completed without damage to DCPL property. The schedule of tasks to be performed lacks
detail. Allocation of manpower during phase rollout not mentioned. There was no mention of or
discussion of how technical assistance would be provided after project completion and handoff
to DCPL. Only one of the three provided projects compared in relevance to the RFP scope of
work.
Based on the TEP evaluation and assessment, Vision Security Solutions got the highest
technical score, followed by Kovais Innovative Solutions, LLC.
The Office of Procurement tabulated the price proposals as shown in Table 2. Note that
Advanced Networ k Consulting, Inc. submitted two Price Proposals, first one based on DCPL
requirement while the second one based on their recommendation. For comparison purposes,
both prices were included in the tabulation.
Table 2 – Price Proposal and Scores
Offeror Total Price
Price Score
(Max: 30 pts.)
Kovais Innovative Solutions, LLC $ 999,900.00 30
Capital Sprints, LLC $7,320,484.08 4
Vision Security Solutions $1,768,617.00 17
Advanced Network (based on requirement) $7,216,225.37 4
Advanced Network (based on recommendation) $6,241,345.22 5
With the addition of Price Score (Table 2) and Preference Points, Kovais Innovative Solutions, LLC
received the highest score of 81, followed closely by Vision Security Solutions, LLC with a score of
77. (see Table 3)
Table 3 – Offerors’ Total Scores and Ranking
Rank Offeror Technical
Score
Price
Score
Preference
Points
Total Score
1 Kovais Innovative Solutions, LLC 40 30 11 81
2 Vision Security Solutions, LLC 48 17 12 77
3 Advanced Network Consulting – based on reqt 36 4 9 49
4 Capital Sprints, LLC 22 4 12 38
Based on the result, the Contracting Officer sent a Request for Clarification and Best and Final Offer
to the top two ranked offerors included in the competitive range.
On March 2, 2026, the two offerors submitted their responses, both changed their price proposals but
their price scores remain the same. See Table 4 for the initial price, BAFO and equivalent scores.
Offeror Initial Price Price Score BAFO Price Score
Kovais Innovative Solutions, LLC $ 999,900 30 $1,007,100 30
Vision Security Solutions, LLC $1,768,617 17 $1,755,309 17
7
Both offerors also submitted additional information requested to include a comprehensive list of
proposed equipment (including make and model). However, Kovais Innovative Solutions, LLC
failed to provide the required certification or proof that they are a Hewlett-Packard (HP) authorized
reseller as specifically indicated in DCPL’s request for BAFO . Kovais was given an opportunity to
provide proof up to March 13, 2026. On the deadline, Kovais informed DCPL that Kovais’
classification status in HP’s authorization system is “Inactive”. It was identified that the original ID
provided with Kovais during their initial submission was inadvertently linked to a separate firm and
would require formal correction in the system to ensure Kovais is properly registered under its own
unique provider identification. With this information, it is determined that Kovais Innovative
Solutions, LLC is not an HP authorized reseller therefore DCPL is moving forward with awarding a
contract to the next ranked offeror, Vision Security Solutions, LLC. This recommendation is outlined
in the TEP recommendation report dated March 31, 2026.
The Contracting Officer, who attended the consensus meeting as well, conducted her own review of
the proposals. She examined the TEP’s individual scoresheets and evaluations, and she found that
they are in line with her own Contracting Officer Independent Assessment (COIA) dated April 8,
2026. She concurs that Vision Security Solutions, LLC met and exceeded most of the requirements
of the RFP. Based on these findings, it is determined that the proposed contract shall be awarded to
Vision Security Solutio ns, LLC, whose offer is most advantageous to the District, based upon the
evaluation criteria specified in the solicitation.
The Contracting Officer proceeded to negotiate with Vision Security Solutions, LLC by asking for a
second Best and Final Offer based on DCPL’s reduced number of rooms (based on available ARPA
Capital Project Funds) and acceptance of Vision’s alternative AV equipment, DTEN D7X 27, for
small rooms which is a cheaper solution but provides the same functionality as the HP Poly Studio.
On April 15, 2026, Vision submitted their second BAFO in the total amount of $1,497,426. After
conferring with Program, the Contracting Officer accepted Vision’s 2 nd BAFO for $1,49 0,130
removing the requirement for Study Room 2 in Woodridge Neighborhood Library (deducting $7,296
- CLIN 0142 of the 2 nd BAFO). In order for Vision to place an order for the hardware before the
manufacturer, Hewlett-Packard, imposes a price increase, DCPL award ed a Letter Contract and
PO739884 in the amount of $970,277 for the cost of the hardware on April 30, 2026 . DCPL is
submitting this definitize contract package for the entire contract amount of $1,49 0,130 for DC
Council’s consideration and approval.
(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 pr otestor, the grounds alleged in
the protest, and any deficiencies identified by the District as a result of the protest:
None
(J) The background and qualifications of the proposed c ontractor, 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:
8
Vision Security Solutions, LLC (Vision) has been successful in providing industry leading
technology and security integration since it started in 2006 . Vision grows steadily every year,
investing in top class, certified technicians and engineers resulting to awarded contracts from GSA
and public and private sectors. Vision also serve as a subcontractor responsible f or AV solution
design, provision, installation and configuration to clients including the DC Public Schools and the
National Gallery of Arts. Their Dun and Bradstreet Business Information Report dated April 17,
2026 indicated that Vision has a “Low Risk” rating with an annual sale of $3.1M. The report shows
zero public filing and zero violation and exclusion.
(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:
The Contractor is a Certified Business Enterprise and has certified on their Subcontracting Plan that
they will be self-performing 100% of this contract.
(L) Performance standards and the expected outcome of the proposed contract:
The Contractor shall provide audiovisual and video teleconferencing solution in DC public libraries
in accordance with the terms and conditions of the contract. The expected outcome of the proposed
contract is to provide the library patrons the ability to easily book and schedule conference rooms and
participate in Zoom meetings and virtual events in DC public libraries.
(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:
As of this date, there have been no expenditure of funds by the District.
(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 there is sufficient funding for the proposed
contract.
(O) A certification that the proposed contractor has been determined not to violate section 334a of
the Board of Ethics and Government Accountability Establishment and Comprehensive Ethics
Reform Amendment Act of 2011, D.C. Official Code § 1-1163.34a; and (2) A certification from
the proposed contractor that it currently is not and will not be in violation of section 334a of
the Board of Ethics and Government Accountability Establishment and Comprehensive Ethics
Reform Amendment Act of 2011, D.C. Official Code § 1-1163.34a:
9
The proposed contractor self-certified that they did not 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) A certification that the contract is legally sufficient, including whether the proposed contractor
has any pending legal claims against the District:
The contract action has been determined by the DCPL General Counsel’s Office to be legally
sufficient. The proposed contractor has no pending legal claims against the District.
(Q) A certification that 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 contract or 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):
A certification has been issued by the Citywide Clean Hands database indicates that the proposed
contractor is current with its 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:
The proposed contractor self-certified that they are current with 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.:
The Contractor is certified as a Small Business Enterprise (SBE) by the Department of Small and
Local Business Development.
(T) Other aspects of the proposed contract that the Chief Procurement Officer consi ders
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 proposed contractor is not debarred or excluded from providing services to the District and
federal governments.
(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):
10
Determination & Findings for Use of Competitive Sealed Proposals
Determination & Findings for Contractor Responsibility
Determination & Findings for Price Reasonableness
(W) Where the contract, and any amendments or modifications, if executed, will be made available
online:
The proposed contract, if approved, will be posted on the DCPL website at:
https://www.dclibrary.org/about/contractawards
(X) Where the original solicitation, and any amendments or modifications, will be made available
online:
The original solicitation and amendments are posted on the DCPL website at:
https://www.dclibrary.org/about-us/contracts-and-procurement#storyTab
1101 4th Street, SW
Washington, DC 20024
Date of Notice: April 3, 2026 L0016347994Notice Number:
FEIN: **-***1791
Case ID: 18905896
Government of the District of Columbia
Office of the Chief Financial Officer
Office of Tax and Revenue
VISION SECURITY SOLUTIONS LLC
2901 V ST NE
WASHINGTON DC 20018-1518
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
1
GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of General Counsel
MEMORANDUM
TO: Tornia Harrison-Samuels
Director, Office of Procurement
FROM: Chanel G. Hall
Deputy General Counsel
DATE: May 13, 2026
SUBJECT: Legal Sufficiency Review for contract to install audiovisual and video
teleconferencing (AV/VTC) solutions in 19 DC public libraries
CONTRACTOR: Vision Security Solutions, LLC
CONTRACT NO: DCPL-2026-C-0011
PERIOD OF PERFORMANCE: Date of Award through November 30, 2026
TOTAL CONTRACT AMOUNT: $1,490,130
TYPE OF CONTRACT: Firm Fixed-price
_____________________________________________________________________________________
This is to Certify that this Office has reviewed the above-referenced Contract and that I have found
it to be legally sufficient. The proposed contractor does not have any currently pending legal
claims against the District. If you have any questions, please do not hesitate to call me at (202)
727-1134.
