MURIEL BOWSER
MAYOR
September 11, 2024
Honorable Phil Mendelson
Chairman
Council of the District of Columbia
John A. Wilson Building
1350 Pennsylvania Avenue, NW, Suite 504
Washington, DC 20004
Dear Chairman Mendelson:
Pursuant to section 451 of the District of Columbia Home Rule Act (D.C. Official Code § 1-
204.51) and section 202 of the Procurement Practices Reform Act of 2010 (D.C. Official Code §
2-352.02), enclosed for consideration and approval by the Council of the District of Columbia is
proposed Contract No. DCAM-25-NC-RFP-0001 with AAA Complete Building Services, Inc., in
the not-to-exceed amount of $3,963,163.04. The period of performance of this contract is from
October 1, 2024, through September 30, 2025.
Under the proposed contract, AAA Complete Building Services, Inc., will provide comprehensive
property management services, including the management, supervision, labor, materials, supplies,
and equipment to ensure the effective performance of operations, maintenance, and repair services
at the Unified Communications Center and Public Safety Communication Center.
My administration is available to discuss any questions you may have regarding the proposed
contract. If you have any questions regarding the proposed contract, please contact Delano Hunter,
Director, Department of General Services (“DGS”), or have your staff contact George G. Lewis,
Chief of Contracts and Procurement, DGS, at (202) 727-2800.
I look forward to the Council’s favorable consideration of this contract.
Sincerely,
Muriel Bowser
Pursuant to section 202(c) of the Procurement Practices Reform Act of 2010, as amended,
D.C. Official Code § 2-352.02(c), the following contract summary is provided:
COUNCIL CONTRACT SUMMARY
(Standard and multiyear)
Contract for Property Management Services at the Unified Communications Center and
Public Safety Communication Center
(A) Contract Number: DCAM-25-NC-RFP-0001
Proposed Contractor: AAA Complete Building Services, Inc.
Contract Amount: Not-to-Exceed amount: $3,963,163.04
Unit and Method of Compensation: Fixed monthly and hourly unit prices
payable on a monthly basis.
Term of Contract: October 1, 2024 through September 30,
2025
Type of Contract: Firm Fixed Price with a Time and Materials
Component
Source Selection Method: Competitive 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:
Base Year Current Not-to-Exceed Amount: $3,963,163.04
Option Year 001 Proposed Not-to-Exceed Amount: $3,941,335.52
Explanation of difference from the base period (“Base Period”): The Contract provides for
two types of fixed unit prices based on the type of service to be provided: (i) regularly
recurring consolidated maintenance services pursuant to the Contract’s scope of work
(“Basic Services”), priced at a fixed monthly rate for each type of Basic Service; and (ii)
repairs, upgrades, or replacement of equipment or building systems not included in the
Basic Services and performed at the request and discretion of the Department
(“Supplemental Repair and Replacement Services”, together with the Basic Services, the
“Services”), priced at a fixed hourly rate for each type of Supplemental Repair and
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Replacement Service. The rates during the first option year are slightly lower compared to
the base year due to the completion of specific services, such as electrical maintenance for
IR and switchgear maintenance for both the UCC and PSCC, which are not required
annually and are scheduled for the base year.
Option Year 002 Proposed Not-to-Exceed Amount: $4,052,814.80
Explanation of difference from Base Period: The rates for each option year include an
increase from the fixed monthly and hourly rates for the preceding year to account for
inflation. Additionally, the NTE amount for Option Year 002 includes compensation for
twelve (12) months of Basic Services and Supplemental Repair and Replacement Services.
Option Year 003 Proposed Not-to-Exceed Amount: $4,198,906.64
Explanation of difference from Base Period: The rates for each option year include an
increase from the fixed monthly and hourly rates for the preceding year to account for
inflation. Additionally, the NTE amount for Option Year 003 includes compensation for
twelve (12) months of Basic Services and Supplemental Repair and Replacement Services.
Option Year 004 Proposed Not-to-Exceed Amount: $4,287,652.88
Explanation of difference from Base Period: The rates for each option year include an
increase from the fixed monthly and hourly rates for the preceding year to account for
inflation. Additionally, the NTE amount for Option Year 004 includes compensation for
twelve (12) months of Basic Services and Supplemental Repair and Replacement Services.
