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Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251assigned tasks. See Attachment “A” – Position Titles and Roles at Attachment J.7.C.2.2 Unless otherwise noted, experience may be substituted for the educational requirements on thebasis of one-year experience for one year of college. KEY PERSONNEL SHALL MEETALL REQUIREMENTS. The Contractor shall indicate where experience has beensubstituted for education. Additionally, the Contractor must show that the experience levelsubstituted for education exceeds the basic experience requirements. If issued a contract, thecontractor must have people for these positions employed or with employment agreementsestablished at the time of task order issuance. If issued a contract, the Contractor shall providepersonnel for the key positions stated in Key Personnel. If issued a contract, all Personnel mustbe identified by complete name and a resume attached for review. Contents of resumes may beindependently verified by DCHBX.C.2.3 The Contractor shall have a least 5 or more years of experience with IT networking andsoftware consulting services.C2.3.1 The Contractor shall have experience with working with DC Government as it relates to IT orother contractual services.C.2.3.2 The Contractor shall provide at least three (3) relevant client references with one being fromthe District Government.C.2.3.3 The Contractor shall provide a narrative on how it will obtain qualified staff for this project.C.2.3.4The Contractor shall provide a list of any potential subcontractors, if any,with which it has anagreement with to provide staffing resources.C.2.3.5 The Contractor shall provide a detailed staffing plan.C.2.4Support HoursC.2.4.1At a minimum, the Contractor shall provide support at headquarters five (5) days a week,Monday through Friday, for eight (8) hours per day. The Contractor shall have the consent ofthe DCHBX to schedule flexible work hours between the hours of 7:30 a.m. through 12:00midnight, but shall ensure that each full-time Contractor employee works at least an 8 hour shiftand that smooth and efficient operations are not interrupted.C.2.4.2Contractor employees shall observe all District Government holidays and, in the event ofbacklogs, overtime will be authorized only by the Contract Officer (CO).C.2.5Periodic Reporting, Meeting and ReviewThe Contractor shall agree to communicate regularly and report on activities in order to achievethe highest level of services, with at least 1 regularly scheduled meeting per week. All reportsare required in the latest DCHBX compatible version of applications identified within theMicrosoft Office Suite, provided in both hard and soft copy.14

Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251SECTION DPACKAGING AND MARKING (NA)SECTION EINSPECTION AND ACCEPTANCEThe inspection and acceptance requirements for this contract shall be governed by Clause NumberSix (6), Inspection of Services of the Government of the District of Columbia Standard ContractProvisions for use with Supplies and Services Contracts, dated March 2007.15

Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251SECTION FPERIOD OF PERFORMANCE AND DELIVERABLESF.1TERM OF CONTRACTThe term of the contract shall be for one (1) year from the Date of Award specified on the coverpage of the contract.F.2OPTION TO EXTEND THE TERM OF THE CONTRACTF.2.1 The District may extend the term of this contract for a period of four (4) one year option periods,or successive fractions thereof, by written notice to the Contractor before the expiration of thecontract; provided that the District will give the Contractor preliminary written notice of its intentto extend at least thirty (30) days before the contract expires. The preliminary notice does notcommit the District to an extension. The exercise of this option is subject to the availability offunds at the time of the exercise of this option. The Contractor may waive the thirty (30) daypreliminary notice requirement by providing a written waiver to the Contracting Officer prior toexpiration of the contract.F.2.2 If the District exercises this option, the extended contract shall be considered to include thisoption provision.F.2.3 The price for the option period shall be as specified in the Section B of the contract.F.2.4 The total duration of this contract, including the exercise of any options under this clause, shallnot exceed five (5) years.F.3DeliverablesThe Contractor shall provide the following deliverables outlined in Section .31C.2.3.4Narrative of staffingrecruitmentPotential SubcontractorsC.2.3.5Staffing Plan11Format/Method ofdeliveryUpload via E-Sourcingas attachmentUpload via E-Sourcingas attachmentUpload via E-Sourcingas attachmentUpload via E-Sourcingas attachmentDue DateUpon closing ofIFBUpon closing ofIFBUpon closing ofIFBUpon closing ofIFB16

Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251SECTION GCONTRACT ADMINISTRATIONG.1INVOICE PAYMENTG.1.1DCHBX will make payments to the Contractor, upon the submission of proper invoices, atthe prices stipulated in this contract, for supplies delivered and accepted or servicesperformed and accepted, less any discounts, allowances or adjustments provided for in thiscontract.G.1.2The DCHBX will pay the Contractor on or before the 30th day after receiving a properinvoice from the Contractor.G.2INVOICE SUBMITTALG.2.1The Contractor shall submit proper invoices on a monthly basis or as otherwise specified inSection G.4. Invoices shall be prepared in and submitted to HBX:hbxinvoice@dc.govG.2.2To constitute a proper invoice, the Contractor shall submit the following information onthe invoice:G.2.2.1Contractor’s name, federal tax ID and invoice date (date invoices as of the date of mailingor transmittal);G.2.2.2Contract number and invoice number;G.2.2.3Description, price, quantity and the date(s) that the supplies or services were deliveredor performed;G.2.2.4Other supporting documentation or information, as required by the Contracting Officer;G.2.2.5Name, title, telephone number and complete mailing address of the responsible officialto whom payment is to be sent;G.2.2.6Name, title, phone number of person preparing the invoice;G.2.2.7G.2.2.8Name, title, phone number and mailing address of person (if different from theperson identified in G.2.2.6 above) to be notified in the event of a defective invoice;andAuthorized signature.17

Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251G.3FIRST SOURCE AGREEMENT REQUEST FOR FINAL PAYMENTG.3.1For contracts subject to the 51% District Residents New Hires Requirements and FirstSource Employment Agreement requirements, final request for payment must beaccompanied by the report or a waiver of compliance discussed in section H.5.5.G.3.2No final payment shall be made to the Contractor until the agency CFO has received theContracting Officer’s final determination or approval of waiver of the Contractor’s compliancewith 51% District Residents New Hires Requirements and First Source EmploymentAgreement requirements.G.4PAYMENTUnless otherwise specified in this contract, payment will be made on actual hours worked andbilled by the Contractor and the acceptance of a properly executed invoice.G.5ASSIGNMENT OF CONTRACT PAYMENTSG.5.1In accordance with 27 DCMR 3250, the Contractor may assign to a bank, trust company,or other financing institution funds due or to become due as a result of the performance ofthis contract.G.5.2Any assignment shall cover all unpaid amounts payable under this contract, and shall notbe made to more than one party.G.5.3Notwithstanding an assignment of contract payments, the Contractor, not the assignee, isrequired to prepare invoices. Where such an assignment has been made, the original copy ofthe invoice must refer to the assignment and must show that payment of the invoice is to bemade directly to the assignee as follows:“Pursuant to the instrument of assignment datedinvoice to (name and address of assignee).”G.6THE QUICK PAYMENT CLAUSEG.6.1Interest Penalties to ContractorsG.6.1.1, make payment of thisThe DCHBX will pay interest penalties on amounts due to the Contractor under theQuick Payment Act, D.C. Official Code §2-221.01 et seq., for the period beginning onthe day after the required payment date and ending on the date on which payment of theamount is made. Interest shall be calculated at the rate of 1% per month. No interestpenalty shall be paid if payment for the completed delivery of the item of property orservice is made on or before:a) the 3rd day after the required payment date for meat or a meat product;b) the 5th day after the required payment date for an agricultural commodity; orc) the 15th day after the required payment date for any other item.18

Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251G.6.1.2G.6.2G.6.2.1Any amount of an interest penalty which remains unpaid at the end of any 30-day periodshall be added to the principal amount of the debt and thereafter interest penalties shallaccrue on the added amount.Payments to SubcontractorsThe Contractor must take one of the following actions within seven (7) days of receiptof any amount paid to the Contractor by the DCHBX for work performed by anysubcontractor under this contract:a) Pay the subcontractor for the proportionate share of the total payment receivedfrom the DCHBX that is attributable to the subcontractor for work performedunder the contract; orb) Notify the DCHBX and the subcontractor, in writing, of the Contractor’sintention to withhold all or part of the subcontractor’s payment and state thereason for the nonpayment.G.6.2.2The Contractor must pay any subcontractor or supplier interest penalties on amountsdue to the subcontractor or supplier beginning on the day after the payment is due andending on the date on which the payment is made. Interest shall be calculated at therate of 1% per month.G.6.2.3Any amount of an interest penalty which remains unpaid by the Contractor at the end ofany 30- day period shall be added to the principal amount of the debt to the subcontractorand thereafter interest penalties shall accrue on the added amount.G.6.2.4A dispute between the Contractor and subcontractor relating to the amounts or entitlementof a subcontractor to a payment or a late payment interest penalty under the Quick PaymentAct does not constitute a dispute to which the District of Columbia is a party. The Districtof Columbia may not be interpleaded in any judicial or administrative proceeding involvingsuch a dispute.G.6.3Subcontract requirementsG.6.3.1The Contractor shall include in each subcontract under this contract a provisionrequiring the subcontractor to include in its contract with any lower-tier subcontractoror supplier the payment and interest clauses required under paragraphs (1) and (2) ofD.C. Official Code§2-221.02(d).19

Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251G.7CONTRACTING OFFICER (CO)Contracts will be entered into and signed on behalf of the DCHBX only by contractingofficers. The contact information for the Contracting Officer is:Sandra RobinsonSenior Deputy Director of OperationsDistrict of Columbia Health Benefit Exchange1100 – 15th Street, N.W., 8th FloorWashington, DC 20005202-727-3402G.8AUTHORIZED CHANGES BY THE CONTRACTING OFFICERG.8.1 The CO is the only person authorized to approve changes in any of the requirementsof this contract.G.8.2 The Contractor shall not comply with any order, directive or request that changes ormodifies the requirements of this contract, unless issued in writing and signed by theCO.G.8.3 In the event the Contractor effects any change at the instruction or request of any personother than the CO, the change will be considered to have been made without authorityand no adjustment will be made in the contract price to cover any cost increase incurredas a result thereof.G.9G.9.1CONTRACT ADMINSTRATOR (CA)The CA is responsible for general administration of the contract and advising the CO asto the Contractor’s compliance or noncompliance with the contract. The CA has theresponsibility of ensuring the work conforms to the requirements of the contract and suchother responsibilities and authorities as may be specified in the contract. These include:G.9.1.1Keeping the CO fully informed of any technical or contractual difficultiesencountered during the performance period and advising the CO of any potentialproblem areas under the contract;G.9.1.2Coordinating site entry for Contractor personnel, if applicable;G.9.1.3Reviewing invoices for completed work and recommending approval by the CO if theContractor’s costs are consistent with the negotiated amounts and progress issatisfactory and commensurate with the rate of expenditure;G.9.1.4Reviewing and approving invoices for deliverables to ensure receipt of goods andservices. This includes the timely processing of invoices and vouchers in accordancewith the District’s payment provisions; and20

Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251G.9.1.5G.9.2Maintaining a file that includes all contract correspondence, modifications,records of inspections (site, data, and equipment) and invoice or vouchers.The address and telephone number of the CA is:Suzanne PeckDirector of Information TechnologyDistrict of Columbia Health Benefits Exchange609 H Street, NEWashington, DC 20002(202) 698-4103suzanne.peck@dc.govG.9.3The CA shall NOT have the authority to:1. Award, agree to, or sign any contract, delivery order or task order. Only the COshall make contractual agreements, commitments or modifications;2. Grant deviations from or waive any of the terms and conditions of the contract;3. Increase the dollar limit of the contract or authorize work beyond the dollar limit ofthe contract,4. Authorize the expenditure of funds by the Contractor;5. Change the period of performance; or6. Authorize the use of District property, except as specified under the contract.G.9.4The Contractor will be fully responsible for any changes not authorized in advance, inwriting, by the CO; may be denied compensation or other relief for any additional workperformed that is not so authorized; and may also be required, at no additional cost to theDCHBX, to take all corrective action necessitated by reason of the unauthorized changes.21

Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251SECTION HSPECIAL CONTRACT REQUIREMENTSH.1HIRING OF DISTRICT RESIDENTS AS APPRENTICES AND TRAINEESH.1.1 For all new employment resulting from this contract or subcontracts hereto, as defined inMayor’s Order 83-265 and implementing instructions, the Contractor shall use its best effortsto comply with the following basic goal and objectives for utilization of bona fide residents ofthe District of Columbia in each project’s labor force:H.1.1.1 At least fifty-one (51) percent of apprentices and trainees employed shall be residents ofthe District of Columbia registered in programs approved by the District of ColumbiaApprenticeship Council.H.1.2 The Contractor shall negotiate an Employment Agreement with the Department ofEmployment Services (“DOES”) for jobs created as a result of this contract. The DOES shallbe the Contractor’s first source of referral for qualified apprentices and trainees in theimplementation of employment goals contained in this clause.H.2DEPARTMENT OF LABOR WAGE DETERMINATIONSThe Contractor shall be bound by the latest Wage Determination issued by the U.S.Department of Labor in accordance with the Service Contract Act, 41 U.S.C. §351 et seq., andincorporated herein as Section J.2. The Contractor shall be bound by the wage rates for theterm of the contract subject to revision as stated herein and in accordance with Section 24 ofthe SCP. If an option is exercised, the Contractor shall be bound by the applicable wage ratesat the time of the option. If the option is exercised and the CO obtains a revised wagedetermination, the revised wage determination is applicable for the option periods and theContractor may be entitled to an equitable adjustment.H.3PUBLICITYThe Contractor shall at all times obtain the prior written approval from the CO before it, anyof its officers, agents, employees or subcontractors, either during or after expiration ortermination of the contract, make any statement, or issue any material, for publication throughany medium of communication, bearing on the work performed or data collected under thiscontract.H.4FREEDOM OF INFORMATION ACTThe District of Columbia Freedom of Information Act, at D.C. Official Code §2-532 (a-3),requires the District to make available for inspection and copying any record produced orcollected pursuant to a District contract with a private contractor to perform a public function,to the same extent as if the record were maintained by the agency on whose behalf thecontract is made. If the Contractor receives a request for such information, the Contractorshall immediately send the request to the CA who will provide the request to the FOIA22

Invitation for Bid (IFB)HBX E-Sourcing Event No.:DOC165251Officer for the agency with programmatic responsibility in accordance with the D.C. Freedomof Information Act. If the agency with programmatic responsibility receives a request for arecord maintained by the Contractor pursuant to the contract, the CA will forward a copy tothe Contractor. In either event, the Contractor is required by law to provide all responsiverecords to the CA within the timeframe designated by the CA. The FOIA Officer for theagency with programmatic responsibility will determine the releasability of the records. TheDistrict will reimburse the Contractor for the costs of searching and copying the records inaccordance with D.C. Official Code §2-532 and Chapter 4 of Title 1 of the D.C. MunicipalRegulations.H.551% DISTRICT RESIDENTS NEW HIRES REQUIREMENTS AND FIRSTSOURCE EMPLOYMENT AGREEMENTH.5.1 The Contractor shall comply with the First Source Employment Agreement Act of 1984,as amended, D.C. Official Code §2-219.01 et seq. (“First Source Act”).H.5.2 The Contractor shall enter into and maintain, during the term of the contract, a FirstSource Employment Agreement, (Section J.4) in which the Contractor shall agree that:(1) The first s

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