Chanel G. Hall, Deputy General Counsel
DISTRICT OF COLUMBIA
PUBLIC LIBRARY
Office of the Chief Financial Officer
901 G Street, NW Suite 403 ♦ WASHINGTON, DC 20001 ♦ (202) 727-1198
MEMORANDUM
TO: Tornia Harrison
Director, Office of Procurement DC
Public Library
FR
OM: Cherylle Pacana
Agency Fiscal Officer
DC Public Library
DATE: May 5, 2026
SUBJECT: FY 2026 Certification of Funding Availability for $1,490,130 to support DC Public
Library Contract No. No. DCPL-2026-C-0011, Purchase and installation of IT and
audio-visual related equipment for the upgrade of Community Business Centers
with Vision Security Solutions, LLC
The District of Columbia Public Library (DCPL), Office of the Chief Financial Officer (OCFO),
certifies available funding in the amount of $1,490,130 to support the DC Public Library Contract
No. DCPL-2026-C-0011 for the purchase and installation of IT and audio-visual related equipment
for the upgrade of Community Business Centers with Vision Security Solutions, LLC.
Of
this certification for $1,490,130:
• $970,277 has been obligated on PO739884
• The remaining balance of $520,810 is sufficient to cover the remaining costs
This
certification is fully funded under Project 100345 – Information Technology
Modernization, under the ARPA Capital Project Funds (CPF) Award (Fund 3035361).
Th
is contract exceeds $1,000,000 and, therefore, Council approval is required.
If
you have any questions regarding this transmittal, please contact me on 727-9114.
Attachments
cc: Richard Reyes-Gavilan, Executive Director
Barbara Jumper, Chief Business Officer, DCPL
Tiffany Alston, Director, Public Services, DCPL
Angelique Hayes Rice, ACFO, Government Operations Cluster (GOC)
Michael Bolden, Financial Manager, GOC
Kevin McIntyre, General Counsel, DCPL
For:
Owner Agency CE0 R225 Report - Pivot
A B C D E F = C+D+E G = B-F H = A-F
Data
Project - Name Fund - Name Task - Name
SubTa
sk -
Name
Lifetime Budget
Authority
Lifetime
Allotment
Lifetime
Expenditure
Lifetime
Encumbrance
(POs)
Lifetime Pre-
Encumbrances
(RKs)
Total Obligations
(Exp + Enc + Pre-
Enc)
LTD Allotment
Balance
LTD Authority
Balance
100345 - CE0. 3035361 - F 1 - Design 1.05 - I 7,500.00 7,500.00 - - - - 7,500.00 7,500.00
3 - Project Management 3.05 - I 515,606.00 515,606.00 104,018.85 - - 104,018.85 411,587.15 411,587.15
4 - Construction 4.05 - I 472,000.00 472,000.00 - 370,277.00 - 370,277.00 101,723.00 101,723.00
5 - Equipment 5.05 - I 600,000.00 600,000.00 - 600,000.00 - 600,000.00 - -
3035361 - FEDERAL GRANTS - CPF CASH MANAGEM 1,595,106.00 1,595,106.00 104,018.85 970,277.00 - 1,074,295.85 520,810.15 520,810.15
100345 - CE0.ITM37C.INFORMATION TECHNOLOGY MODERNIZATIO 1,595,106.00 1,595,106.00 104,018.85 970,277.00 - 1,074,295.85 520,810.15 520,810.15
Grand Total 1,595,106.00 1,595,106.00 104,018.85 970,277.00 - 1,074,295.85 520,810.15 520,810.15
page 1 of 1
AGREEMENT FOR
THE UPGRADE OF COMMUNITY BUSINESS CENTERS IN DC PUBLIC LIBRARIES
BY AND BETWEEN
THE DISTRICT OF COLUMBIA PUBLIC LIBRARY
AND
VISION SECURITY SOLUTIONS, LLC
CONTRACT NO. DCPL-2026-C-0011
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AGREEMENT FOR
THE UPGRADE OF COMMUNITY BUSINESS CENTERS IN DC PUBLIC LIBRARIES
CONTRACT NO. DCPL-2026-C-0011
THIS AGREEMENT (“Agreement”) is made by and between the DISTRICT OF COLUMBIA
PUBLIC LIBRARY (the “Library” or “DCPL”) and VISION SECURITY SOLUTIONS, LLC
(the “Contractor”), duly organized under the laws of Washington, DC, and with a place of business
at 2901 V Street, NE, Washington, DC 20018 and together with the Library, (the “Parties”).
WITNESSETH:
WHEREAS, the Library is an independent agency of the District of Columbia
government;
WHEREAS, the Library issued a Request for Proposals dated December 15, 2025 (the
“RFP”) to engage a Contractor to provide an upgrade of community business centers in DC public
libraries (Exhibit A);
WHEREAS, the Contractor submitted a Proposal entitled “ Upgrade of Community
Business Centers” on February 6, 2026 (Exhibit B) in response to the RFP;
WHEREAS, the Contractor submitted a Best and Final Offer (BAFO) dated February 27,
2026 (Exhibit C);
WHEREAS, the Contractor submitted a second Best and Final Offer (BAFO) dated April
15, 2026 (Exhibit D);
WHEREAS, the Library wishes to retain the Contractor to provide the required equipment
and services except for the requirement in Study Room 2 in Woodridge Neighborhood Library
(CLIN 0142 of the 2nd BAFO) (Exhibit D);
WHEREAS, DCPL and the Contractor entered into a letter contract dated April 30, 2026
(the “Letter Contract”), pursuant to which the Contractor was authorized to proceed in ordering
the audio-visual hardware from the manufacturer in furtherance of the Project (Exhibit E);
WHEREAS, the Contractor desires to provide such services subject to the terms and
conditions set forth herein.
ARTICLE 1
GENERAL PROVISIONS
Section 1.1 Relationship of Parties. The Contractor accepts the relationship of trust and
confidence established with the Library by this Agreement, and covenants with the Library to
furnish the Contractor’s reasonable skill and judgment and to cooperate with the Library in
2 | P a g e
furthering the interests of the Library. The Contractor shall use its bes t efforts to provide the
services in an expeditious and economical manner consistent with the interests of the Library.
Section 1.2 Conformance with Laws. It shall be the responsibi lity of the Contractor to
perform the Contract in conformance with the Library’s Procurement Regulations (19 DCMR §
4300 et seq.) and all statutes, laws, codes, ordinances, regulations, rules, requirements and orders
of governmental bodies, including, without limitation, the U.S. Government and the District of
Columbia government bearing upon performance of the Contract; and it is the sole responsibility
of the Contractor to determine the Procurement Regulations, statutes, laws, co des, ordinances,
regulations, rules, requirements and orders that apply and their effect on the Con tractor’s
performance of the Contract.
Section 1.3 Warranties and Representations.
Section 1.3.1 All disclosures, representations, warranties, and certifi cations the
Contractor makes in its Proposal dated February 6, 2026 (Exhibit B) in response to the RFP
(Exhibit A) shall remain binding and in effect throughout the term of the Contract. The Contractor
reaffirms that all such disclosures, representations, warranties, and certifications are true and
correct. For the avoidance of doubt, it is understood and agreed that Contractor ’s proposal is
attached for reference purposes only and that such shall be subordinate to the terms set forth in the
main body of this Agreement. In the event there is a conflict between the proposal and the terms
of this Agreement, the terms set forth in the main body of this Agreement shall prevail.
Section 1.3.2 If any disclosure, representation, warranty or certification the Contractor
has made or makes pursuant to the RFP or the Contract, including, without limitation,
representations con cerning the Contractor ’s experience and qualifications, claims or litigation
history or financial condition, is materially inaccurate, that shall constitute a material breach of the
Contract, entitling the Library to all available remedies.
Section 1.4 Responsibility for Agents and Contractors. At all times, the Contractor shall
be responsible to the Library for any and all acts and omissions of the Contractor’s agents,
employees, Subcontractors, Sub -Subcontractors, material suppliers, and laborers, and the agents
and employees of the Subcontractors, Sub -Subcontractors, material suppliers, and laborers
performing or supplying Work in connection with the contract.
Section 1.5 Contracting Officer (CO). Contracts will be entered into and signed on
behalf of the District by the DCPL Contracting Officer (CO). The contact information for the
Contracting Officer is:
Tornia Harrison-Samuels, Contracting Officer
DCPL Office of Procurement
Martin Luther King Jr. Memorial Library
901 G Street, NW 4th Floor
Washington, DC 20001
Phone: (202) 727-1548
Email: Tornia.harrison1@dc.gov
3 | P a g e
Section 1.6 Authorized Changes by the CO
Section 1.6.1 The CO is the only person authorized to approve changes in any of the
requirements of this Contract.
Section 1.6.2 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.
Section 1.6.3 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.