(C) The goods or services to be provided, the methods of delivering goods or services, and
any significant program changes reflected in the proposed contract:
Under the proposed contract for Property Management Services at the Unified
Communications Center (“UCC”) and Public Safety Communication Center (“PSCC”),
DCAM-25-NC-RFP-0001 (the “Contract”), the Contractor would provide property
management services including management, supervision, labor, materials, supplies, and
equipment necessary to ensure effective performance of operations, maintenance and repair
services (the “Services”) at the UCC located at 2720 Martin Luther King, Jr. Avenue, SE,
Washington, DC 20032, and the PSCC located at 310 McMillan Drive, NW, Washington,
DC 20001 (the “Project”).
In general, the Contractor shall ensure that the UCC and PSCC are maintained as a clean,
comfortable, and operable facility for the District of Columbia government’s (the
“District”) workforce and staff and the public at all times. The Contract provides for two
types of services to be performed by the Contractor: (i) Basic Services, which include all
regularly recurring property management services pursuant to the Contract’s scope of
work; and (ii) Supplemental Repair and Replacement (“Time and Material”) Services,
which include repairs, upgrades or replacement of equipment or building systems not
included in the Basic Services and performed at the request and discretion of the District.
The Contract contains a Base Period of twelve (12) months from October 1, 2024, through
September 30, 2025. The Contract also contains up to four (4) one-year option periods. The
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Department of General Services 3924 Minnesota Avenue NE, Washington DC 20019
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Contract has a total NTE amount of $3,963,163.04 for the Base Period.
(D) The selection process, including the number of offerors, the evaluation criteria, and
the evaluation results, including price, technical or quality, and past performance
components:
On August 4, 2023, the Department issued a Request for Proposals (“RFP”) under
solicitation No. DCAM-24-NC-RFP-0004 to engage a contractor to provide property
management services, including all management, supervision, labor, materials, supplies,
and equipment to ensure the effective performance of Operations, Maintenance, and Repair
services for the Project. The solicitation was set aside for the certified business enterprise
(“CBE”) market, and only CBEs certified by the District of Columbia’s Department of
Small and Local Business Development (“DSLBD”) at the time of submission were
eligible to participate. A pre-proposal conference was held on August 9, 2023, and the
facility site visit was scheduled on August 10, 2023.
The Department issued three (3) addenda to the RFP. Addendum No. 01, issued on
August 9, 2023, incorporated the Pre-Proposal webinar conference PowerPoint
presentation as Exhibit A; incorporated Pre-Proposal webinar conference and site visit
attendance roster as Exhibit B; and provided the facility site visit information. Addendum
No. 02, issued on August 24, 2023, deleted and replaced the Electronic Proposal
Submission Deadline to 2:00 p.m. EST on September 6, 2023. Addendum No. 03, issued
on August 25, 2023, incorporated the site visit attendance roster.
On the proposal due date, September 6, 2023, AAA Complete Building Services, Inc.
(“CBS”) was the only firm that submitted a proposal in a timely manner for the Facility.
Technical Evaluation:
The responsive proposal was evaluated by a technical evaluation panel (the “Panel”) in
accordance with the criteria set forth in the RFP. The proposal was independently evaluated
utilizing a point scale, certain points of which were for the technical evaluation component
as follows: (i) relative experience; (ii) project team qualifications and resumes; and (iii)
management plan, as discussed more fully below. After receiving only one (1) proposal in
response to this RFP, the Department sought to understand why potentially qualified firms
did not submit proposals. The Department emailed the five (5) firms that attended the pre-
proposal conference but did not submit proposals and received various responses. These
included concerns about competitiveness in the open market, lack of relevant projects, and
lack of experience with emergency high-alert facility functions. The sole proposal received
was thoroughly examined and met all the RFP requirements.
The Panel met on March 14, 2024, to develop a consensus technical score. Prior to
convening the evaluation meeting, each of the Panel members individually completed an
evaluation of the proposal. In doing so, each Panel member rated each responsive Offeror
with respect to specific sub-factors in the three (3) categories.
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Department of General Services 3924 Minnesota Avenue NE, Washington DC 20019
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Pricing Evaluation:
As outlined in the RFP, certain points were available for price. In addition to the technical
scoring, the responsive Offeror was assigned price points on a sliding scale, with the lowest
proposed price receiving all of the available points, and the remaining proposal receiving
a portion of the available points relative to its position in the range established by the
highest-and lowest price proposals.
Certified Business Enterprise Preference Points:
In addition to the price and technical scoring, points were available for the Offeror based
on its status as a Certified Business Offer (“CBE”) as determined by DSLBD. The
responsive Offeror was certified and received additional points accordingly.