Section 1.7 Contract Administrator (CA)
Section 1.7.1 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:
Section 1.7.1.1 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;
Section 1.7.1.2 Coordinating site entry for Contractor personnel, if applicable;
Section 1.7.1.3 Reviewing invoices for completed work and recommending approval by
the CO if the Contractor’s prices and costs are consistent with the contractual amounts and progress
is satisfactory and commensurate with the rate of expenditure;
Section 1.7.1.4 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
Section 1.7.1.5 Maintaining a file that includes all Contract correspondence, modifications,
records of inspections (site, data, equipment) and invoice or vouchers.
Section 1.7.2 The address and telephone number of the CA is:
Tanzi West Barbour, Director
DCPL Office of Marketing and Communications
901 G Street NW – 3rd Floor
Washington, DC 20001
Phone: (202) 645-4428
Email: tanzi.west-barbour@dc.gov
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Section 1.7.3 The CA shall NOT have the authority to:
Section 1.7.3.1 Award, agree to, or sign any Contract, delivery order or task order. Only
the CO shall make contractual agreements, commitments or modifications;
Section 1.7.3.2 Grant deviations from or waive any of the terms and conditions of the
Contract;
Section 1.7.3.3 Increase the dollar limit of the Contract or authorize work beyond the dollar
limit of the Contract;
Section 1.7.3.4 Authorize the expenditure of funds by the Contractor;
Section 1.7.3.5 Change the period of performance; or
Section 1.7.3.6 Authorize the use of District property, except as specified under the
Contract.
Section 1.7.3.7 The Contractor will be fully responsible for any changes not authorized in
advance, in writing, by the CO; may be denied compensation or other relief for any additional
work performed that is not so authorized; and may also be required, at no additional co st to the
District, to take all corrective action necessitated by reason of the unauthorized changes.
ARTICLE 2
SCOPE OF WORK
Section 2.1 Services to be Provided by the Contractor. The Contractor shall provide an
upgrade of the community business centers in DC public libraries in accordance with the
Contractor’s second Best and Final Offer (BAFO) dated April 15, 2026 except for the requirement
in Study Room 2 in Woodridge Neighborhood Library (CLIN 0142 of the 2nd BAFO) (Exhibit D)
and Solicitation no. DCPL-2026-R-0011 (Exhibit A).
ARTICLE 3
CONTRACT PRICE
Section 3.1 Contract Amount. The contract amount for the upgrade of community
business centers in DC public libraries is $1,490,130 as set forth in the Contractor’s second BAFO
dated April 15, 2026 except for the requirement in Study Room 2 in Woodridge Neighborhood
Library (CLIN 0142 of the 2nd BAFO) (Exhibit D).
ARTICLE 4
CONTRACT TYPE
Section 4.1 This is Fixed Price Contract in accordance with Section B.2 of Solicitation No.
DCPL-2026-R-0011.
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ARTICLE 5
TERM OF CONTRACT
Section 5.1 The term of the contract shall be f rom the date of award through November
30, 2026.
ARTICLE 6
PAYMENT PROVISIONS
Section 6.1 Payments. The Contractor shall create and submit payment requests in an
electronic format through the DC Vendor Portal, https://vendorportal.dc.gov. In addition, the
Contractor shall also submit a duplicate copy of the invoice via email to the CA listed in Article
1, Section 1.7.2.
Section 6.1.1 The Contractor shall submit invoices as specified in Section G.4 of the RFP.
Section 6.1 .2 To constitute a proper invoice, the Contractor shall enter all required
information into the Portal after selecting the applicable purchase order number listed on the
Contractor’s profile.
Section 6.1.3 Properly entered invoices into the Vendor Portal will be paid within thirty
(30) days in accordance with the Quick Payment Act, D.C. Official Code §2-221.01 et seq.
Section 6.1.4 If the Contractor has any questions related to the vendor portal registration
process, please contact (202) 741-5200.
ARTICLE 7
INDEMNIFICATION
Section 7.1 The Contractor agrees to defend, indemnify and hold harmless the District, its
officers, agencies, departments, agents, and employees (collectively the “District”) from and
against any and all claims, losses, liabilities, penalties, fines, forfeitures, demands, causes of action,
suits, costs and expenses incidental thereto (including cost of defense and attorneys’ fees),
resulting from, arising out of, or in any way connected to activities or work performed by the
Contractor, Contractor’s officers, employees, agents, servants, subcontractors, or any other person
acting for or by permission of the Contractor in performance of this Contract. The Contractor
assumes all risks for direct and indirect damage or injury to the property or persons used or
employed in performance of this Contract. The Contractor shall also repair or replace any District
property that is damaged by the Contractor, Contractor’s officers, employees, agents, servants,
subcontractors, or any other person acting for or by permission of the Contractor while performing
work hereunder.
Section 7.2 The indemnification obligation under this section shall not be limited by the
existence of any insurance policy or by any limitation on the amount or type of damages,
compensation or benefits payable by or for Contractor or any subcontractor and shall survive the
termination of this Contract. The District agrees to give Contractor written notice of any claim of
6 | P a g e
indemnity under this section. Additionally, the Contractor shall have the right and sole authority
to control the defense or settlement of such a claim, provided that no contribution or action by the
District is required in connection with the settlement. Monies due or to become due the Contractor
under the contract may be retained by the District as necessary to satisfy any outstanding claim
which the District may have against the Contractor.
ARTICLE 8
CHANGES CLAUSE
Section 8.1 Changes in the Work. DCPL may, without invalidating the Contract, and
without notice to or approval of any surety, order changes in the work, including additions,
deletions or modifications. Any such change must be conveyed by DCPL to the Contractor via a
written Change Directive or Change Order.
Section 8.2 Executed Change Directive/Change Order Required. Only a written
Change Directive or Change Order, executed by DCPL Chief Procurement Officer, may allow
changes to the Contract. In particular, but without limitation, a written Change Directive or
Change Order executed by DCPL is the only means by which changes may be made.
ARTICLE 9
INSURANCE
Section 9.1 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) givi ng 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.
Section 9.2 Insurance Requirements
1. Commercial General Liability Insurance (“CGL”) - The Contractor shall provide evidence
satisfactory to the CO with respect to the services performed that it carries a CGL policy,
written on an occurrence (not claims-made) basis, on Insurance Services Office, Inc. (“ISO”)
form CG 00 01 04 13 (or another occurrence -based form with coverage at least as broad and
approved by the CO in writing), covering liability for all ongoing and completed operations of
the Contractor and under all subcontracts, covering claims for bodily injury, including without
limitation sickness, disease or death and mental anguish of any persons, broad form property
damage, including loss of use resulting therefrom, personal and advertising injury, and
including coverage for liability arising out of an Insured Contract (including the tort liability of
another assumed in a contract) and acts of terrorism (whether caused by a foreign or domestic
7 | P a g e
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.
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 2010 0413 and CG2037 04 13 (or its equivalent) to The Government of the District of
Columbia
b) Coverage available to the additional insureds shall apply on a primary and non-contributing
basis as respects any other insurance, deductibles, or self -insurance available to the
additional insureds
c) A waiver of subrogation in favor of The Government of the District of Columbia
d) Any Annual Aggregate shall apply on a per location or per project basis
e) Defense costs shall be in addition to and not erode the limits of liability
2. Automobile Liability Insurance - The Contractor shall provide evidence satisfactory to the CO
of commercial (business) automobile liability insurance written on ISO form CA 00 01 10 13
(or another form with coverage at least as broad and approved by the CO in writing) including
coverage for all owned, hired, borrowed and non -owned vehicles and equipment used by the
Contractor in connection with work under this agreement, with a minimum combined single
limit of $1,000,000. Such policy or policies of automobile liability insurance shall be written
on an "occurrence" (as opposed to a "claims made") basis.
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 as respects any other insurance, deductibles, or self -insurance available to the
additional insureds
c) A waiver of subrogation in favor of The Government of the District of Columbia
d) Defense costs shall be in addition to and not erode the limits of 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 its equivalent)
f) Moving and Storage Companies shall be required to provide evidence of BMC91 or
BMC91X filing
For Contractors providing transportation:
Contractors providing transportation must additionally comply with the following:
a) Operators holding a restricted WMATC Certificate of Authority must have a single limit
of $1.5 million in combined (bodily injury and physical damage) coverage, or
b) Operators holding an unrestricted WMATC Certificate of Authority must have a single
limit of $5M in combined (bodily injury and physical damage) coverage.
In addition, both types of WMATC certificate holders must have in place the following
Licensing Requirements as applicable:
a) Commercial Driver’s License (CDL) with the following endorsements:
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i) P (Passenger): All drivers MUST have a P endorsement enabling them to transport
passengers (16 or more).
ii) S (School Bus): All drivers operating school buses (flashing lights, swing arm w/stop
sign) must also have an S endorsement. Please note that driver credentials for any
vehicles that are converted school buses must have S.
b) Valid (unexpired) US Department of Transportation Medical Examiner Certification
(“Medical Card”).
For Contractors using District Government-Owned Vehicles:
Agencies that provide Contractors with District Government -owned or leased motor vehicles
are responsible for ensuring that such vehicles are used only for the performance under this
Contract. Contractor and its subcontractors are prohibited from using such vehicles for home-
to-work transportation unless specifically provided for under the terms of the contract and
approved in writing by the Contracting Officer, or otherwise provided by law. Contractor shall
obtain automobile liability insurance with a minimum combined single limit of $1,000,000 to
cover bodily injury and property damage to protect the Contractor and the District Government
against third-party claims arising from the use of District Government -owned vehicles. The
Commercial Auto Liability Policy shall be endorsed to include:
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 as respects any other insurance, deductibles, or self -insurance available to the
additional insureds; and
c) A waiver of subrogation in favor of The Government of the District of Columbia.
In the event of loss, destruction, or damage to any government -owned vehicles used in the
performance of contact, Contractor shall be liable for full cost of repair or replacement of lost,
destroyed, or damaged vehicle.
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. Media Liability and Network Security/Privacy (Cyber) Liability Insurance covering acts,
errors, omissions, and violation of any consumer protection laws arising out of Contractor’s
9 | P a g e
operations or services with a limit of $1,000,000 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 duty to use reasonable care, breach of any duty of confidentiality, invasion of privacy,
or violations of any other legal protections for personal information, defamation, libel, slander,
commercial disparagement, negligent transmission of computer virus, or use of computer
networks in connection with denial of service attacks. Such coverage shall include regulatory
defense and fines/penalties in any jurisdiction anywhere in the world. Such coverage shall
include contractual privacy coverage for data breach response and crisi s 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. Technology Liability Insurance (Errors & Omissions) - The Contractor shall provide
Technology 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 $2,000,000 per claim or per occurrence for each wrongful act and
$2,000,000 annual aggregate. The Contractor warrants that any applicable retroactive date
precedes the date the Contractor first performed any professional services for the Government
of the District of Columbia and that continuous coverage will be maintained or an extended
reporting period will be exercised for a period of at least ten years after the completion of the
professional services. Limits may not be shared with other lines of coverage.
6. Commercial Umbrella or Excess Liability - The Contractor shall provide evidence satisfactory
to the CO of commercial umbrella with minimum limits of $2,000,000 per occurrence and
$2,000,000 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.
7. Crime Insurance (3rd Party Indemnity) - The Contractor shall provide a Crime policy including
3rd party fidelity to cover the dishonest acts of subcontractors, its employees and/or volunteers
which result in a loss to the District. The Government of the District of Columbia shall be
included as loss payee. The policy shall provide a limit of $20,000 per occurrence.
8. Installation-Floater Insurance - For projects not involving structural alterations, the Contractor
shall provide an installation floater policy with a limit equal to the Property values being
installed as part of the project. The policy shall cover property while located at the project site,
at temporary locations, or in transit; deductibles will be the sole responsibility of the
Contractor.
10 | P a g e
9. Sexual/Physical Abuse & Molestation - The Contractor shall provide evidence satisfactory to
the CO with respect to the services performed that it carries $1,000,000 per occurrence limits;
$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 wi ll 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 Office of Risk Management
for compliance review.
Section 9.3 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 C O. 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.
Section 9.4 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.
Section 9.5 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.
Section 9.6 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.
Section 9.7 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.
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Section 9.8 Measure of Payment. The Government of the District of Columbia shall not
make any separate measure or payment for the cost of insurance and bonds. The Contractor shall
include all the costs of insurance and bonds in the contract price.
Section 9.9 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 Certifi cate 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.
Section 9.10 Certificates on 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
Via email to Tornia.harrison1@dc.gov
And copy Janet.concepcion@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 expi res 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).
Section 9.11 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.
Section 9.11 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.
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Section 9.1 2 Warranties. When applicable, t he 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.
ARTICLE 10
ALTERNATIVE DISPUTE RESOLUTION
Section 10.1 Notice of Claim. If the Contractor has complied with all provisions in Article
8 regarding changes, and the Library has denied the changes requested in a written Change
Proposal, or has failed to respond to a written Change Proposal within thirty (30) days, and the
Contractor wishes to pursue a claim over the disputed item, or if the Contractor wishes to assert a
claim over a Contract dispute not arising from matters related to a Change Event, Change Order
or Change Directive, then the written notice of claim must be submitted to the Library pursuant to
procedures set forth in Section 4381 of the Library's procurement rules.
Section 10.2 Contents of Notice of Contractor’s Claim. The notice of claim shall state the
nature of the claim, the events or circumstances giving rise to the claim, the type of relief requested,
and the amount of time or additional compensation, or other damages sought. If the amount of
time, compensation, or other damages sought is not reasonably ascertainable at the time, the
Contractor shall so state, explain why, and provide whatever estimates it can reasonably provide.
The notice shall state clearly that the Contractor intends to assert a claim against the Library.
Section 10.3 Appeal Procedures. All claims arising under or in connection with the
Agreement or its breach, or relating to the Project, whether framed in Contract, tort or otherwise,
and which are not resolved via the claims process may be resolved by filing an appeal with the
District of Columbia Board of Contract Appeals in accordance with Title X of the Procurement
Practices Reform Act (PPRA) 2010. However, if a third party brings any claim against the Library,
including, without limitation, claims of infringement of patents, copyrights or other intellectual
property rights, the Library may bring an action for defense or indemnification against the
Contractor in the court in which such claim is being litigated.
ARTICLE 11
MISCELLANEOUS PROVISIONS
Section 11.1 Extent of Contract. The Contract, which includes this Agreement and the
other documents incorporated herein by reference, including, but not limited to the Exhibits
attached hereto, represents the entire and integrated agreement between the Library and the
Contractor and supersedes all prior negotiations representations or agreements, either written or
oral. The Contract may be amended only by written instrument signed by both the Library and
Contractor. If anything in any document incorporated into this Agreement is inconsistent with this
Agreement, this Agreement shall govern.
Section 11.2 Governing Law. The terms and conditions of this Agreement and any other
related agreements signed by the parties shall be governed by the laws of the District of Columbia.
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The District of Columbia shall be the designated jurisdiction and venue for the resolution of any
disputes that may arise under this Agreement.
Section 11.3 Service Contract Act. The Contractor agrees that the work performed under
this contract is subject to the Service Contract Act and current District Living Wage, as amended.
Section 11.4 False Claims Act. The Contractor shall be governed by all laws and
regulations prohibiting false or fraudulent statements and claims made to the government,
including the prescriptions set forth in District of Columbia Code § 2-381.02.
Section 11.5 No Third -Party Beneficiary Rights. Nothing in this Agreement shall be
construed as creating third -party beneficiary rights in any person or entity, except as otherwise
expressly provided in this Agreement.
Section 11.6 Binding Effect; Assignment. The Contract shall inure to the benefit of, and
be binding upon and enforceable by, the Parties and their respective successors and permitted
assigns. The Contractor shall not assign its rights under the Contract, including the right to all or
a portion of its compensation, without the Library's prior written consent. Any delegation or
assignment made contrary to the provisions of this Section shall be null and void.
Section 11.7 Survival. All agreements warranties, and representations of the Contractor
contained in the Contract or in any certificate or document furnished pursuant to the Contract shall
survive termination or expiration of the Contract.
Section 11.8 No Waiver. If the Library waives any power, right, or remedy arising from
the Contract or any applicable law, the waiver shall not be deemed to be a waiver of the power,
right, or remedy on the later recurrence of any similar events. No act, delay, or course of conduct
by the Library shall be deemed to constitute the Library's waiver, which may be effected only by
an express written waiver signed by the Library.
Section 11.9 Remedies Cumulative. Unless specifically provided to the contrary in the
Contract, all remedies set forth in the Contract are cumulative and not exclusive of any other
remedy the Library may have, including, without limitation, at law or in equity. The Library's
rights and remedies will be exercised at its sole discretion, and shall not be regarded as conferring
any obligation on the Library's to exercise those rights or remedies for the benefit of the Contractor
or any other person or entity.
Section 11.10 Entire Agreement; Modification. The Contract supersedes all
contemporaneous or prior negotiations, representations, course of dealing, or agreements, either
written or oral. No modifications to the Contract shall be effective unless made in writing signed
by both the Library and the Contractor, unless otherwise expressly provided to the contrary in the
Contract.
Section 11.11 Severability. In the event any one or more of the provisions contained in
this Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect,
such invalidity, illegality or unenforceability shall not affect any other provision of this agreement,
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and in lieu of each such invalid, illegal or unenforceable provision, there shall be added
automatically as a part of this Agreement a provision as similar in terms to such invalid, illegal or
unenforceable provision as may be possible and be valid, legal and enforceable; each part of this
Agreement is intended to be severable.
Section 11.12 Anti-Deficiency Act. The Library's obligations and responsibilities under
the terms of the Contract and the Contract Documents are and shall remain subject to the provisions
of (i) the federal Anti -Deficiency Act, 31 U.S.C. §§1341, 1342, 1349, 1350, 1351, (ii) the D.C.