Contracting Officer’s Independent Evaluation:
The Contracting Officer carefully reviewed the Panel’s consensus technical scoring and
the evaluation process followed by the Panel, including the Panel’s notes, score sheets, and
its final consensus technical evaluation. In addition, the Contracting Officer conducted an
independent assessment of the proposal and exercised her independent judgment in
evaluating the responsive Offeror, after which the Contracting Officer determined that the
Contractor was the highest ranked Offeror.
On June 27, 2024, the Department issued a Negotiation/Clarification letter to the highest-
ranking offeror, CBS, in accordance with D.C. Code §2-354.03(h)(2), 27 DCMR 1634 and
27 DCMR §4721. The Department acknowledged reviewing CBS’ “assumptions”
document included within their compliance documents package, and ultimately rejected
CBS’ assumptions and comments, providing specific explanations. In addition, the letter
indicated clarification on the term of contract, and amending the language referencing
deductible threshold. On July 1, 2024, CBS responded by email acknowledging DGS’
stance on all items of the letter and taking no issue.
Contract Award:
After reviewing the evaluation Panel’s consensus technical scoring, conducting an
independent assessment in evaluating the responsive Offeror, reviewing the underlying
proposal, documentation and CBE preference points, the Contracting Officer determined
that the Contractor was the highest ranked Offeror. In addition, the Contracting Officer
determined that the Contractor is responsible, and that the Contractor’s proposed pricing is
fair and reasonable. Subsequently, by award memorandum executed July 9, 2024, the
Department awarded Contract No. DCAM-25-NC-RFP-0001 to the Contractor as such
award was determined to be the most advantageous to the District.
(E) A description of any bid protest related to the award of the contract, including
whether the protest was resolved through litigation, withdrawal of the protest by the
protestor, or voluntary corrective action by the District. Include the identity of the
protestor, the grounds alleged in the protest, and any deficiencies identified by the
District as a result of the protest:
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Department of General Services 3924 Minnesota Avenue NE, Washington DC 20019
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The award of the Contract was not protested.
(F) The background and qualifications of the proposed contractor, including its
organization, financial stability, personnel, and performance on past or current
government or private sector contracts with requirements similar to those of the
proposed contract:
The Contractor is a Washington, DC-based full-service facilities management and
maintenance company providing property and facilities management services in the
government, commercial, and institutional sectors. The Contractor has provided services
to the District’s portfolio of properties for more than 20 years for contracts that are similar
or larger in scope, size, and complexity to the Project. The Department reviewed the
Contractor’s staffing plan for the work contemplated by the Contract and found it
sufficient. The Contractor has been determined responsible in accordance with 27 DCMR
§ 4706.1.
(G) 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 (CBE No. LX78231122024) and is exempt
from the subcontracting requirements set forth in the Act in accordance with § 2-
218.46(a)(3) of the Act. Nevertheless, the Contractor submitted a preliminary
subcontracting plan indicating its intent to subcontract at least 35% of the work to small
business enterprises, in accordance with D.C. Official Code § 2-218.46(b)(1)(A). The
Contractor’s subcontracting plan meets the minimum requirements of the Act.
(H) Performance standards and the expected outcome of the proposed contract:
If the Contract is approved, the Contractor will be required to provide the Services as set
forth in the Contract’s scope of work. In general, the Contractor is/will be required to
perform or exceed the requirements and performance standards contained in the Contract.
The Contractor shall ensure that the Project is maintained as a clean, comfortable, and
operable facility for the District’s workforce and the public at all times. The Department
may withhold payment from the Contractor or terminate the Contract, in whole or in part
as appropriate, if the Contractor fails to perform the Services within the time specified or
fails to perform any of the other provisions of the Contract. The Contractor’s performance
will be monitored by Department staff.
(I) 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:
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Department of General Services 3924 Minnesota Avenue NE, Washington DC 20019
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N/A.
(J) 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 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 relevant Fiscal Sufficiency
certification accompanies this Council Package.
(K) A certification that the contract is legally sufficient, including whether the proposed
contractor has any pending legal claims against the District:
The proposed Contract has been deemed legally sufficient by the Department’s Office of
the General Counsel, and the Contractor appears to have no pending legal claims against
the District.
(L) A certification that the Citywide Clean Hands database indicates that the proposed
contractor is current with its District taxes. If the Citywide Clean Hands Database
indicates that the proposed contractor is not current with its District taxes, either: (1)
a certification that the contractor has worked out and is current with a payment
schedule approved by the District; or (2) a certification that the contractor will be
current with its District taxes after the District recovers any outstanding debt as
provided under D.C. Official Code § 2-353.01(b):
The Citywide Clean Hands database indicates that the Contractor is current with its District
taxes. The relevant Clean Hands certification accompanies this Council Package.
(M) 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 Contractor