Code 47-105, (iii) the District of Columbia Anti-Deficiency Act, D.C. Code §§ 47-355.01 - 355.08,
as the foregoing statutes may be amended from time to time, and (iv) Section 446 of the District
of Columbia Home Rule Act. Neither the Contract nor any of the Contract Documents shall
constitute an indebtedness of the Library, nor shall it constitute an obligation for which the Library
is obligated to levy or pledge any form of taxation, or for which the Library has levied or pledged
any form of taxation. IN ACCORDANCE WITH § 446 OF THE HOME RULE ACT, D.C.
CODE § 1 -204.46, NO DISTRICT OF COLUMBIA OFFICIAL IS AUTHORIZED TO
OBLIGATE OR EXPEND ANY AMOUNT UNDER THE CONTRACT OR CONTRACT
DOCUMENTS UNLESS SUCH AMOUNT HAS BEEN APPROVED, IS LAWFULLY
AVAILABLE AND APPROPRIATED BY ACT OF CONGRESS.
Section 11.13 Termination for Default . The Library may terminate the Contract for
default in accordance with Section 4372 of the Library’s procurement regulations if the Contractor
fails materially to perform any of its duties or obligations under the Contract. The Library must
provide the Contractor with wr itten notice of its intent to terminate the Contract under this
provision before actually putting the termination into effect. If the Contractor has begun its
curative action and has made progress satisfactory to the Library, the Library may so notify the
Contractor and the termination will not take effect. Otherwise, the termination shall take effect by
written notice to the Contractor.
Section 11.14 Termination for Convenience. The Library may, by written notice to the
Contractor, terminate the Contract in whole or specified part, for its convenience, whether the
Contractor is in breach of Contract or not. The notice of termination shall state the effective date
of termination, the extent of the termination, and any specific instructions. The Contractor shall
be entitled to receive only the following with respect to the terminated portion of the Contract; (1)
Cost of Work performed up to the date of termination; (2) reasonable costs of terminating
outstanding subcontracts and supply agreements and other similar wind -up costs in a reasonable
amount; (3) a fair and reasonable portion of the overhead and profit attributable to the Work
performed on the terminated portion of the Project, up to the time of termination. In the event of
a termination for convenience, the Contractor shall not be entitled to profit on unperformed
elements of the Work.
Section 11.15 Anti-Competitive Practices and Anti-Kickback Provisions.
Section 11.15.1 The Contractor recognizes the need for markets to operate competitively
and shall observe and shall comply with all applicable law, rules, and regulations prohibiting anti-
competitive practices. The Contractor shall not engage, directly or indirectly, in collusion or other
anti-competitive practices that reduces or eliminates competition or restrains trade. The Library
15 | P a g e
shall report to the appropriate authority any activity that evidences a violation of the antitrust laws,
and take such other further action to which it is entitled or obligated under the law.
Section 11.15.2 The Contractor shall observe and comply with all applicable law, rules,
and regulations prohibiting kickbacks and, without limiting the foregoing, the Contractor shall not
(i) provide or attempt to provide or offer to provide any kickback; (ii) solicit, accept, or attempt to
accept any kickback; or (iii) include, directly or indirectly, the amount of any kickback in the
Contract price charged by the Contractor or a Subcontractor of the Contractor to the Library. The
Contractor shall have in place and follow reasonable procedures designed to prevent and detect
possible violations described in this subsection in its own operations and direct business
relationships. The Library may take any recourse available to it under the law for violations of
this anti-kickback provision.
Section 11.15.3 The Contractor represents and warrants that it did not, directly or
indirectly, engage in any collusive or other anti -competitive behavior in connection with the bid,
negotiation or award of the Contract.
Section 11.16 Ethical Standards for the Library’s Employees and Former Employees
Section 11.16.1 The Library expects the Contractor to observe the highest ethical standards
and to comply with all applicable law, rules, and regulations governing ethical conduct or conflicts
of interest. Neither the Contractor, nor any person associated with the Contractor, shall provide (or
seek reimbursement for) any gift, gratuity, favor, entertainment, loan or other thing of value to any
employee of the District or the Library not in conformity with applicable law, rules or regulations.
The Contractor shall not engage the services of any person or persons in the employment of the
Library or the District for any Work required, contemplated or performed under the Contract. The
Contractor may not assign to any former Library or District employee or agent who has joined the
Contractor’s firm any matter on which the former employee, while in the employ of the Library,
had material or substantial involvement in the matter. The Contractor may request a waiver to
permit the assignment of such matters to former Library personnel on a case -by-case basis. The
Contractor shall include in every subcontract a provision substantially similar to this section so
that such provisions shall be binding upon each Subcontractor or vendor.
Section 11.17 Gratuities and Officers not to Benefit Provisions
Section 11.17.1 If it is found, after notice and hearing, by the Library that gratuities (in the
form of entertainment, gifts, payment, offers of employment or otherwise) were offered or given
by the Contractor, or any agent or representative of the Contractor, to any official, employee or
agent of the Library or the District with a view toward securing the Contract or any other Contract
or securing favorable treatment with respect to the awarding or amending, or the making of any
determinations with respect to the performance of the Contract, the Library may, by written notice
to the Contractor, terminate the right of the Contractor to proceed under the Contract and may
pursue such other rights and remedies provided by law and under the Contract.
Section 11.17.2 In the event the Contract is terminated as provided in Section 11.17.1, the
Library shall be entitled:
16 | P a g e
Section 11.17.2.1 to pursue the same remedies against the Contractor as it could pursue in
the event of a breach of the Contract by the Contractor; and
Section 11.17.2.2 as a penalty in addition to any other damages to which it may be entitled
by law, to exemplary damages in an amount (as determined by the Library) which shall be not less
than ten times the costs incurred by the Contractor in providing any such gratuities to any such
officer or employee.
Section 11.17.3 No member of, nor delegate to Congress, Mayor or City Council Member,
nor officer nor employee of the District, nor officer nor employee of the Library shall be admitted
to any share or part of the Contract or to any benefit that may arise therefrom, and all agreements
entered into by the authorized representative of the Library in which he or any officer or employee
of the Library shall be personally interested as well as all agreements made by the Library in which
the Mayor or City Council Member or officer or employee of the District shall be personally
interested shall be void and no payments shall be made on any such contracts by the Library or by
any officer thereof; but this provision shall not be construed or extend to the agreement if the share
of or benefit to the member of, or delegate to Congress, Mayor or City Council Member, or officer
or employee of the District is de minimus.
Section 11.18 Force Majeure
Section 11.18.1 If the Contractor, because of Force Majeure, is rendered wholly or partly
unable to perform its obligations under this contract by reason of Acts of God, strikes (other than
strikes involving the affected Party’s labor force), equipment or transmission fa ilure or damage
reasonably beyond its control, and/or a pandemic (“ Force Majeure ”), when due under this
Contract, the Contractor may be excused from whatever performance is affected by the Force
Majeure to the extent so affected. In order to be excused from its performance obligations under
this Contract by reason of Force Majeure, within seventy -two (72) hours of the occurrence or
event, the Contractor must provide the DCPL Chief Procurement Officer written notice of its
inability to perfo rm as well as a description of the force majeure and its effect on Contract
performance. The DCPL Chief Procurement Officer will have the right to cause the inspection of
the work site to determine the validity of the Contractor’s assertion of its inabil ity to perform. If
the DCPL Chief Procurement Officer agrees that the Contractor is wholly or partly unable to
perform its obligations under the Contract a decision will be issued indicating the extent to which
the Contractor is excused from its performan ce obligations. In no event will the Contractor be
entitled to money damages from the Government due to force majeure.
Section 11.19 Covenant Against Contingent Fees Provisions
Section 1 1.19.1 The Contractor warrants that no person or selling agency has been
employed or retained to solicit or secure the Contract upon an agreement or understanding for a
Commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bonafide
established commercial or selling agencies maintained by the Contractor for the purpose of
securing business. For breach or violation of this warranty, the Library shall have the right to
terminate the Contract without liability or in its discretion to deduct from the Contract price or
17 | P a g e
consideration, or otherwise recover, the full amount of the Library, percentage, brokerage of
contingent fee.
Section 1 1.20 Independent Contractor. In carrying out all its obligations under the
Agreement, the Contractor shall be acting as an independent contractor, and not as an employee
or agent of the Library, or joint venture or partner with the Library. The Contractor shall have
exclusive authority to manage, direct, and control the Work, and shall be responsible for all
methods, techniques, sequences, and procedures.
Section 1 1.21 Notices. All notices, requests, demands, offers and other written
communications given or delivered under or by reason of the provisions of this Agreement shall
be in writing, shall be signed by the party giving such notice, shall be addressed as provided herein
and shall be given by registered mail, postage prepaid and return receipt requested, by delivery by
hand or by nationally recognized air courier service, to:
If to the Contractor: If to the Library:
Jacques Roelofse Tornia Harrison-Samuels
Chief Operating Officer Contracting Officer
Vision Security Solutions, LLC DC Public Library
2901 V Street, NW 901 G Street, NW - Room 403-H
Washington, DC 20018 Washington, DC 20001
Phone : (866) 823-7233 ext. 731 Phone: (202) 727-1548
Email: jroelofse@vision-security.com Email: tornia.harrison1@dc.gov
ARTICLE 12
ORDER OF PRECEDENCE
Section 12.1 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 contract document.
3) Government of the District of Columbia Public Library Standard Contract Provisions
for Supply, Service, Architect/Engineer and Construction Solicitations and Contracts
dated October 2009 (Attachment J.5 of RFP No. DCPL-2026-R-0011, amended).
4) Contract attachments other than the DCPL Standard Contract Provisions
5) Solicitation No. DCPL-2026-R-0011, as amended – Exhibit A
6) Letter Contract dated April 30, 2026 – Exhibit E
7) Second Best and Final Offer dated April 15, 2026 – Exhibit D
8) Best and Final Offer dated February 27, 2026 – Exhibit C
9) Contractor's Proposal dated February 6, 2026 – Exhibit B
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IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written
below.
DC PUBLIC LIBRARY, an
Agency within the Executive Branch of the
Government of the District of Columbia
By: _________________________
Name: Tornia Harrison-Samuels
Title: Contracting Officer
Date: _________________________
VISION SECURITY SOLUTIONS, LLC
By: _________________________
Name: _________________________
Its: _________________________
Date: _________________________
Digitally signed by Jacques
Roelofse
DN: C=US,
E=jroelofse@vision-security.com,
O=Vision Security Solutions,
OU=COO, CN=Jacques Roelofse
Contact Info:
jroelofse@vision-security.com
Date: 2026.05.07 09:44:20-04'00'
Jacques Roelofse
COO
May 7, 2026
See digital signature
GOVERNMENT OF THE DISTRICT OF COLUMBIA
DC PublicLibrary
OfficeofProcurement
MEMORANDUM TO THE FILE
FROM: TomiaHarrison-SamuelsContractingOfficerTorniaHarrison-Samuole
SUBJECT: Proposed Contract No. DCPL-2026-C-0011
UpgradeofCommunityBusinessCenters
PROPOSED
CONTRACTOR: _ Vision SecuritySolutions,LLC
DATE: May28,2026
PursuanttoTitle19,Section4375.4oftheDistrictofColumbiaPublicLibraryProcurementRegulations,thesubjectproposedcontractwastransmittedtotheBoardofLibraryTrustees,ContractsReviewCommitteeforreviewonMay19,2026,andapprovedonMay27,2026.
DC Public Library| 901 G Street,NW — 4" Floor,Washington DC 20001
Telephone(202)727-1101|delibrary.org
_____________________________________________________________________________________ DC Public Library | 901 G Street, NW 4th Floor, Washington DC 20001 Telephone (202) 727-1101|dclibrary.org
GOVERNMENT OF THE DISTRICT OF COLUMBIA Office of Procurement April 24, 2026 Jacques Roelofse Chief Operating Officer Vision Security Solutions, LLC 2901 V Street, NW Washington DC 20018 Subject: Contract No. DCPL-2026-C-0011 Caption: Upgrade of Community Business Centers NOTICE TO PROCEED AND LETTER CONTRACT Dear Mr. Roelofse: We refer to the proposal submitted by Vision Security Solutions, LLC VisionRequest for Proposals (RFP) Solicitation No. DCPL-2026-R-0011 for the Upgrade of Community Business Centers in the District of Columbia public libraries. This Letter Contract will serve as a notice to proceed with the work described herein upon acknowledgement by Vision and execution by the DC Public Library Contracting Officer. This notice to proceed is subject to the following terms: 1) Letter Contract. This is a Letter Contract between Vision Security Solutions, LLC and the District of Columbia government, acting by and through the District of Visiongovern our relationship until such time as a final contract is entered into for the work that to the extent an issue is not covered in this Letter Contract, the RFP, as amended shall govern. Once the Definitized Contract is signed, this Letter Contract shall automatically merge into the Definitized Contract.
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2) Scope of Work 2.1 The Contractor shall provide the parts and equipment for the following rooms sizes in accordance with A) Small Room/Huddle Room (1 to 5 seats) - HP Poly Studio X32 All in one video bar or DTEN D7X 27 The HP Poly Studio X series is a line of all-in-one video bars for video conferencing that integrate cameras, microphones, and speakers into a single device for various room sizes. The recommendation for the small rooms is the X 32 system featuring high-quality video, noise-blocking technology, and compatibility with major cloud video platforms. Key features include built-in apps, automatic camera framing, and advanced audio technology like Poly DirectorAI and Acoustic Fence. The DTEN D7X 27 transforms huddle spaces with powerful 64-bit performance, intelligent AI framing, and one-cable simplicitydelivering effortless, high-quality Zoom collaboration in a sleek, all-in-one touch experience built for small teams or personal use. B) Medium Room (6 to 14 seats) - HP Poly Studio X52 All in one video bar The HP Poly Studio X series is a line of all-in-one video bars for video conferencing that integrate cameras, microphones, and speakers into a single device for various room sizes. The recommendation for the medium-sized rooms is the X 52 system featuring high-quality video, noise-blocking technology, and compatibility with major cloud video platforms. Key features include built-in apps, automatic camera framing, and advanced audio technology like Poly DirectorAI and Acoustic Fence. C) Large Conference Room (15 to 25 seats) - HP Poly Studio X72 All in one video bar The HP Poly Studio X series is a line of all-in-one video bars for video conferencing that integrate cameras, microphones, and speakers into a single device for various room sizes. The recommendation for the large rooms is the X 72 system featuring high-quality video, noise-blocking technology, and compatibility with major cloud video platforms. Key features include built-in apps, automatic camera framing, and advanced audio technology like Poly DirectorAI and Acoustic Fence. D) Extra Large Space (25+ seats) - HP Poly G62 Video Conferencing System w/ peripherals
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The Poly Studio G62 is a modular room video conferencing system that allows for seamless connection of cameras, microphones, and 3rd party components for large conferencing rooms. 2.2 The Contractor shall provide solution that demonstrates the following installation prerequisites for room sizes listed in Section 2.1: A) Connectivity and Network: 1) Resource Mailbox created for each conference room. 2) The system must have reliable internet access to connect, register, and operate with Zoom services. 3) Firewall configurations must allow specific TCP/UDP port 4) For the Firewall requirements for the Meeting Connector module, please see link: https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0063568 B) Wall-Mount Deployments: 1) Require dedicated power receptacles center of the focal walls 60 to 65 inches from the floor must be installed prior to the installation of the VTC system.2) Two (2) active network drops with the network plate located next to the power receptacles C) Credenza Mount Deployments: 1) Require dedicated power receptacles within 10-ft of the systems location2) Two (2) active network drops with the network plate located within 10-ft of the system. 2.3 Each room shall meet the minimum requirements: A) Small Conference Room (Huddle Room) 1) Display: A single 55-inch display or 27-inch all-in-one system mounted on the focal wall. 2) Camera/Soundbar: An integrated camera and soundbar unit mounted either above or below the display. Mounting position will depend on the proximity of the conference table to the focal wall to ensure proper sight lines and audio pickup. 3) Audio System: The integrated soundbar will provide both microphone pickup and speaker output, suitable for small room environments B) Medium Conference Room 1) Displays: Dual 65 to 75-inch displays mounted on the focal wall. The display size will be determined based on the distance of the furthest seat from the focal wall and the overall room layout to ensure optimal visibility. 2) Cameras: One (1) speaker-tracking camera mounted either above or below the displays to provide automatic framing and speaker focus. A secondary
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camera may be added if the room layout requires extended coverage. C) Large Conference Room 1) Displays: Dual 75-inch or dual 86-inch displays mounted on the primary wall.2) Cameras: One (1) speaker-tracking camera mounted above or below the displays. Depending on room layout, a second camera may be mounted on an auxiliary wall to ensure full coverage. 3) Audio System: Ceiling microphones and distributed speakers, either ceiling-mounted or wall-mounted, to provide clear audio pickup and room-wide sound reinforcement. 4) Equipment Credenza: A dedicated credenza will be provided to house AV equipment, control systems, and supporting devices. D) Extra Large Conference Room 1) Displays: Dual 86-inch displays mounted on the primary wall. A third display could be mounted on Aux Wall. 2) Cameras: One (1) speaker-tracking camera mounted above or below the displays. Depending on room layout, a second camera may be mounted on an auxiliary wall to ensure full coverage. 3) Audio System: Ceiling microphones and distributed speakers, either ceiling-mounted or wall-mounted, to provide clear audio pickup and room-wide sound reinforcement. 4) Equipment Credenza: A dedicated credenza will be provided to house AV equipment, control systems, and supporting devices. 5) A Control System Integration may be deployed in Extra Large or divisible spaces to provide flexible room configurations. 6) This solution will allow multiple conference rooms to be combined into a single, larger space or separated into two or more independent conference rooms as needed. 7) The control system will manage displays, cameras, microphones, speakers, and other AV devices to ensure seamless operation in both combined and divided modes. 2.4 For proposed locations to receive the new Video Tele-Conference (VTC) equipment per this statement of work, if requisite power and/or data infrastructure is not currently in place, the Contractor shall be responsible for installing new or relocating existing power and/or data infrastructure at the locations specified in this solicitation. The Contractor shall be responsible for developing all engineering details to install the requisite new power and/or data infrastructure conditions with approval by the Contract Administrator or his designated representative. The Contractor shall also be responsible for obtaining all DOB permits and inspections required to install any requisite new power and/or data infrastructure conditions. The Contractor shall be responsible for returning all interior finishes, fixtures, or furnishings affected by the installation of new VTC equipment, power, and/or data conditions to their original condition in a clean and fully functional state.
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2.5 Prior to any electrical work to be performed, the Contractor shall provide the Contract Administrator their electrical plan/drawings. These submittals must be reviewed and approved by the DCPL Office of Facilities Management before electrical work is provided. 2.6 The Contractor shall properly handle waste materials at the site as a sign of good management by minimizing waste and recycle when appropriate. Site cleanliness to on-site cleanliness daily throughout the duration of the work. 2.7 The Contractor shall conduct a Train the Trainer session to DCPL designated staff members within seven days of completion of installation and provide recordings of the training for future DCPL use. 2.8 The Contractor shall provide a minimum of 3-year warranty to each equipment. 2.9 The Contractor shall provide technical assistance at no cost to DCPL during the contract period of performance. 2.10 The Contractor shall complete the installation, testing and training no later than November 30, 2026. 3) Not-to-Exceed Amount. In no event shall Vision be entitled to receive more than $970,277.00 (Nine Hundred Seventy Thousand Two Hundred Seventy-Seven Dollars) 2nd Best and Final Offer dated April 15, 2026, and Audio-Visual Hardware cost dated April 22, 2026. In no event, shall the Contractor be paid more than this amount unless the Contractor is authorized to exceed this limit in advance and in writing by the DCPL Contracting Officer. The cost forSections 2.2 through 2.10 of the Scope of Work shall be included in the Definitized Contract. Audio-Visual Hardware $970,277.00 4) Insurance. At all times while working under this Letter Contract, Vision shall maintain the insurance specified in Section I.8 of the RFP, as amended. All such policies shall be endorsed to add the Government of the District of Columbia as an additional insured. 5) Duration. This Letter Contract shall become effective on the date signed by the DCPL Contracting Officer and expire on the date the Definitized Contract becomes effective. DCPL reserves the right to terminate this Letter Contract, in whole or specified part for convenience in accordance with the DCPL Standard Contract Provisions issued with the RFP, as amended. 6) Contract Administrator (CA) The CA for this project is:
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Tanzi West-Barbour Director DCPL Office of Marketing and Communications 901 G Street NW 3rd Floor Washington, DC 20001 Phone: (202) 645-4428 Email: tanzi.west-barbour@dc.gov The above-listed DCPL employee is appointed to serve as the CA for this Letter Contract. The CA shall serve as the day-to-day point of contact and be responsible for matters of a technical nature. Please note, however, that the CA does not have the authority to alter the terms of this Letter Contract, authorize additional expenditures or extend schedule dates. Only a duly authorized Contracting Officer for DCPL has the authority to take such actions. authorizing Contracting Officer is Tornia Harrison-Samuels. If DCPL changes the duly authorized Contracting Officer, the Contractor will be notified within ten (10) business days. 7) Billing/Payment. Unless otherwise agreed, payment for services will be made as specified in Section G.4 of the RFP. The Contractor shall create and submit payment requests/invoices electronically through the DC Vendor Portal, with a concurrent copy with the necessary backup submitted via-email to the CA listed in Section 6. 7.1 To constitute a proper invoice, the Contractor shall enter all required information into the Portal after selecting the applicable Purchase Order Number listed on the Click on the Purchase Order Number and follow instructions for creating an invoice. Invoices shall be paid within thirty (30) days from the date received in the DC Vendor Portal. Invoices not paid within thirty (30) days will bear interest in accordance with the Quick Payment Act. The content of the Quick Payment Act can be found in the DC Vendor Portal. The Contractor can also check the payment status of their invoices via the DC Vendor Portal. 7.2 For assistance with the above procedures, the Contractor shall contact the DC Vendor Portal help desk at (202) 741-5200 between the hours of 9:00 a.m. to 5:00 p.m. EDT (Monday through Friday). 8) Purchase Order. The DCPL Office of Procurement will issue a purchase order with this Letter Contract and forward a copy of that purchase order for your records. The purchase order number should be included in all future invoices and accounting records. 9) Indemnification. 9.1 The Contractor shall indemnify and save harmless the Government and all of its officers, agents and servants against any and all claims or liability arising from or based on, or as a consequence or result of, any act, omission or default of the
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Contractor, his employees, or his subcontractors, in the performance of, or in connection with, any work required, contemplated or performed under the Contract provided that such claim or liability is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than the Work itself), but only to the extent caused by the negligent acts and/or omissions of the Contractor, a Subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable. 9.2 Disputes between the Contractor and any subcontractors, material suppliers, or any other third parties over payments allegedly owed by the Contractor to a third party shall be resolved exclusively between the Contractor and the third party; the Contractor shall permit no pass-through suits to be brought against the Government However, nothing herein shall be construed equitable adjustment hereunder. 10) Waiver. No Governmental waiver of any breach of any provision of the Contract shall operate as a waiver of such provision or of the Contract or as a waiver of subsequent or other breaches of the same or any other provision of the Contract; nor shall any action ornon-action by the Contracting Officer or by the Government be construed as a waiver of any provision of the Contract or of any breach thereof unless the same has been expressly declared or recognized as a waiver by the Contracting Officer or the Government in writing. 11) Entire Agreement; Modification. This Letter Contract supersedes all contemporaneous or prior negotiations, representations, course of dealing, or agreements, either written or oral. No modifications to this Letter Contract shall be effective against DCPL and unless made in writing signed by a duly authorized Contracting Officer for DCPL. Nothing herein the changes clause in the Standard Contract Provisions. 12) Order of Precedence: The following documents are hereby incorporated and made a part of this Letter Contract in the following order of precedence. a. An applicable Court Order, if any b. This Letter Contract. c. Government of the District of Columbia Public Library Standard Contract Provisions for Supply, Service, Architect/Engineer and Construction Solicitations and Contracts dated October 2009 (Attachment J.1 of Solicitation No. DCPL-2026-R-0011)d. Contract attachments other than the DCPL Standard Contract Provisions e. 2nd Best and Final Offer dated April 15, 2026 - Exhibit A f. 1st Best and Final Offer dated February 27, 2026 Exhibit Bg. Contractor's Proposal dated February 6, 2026 Exhibit C h. Solicitation No. DCPL-2026-R-0011, as amended Exhibit D
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Assuming the foregoing terms are acceptable, please countersign below to indicate your acceptance. Should you have any questions, please feel free to contact me directly at tornia.harrison1@dc.gov or (202) 727-1548.
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ACCEPTED & AGREED TOthis day of April 2026 byVISION SECURITY SOLUTIONS, LLCBy: Name: Title: DISTRICT OF COLUMBIA GOVERNMENT____________________________________ _____________________Tornia Harrison-Samuels DateDCPL Contracting Officer
04/30/2026
CLIN Room Price 1) Anacostia Neighborhood Library - 1800 Marion Barry, SE 0001 Conference Room 1 $13,777.50 0002 Conference Room 2 $0.00 0003 Ora Glover Meeting Room $29,821.50 0004 Study Room 1 $6,251.50 0005 Study Room 2 $6,251.50 0006 Study Room 3 $0.00 0007 Study Room 4 $0.00 Site Total $56,102 2) Bellevue (William O. Lockridge) Neighborhood Library - 114 Atlantic Street, SE 0008 Conference Room A $13,150.00 0009 Conference Room B $13,150.00 0010 Meeting Room $31,940.00 0011 Study Room 1 $6,230.00 0012 Study Room 2 $6,230.00 0013 Study Room 3 $0.00 0014 Study Room 4 $0.00 Site Total $70,700 3) Benning (Dorothy I. Height) Neighborhood Library - 3935 Benning Road, NE 0015 Conference Room 1 $13,237.50
0016 Conference Room 2 $0.00 0017 Meeting Room $36,704.50 0018 Study Room 1 $6,317.50 0019 Study Room 2 $6,317.50 0020 Study Room 3 $0.00 0021 Study Room 4 $0.00 0022 Study Room 5 $0.00 Site Total $62,577 4) Capitol View Neighborhood Library - 5001 Central Avenue, SE 0023 Meeting Room 1 $37,244.50 0024 Meeting Room 2 $32,027.50 0025 Study Room 1 $6,317.50 0026 Study Room 2 $0.00 0027 Study Room 3 $6,317.50 Site Total $81,907 5) Chevy Chase Neighborhood Library - 5625 Connecticut Avenue, NW 0028 Meeting Room 1 $44,412.00 0029 Study Room 1 $0.00 0030 Study Room 2 $0.00 0031 Study Room 3 $0.00 Site Total $44,412 6) Cleveland Park Neighborhood Library - 3310 Connecticut Avenue, NW 0032-0033 1/F Meeting Room/Childrens Program Room $44,255.00 0034-0035 LL Meeting Room/Meeting Room 2 $33,637.00 0036 Conference Room 1 $13,547.00 0037 Study Room 1 $6,230.00 0038 Study Room 2 $6,230.00 0039 Study Room 3 $0.00 0040 Study Room 4 $0.00 Site Total $103,899 7) Francis A. Gregory Neighborhood Library - 3660 Alabaman Avenue, SE 0041 Conference Room 1 $13,237.50 0042 Conference Room 2 $0.00 0043 Meeting Room $22,236.50 0044 Study Room 1 $7,407.50 0045 Study Room 2 $6,317.50 0046 Study Room 3 $0.00 0047 Study Room 4 $0.00 Site Total $49,199 8) Georgetown Neighborhood Library - 3260 R Street, NW
0048 Conference Room 2 $6,317.50 0049 Meeting Room 1 $38,910.50 0050 Study Room 1 $6,317.50 0051 Study Room 2 $6,317.50 0052 Study Room 3 $0.00 Site Total $57,863 9) Lamond-Riggs (Lillian J. Huff) Neighborhood Library - 5401 South Dakota Avenu 0053 Conference Room 1 $11,878.0 0054 Meeting Room 1 $39,363.0 0055 Study Room 1 $6,770.0 0056 Study Room 2 $6,770.0 0057 Study Room 3 $6,770.0 0058 Study Room 4 $0.0 0059 Study Room 5 $0.0 0060 Study Room 6 $0.0 Site Total $71,551 10) MLK, Jr. Memorial Library - 901 G Street, NW 0061 105A Meeting Room $0.00 0062 105B Meeting Room $0.00 0063 105C Meeting Room $0.00 0064 105D Meeting Room $0.00 0065 105E Meeting Room $0.00 0066 Study Room 1 $6,015.00 0067 Study Room 2 $6,015.00 0068 Study Room 3 $6,015.00 0069 Study Room 4 $6,015.00 0070 205A C4A Meeting Room $12,935.00 0071 205B C4A Meeting Room $20,322.00 0072 302A Meeting Room $11,658.00 0073 302B Meeting Room $11,118.00 0074 302C Meeting Room $11,118.00 0075 302D Meeting Room $11,658.00 0076 302E Meeting Room $11,658.00 0077 302F Meeting Room $11,118.00 0078 Study Room 5 $6,555.00 0079 Study Room 6 $6,015.00 0080 Study Room 7 $6,015.00 0081 Study Room 8 $0.00 0082 Study Room 9 $0.00 0083 401A Conference Room $20,020.00 0084 401D Conference Room $20,020.00
0085 401E Conference Room $20,020.00 0086 401F Conference Room $20,020.00 0087 401G Conference Room $20,020.00 Site Total $244,330 11) Mt. Pleasant Neighborhood Library - 3160 16th Street, NW 0088 Meeting Room $31,940.00 0089 Conference Room 1 $13,690.00 0090 Conference Room 2 $13,690.00 0091 Study Room 1 $6,230.00 0092 Study Room 2 $6,230.00 0093 Study Room 3 $0.00 Site Total $71,780 12) Northeast Neighborhood Library - 330 7th Street, NE 0094 Meeting Room 1 $32,027.50 0095 Meeting Room 2 $26,435.50 0096 Meeting Room 3 $0.00 0097 Study Room 1 $6,317.50 0098 Study Room 2 $6,317.50 0099 Study Room 3 $0.00 Site Total $71,098 13) Palisades Neighborhood Library - 4901 V Street, NW 0100 Conference Room $13,917.67 0101 Meeting Room 1 $31,341.67 0102 Meeting Room 1A $390.67 0103 Meeting Room 1B $14,899.67 0104 Study Room 1 $6,171.67 0105 Study Room 2 $6,171.67 0106 Study Room 3 $0.00 Site Total $72,893 14) Shepherd Park (Juanita E. Thornton) Neighborhood Library - 7420 Georgia Avenue 0107 Conference Room 1 $14,887.29 0108 Conference Room 2 $14,347.29 0109 Meeting Room 1 $23,298.29 0110 Meeting Room 2 $22,758.29 0111 Study Room 1 $7,427.29 0112 Study Room 2 $7,427.29 0113 Conference Room $14,347.29 0114 Study Room 3 $0.00 Site Total $104,493 15) Southwest Neighborhood Library - 900 Wesley Place, SW 0115 Conference Room $13,150.00
0116 Conference Room $19,409.00 0117 Large Meeting Room $41,600.00 0118 Study Room 1 $6,230.00 0119 Study Room 2 $6,230.00 0120 Study Room 3 $0.00 0121 Study Room 4 $0.00 Site Total $86,619 16) Takoma Park Neighborhood Library - 416 Cedar Street, NW 0122 Meeting Room $22,290.00 0123 Small Meeting Room $15,491.00 Site Total $37,781 17) Tenley-Friendship Neighborhood Library - 4450 Wisconsin Avenue, NW 0124 Conference Room 1 $13,690.00 0125 Conference Room 2 $6,236.00 0126 Meeting Room $34,146.00 0127 Study Room 1 $6,230.00 0128 Study Room 2 $6,230.00 0129 Study Room 3 $0.00 0130 Study Room 4 $0.00 Site Total $66,532 18) West End Neighborhood Library - 2301 L Street, NW 0131 Meeting Room 1 $31,940.00 0132 Conference Room 1 $13,690.00 0133 Study Room 1 $6,230.00 0134 Study Room 2 $6,230.00 0135 Study Room 3 $6,230.00 0136 Study Room 4 $0.00 0137 Study Room 5 $0.00 Site Total $64,320 19) Woodridge Neighborhood Library - 1801 Hamlin Street, NE 0138 Conference Room A $18,267.00 0139 Conference Room B $18,367.00 0140 Meeting Room $28,144.00 0141 Study Room 1 $7,296.00 0142 Study Room 2 $7,296.00 0143 Study Room 3 $0.00 0144 Study Room 4 $0.00 Site Total $79,370 GRAND TOTAL $1,497,426
vision
Thispr newGrandTotalof$1,497,426
TheOfferoracknowledgesandunderstandsthatthecontractresultingfromthissolicitationwillbea fixed-price
contract.
TheOfferor'sBAFOisbasedonandsubjecttothefollowingconditions:
41)TheOfferoragreestoholditsBAFOopenforaperiodofatleastone-hundredtwenty(120)calendardaysafterthedateofBAFOsubmission,unlesssubstantialpriceincreasesareimposedbyanynewlyimposedtariffswhich
areentirelyoutsideofourcontrol.
2)BoththeOfferorandtheundersignedrepresentandwarrantthattheundersignedhasthefulllegalauthorityto
submitthisofferformandbindtheOfferortothetermsoftheOfferor’sBAFO.TheOfferorfurtherrepresentsandwarrantsthatnofurtheractionorapprovalmustbeobtainedbytheOfferorinordertoauthorizethetermsofthe
Offeror'sBAFO.
3)TheOfferoranditsprincipalteammembersherebyrepresentandwarrantthattheyhavenot:(i)colludedwith
anyothergrouporpersonthatissubmittingaBAFOinresponsetotheRFPinordertofixorsetprices;(i)acted
insuchamannersoastodiscourageanyothergrouporpersonfromsubmittingaBAFOinresponsetotheRFP;
or(ii)otherwiseengagedinconductthatwouldviolateapplicableanti-trustlaw.
4)TheOfferorherebycertifiesthatneitheritnoranyofitsteammembershaveenteredintoanagreement(written
ororal)thatwouldprohibitanycontractor,subcontractororsubconsultantthatiscertifiedbytheDistrictof
ColumbiaOfficeofSmallandLocalBusinessEnterprisesasaCertifiedBusinessEnterprisefromparticipatingin
theworkifanothercompanyisawardedthecontract.
5)ThisofferformandtheOfferor’sBAFOarebeingsubmittedonbehalfofVisionSecuritySolutionsLLCor
WashingtonDC.
Sincer
Name:JacquesRoelofse
Its: COO
VisionSecuritySolutions~ForDCPLAV-RFPNo.DCPL-2026-R-0011 Page6of72901VStreetNE,WashintonDC,20018|202-680-5123
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VisionSecuritySolutions~ForDCPLAV-RFPNo.DCPL-2026-R-0011 Page7of72901VStreetNE,WashintonDC,20018|202-680-5123