- Pdf Text
- LETTER OF SOLICITATION
(LOS) #12-2026
On Demand Printing Services
Contracting and Procurement
District of Columbia Housing Authority
300 7th Street, SW 10th Floor
Washington, D.C. 20024
DISTRICT OF COLUMBIA HOUSING AUTHORITY
CONTRACTS AND PROCUREMENT
2 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
Section Description Page
Table of Contents
1.0 General Information
1.1 Introduction 4
1.2 Background 4
1.3 LOS Intent 4
1.4 Agency’s Reservation of Rights 4
1.5 Schedule of Events 5
1.6 Proposal Audit 5
1.7 Contract Term 6
1.8 Communication 6
2.0 Description of Services
2.1 Scope of Work 7
3.0 Submission Requirements
3.1 Clean Hands Policy 8
3.2 Submittals 8
3.3 Manner of Award 9
3.4 Responsibility of Determination 10
3.5 DC Council Approval Mandate 11
4.0 General Conditions
4.1 Licenses, Permits and Certifications 12
4.2 DCHA Section 3 Policy 12
4.3 Certification Regarding Debarment 13
4.4 Offerors’ Status 13
4.5 Funding Limitations 13
4.6 Government Restrictions 13
4.7 Insurance 13
4.8 Indemnification 15
4.9 Method of Compensation 15
4.10 Task Orders 15
4.11 Ceiling Price 17
4.12 Compliance with Laws 17
4.13 Termination for Convenience 19
4.14 Disputes 20
4.15 Examination and Retention of Contractor’s Records 21
4.16 Ownership Rights in Works 21
4.17 Intellectual Property 21
4.18 Confidential Information 21
4.19 Conflicts of Interest 22
4.20 Prohibition against Gifts/Favors/Anything of Monetary Value 23
4.21 Assignment 23
4.22 Non-Exclusive Rights 23
4.23 Contract Modification 23
Table of Contents
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4.24 Governing Law 23
4.25 Required DCHA Vendor Registration 23
5.0 Form of Contract
5.1 Sample Agreement 25
5.2 Exceptions to Contract 25
5.3 Contract Terms and Conditions 25
5.4 Exceptions 25
5.5 Right to Negotiate 25
5.6 Right to Reject 25
6.0 Right to Reject
6.1 Protest 26
6.2 Definitions 26
6.3 Procedures 26
7.0 Exhibits, Appendices & Attachments
7.1 Exhibits 1-4 28
7.2 Attachments A-L 28
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1.1 Introduction
The District of Columbia Housing Authority (“DCHA”) is dedicated to enhancing the quality of life in
the District of Columbia by providing and effectively managing affordable housing, which is diverse,
well maintained, and aesthetically pleasing for those whose circumstances prevent them from
competing in the general marketplace. Besides operating over 7,937 units with public housing
operating subsidy, DCHA also contracts over 13,000 private units through its Housing Choice Voucher
Program (“HCVP”). DCHA has embarked on an ambitious program of development and
redevelopment to create economically diverse communities and neighborhoods. DCHA is one of the
most innovative housing authorities in the nation and is actively pursuing non-governmental sources
of financing to promote HCVP homeownership assistance programs, project-based public housing
subsidies, and implement more creative uses of its authority through the United States Department
of Housing and Urban Development (HUD)’s Move to Work (MTW) Demonstration Program.
1.2 Background
The District of Columbia Housing Authority (DCHA) is seeking proposals from qualified print service
providers to support its ongoing operational and programmatic needs. DCHA’s in-house print shop is
limited to producing only 8.5 x 11-inch materials and is frequently unavailable for larger or high-volume
print jobs due to recurring priorities such as rent notices and other time-sensitive notifications. To ensure
continuity of services, DCHA intends to establish contracts with an external print vendor who can provide
high quality, cost-effective, and timely production.
1.3 LOS Intent
The DCHA intends to use this Solicitation to contract with a qualified licensed and insured entity to
provide the above noted services. Your response to the Scope of Work must be complete, as it will become
part of any contractual agreement. We appreciate the investment of time and resources firms are making
by participating in this process. All submitted s shall be evaluated for responsiveness to the requirements
of the Letter of Solicitation (“LOS”). Those submissions not in accordance with the LOS shall be deemed
non-responsive and eliminated from further evaluation.
1.4 Agency’s Reservation of Rights
The DCHA reserves the following rights in association with the LOS process and upon contract award.
1) Right to Reject, Waive, or Terminate the LOS. Reject any or all offers, or terminate the LOS
process at any time, if deemed by the Agency to be in its best interest.
2) Right to Not Award. Not to award a contract pursuant to this LOS.
3) Right to Terminate. Terminate a contract award pursuant to this LOS, at any time for the
Agency’s convenience upon 10 days written notice to the successful offeror(s).
4) Right to Determine Time and Location. Determine the days, hours, and locations that the
successful offeror(s) shall provide the services called for in the LOS.
5) Right to Retain Proposals. Retain all offers submitted and not permit withdrawal for a period
of 90 days subsequent to the deadline for receiving proposals.
6) Right to Negotiate. Negotiate the fees proposed by the offeror(s).
PART 1 – GENERAL INFORMATION
5 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
7) Right to Reject Any Offer. Reject and not consider any offer that does not meet the
requirements of this LOS, including but not necessarily limited to, incomplete offers and/or any
Contractor offering alternate or non-request services.
8) No Obligation to Compensate. The DCHA will have no obligation to compensate any
offeror(s) for any costs incurred in responding to this LOS.
9) Unauthorized Sub-Contracting Prohibited. The successful offeror(s)/contractor(s) shall not
assign any right, nor delegate any duty for the work proposed pursuant to this LOS (including,
but not limited to, selling or transferring the contract) without the prior written consent of the
Agency. Any purported assignment of interest or delegation of duty, without the prior written
consent of the Agency shall be void and may result in the cancellation of the contract with the
Agency or may result in the full or partial forfeiture of funds paid on the contract, as
determined by the Agency.
10) Project Staffing Changes. Managers, other supervisory staff, and accountants may be changed
if those personnel leave the firm, are promoted, or are assigned to another area. These
personnel may also be changed for other reasons. However, in either situation, the Agency
retains the right to approve or reject replacements.
1.5 Schedule of Events
DCHA will endeavor to follow the schedule set forth below; however, the activities and timetable
represented below are a guideline only and are subject to change at DCHA’s sole discretion and without
prior notice:
Issuance of LOS: March 3, 2026
Virtual Q & A March 5, 2026 2:00 PM Q & A LINK
Deadline for Submission of Inquires/Questions March 9, 2026 12:00 PM
Submission of Offers: March 16, 2026 12:00 PM
Evaluation Period: March 19-20, 2026
DCHA Board Committee Review (if applicable): TBD
Presentation of DCHA Board of Commissioners for
Contract Approval (if applicable):
TBD
Contract Award: TBD
NOTE: DCHA reserves the right, at its sole discretion, to adjust this Schedule of Events as it deems necessary. If necessary, DCHA will
communicate adjustments to any event in the Schedule of Events in the form of an addendum to this LOS. Addenda to this LOS will only be
issued and posted on ’s website at https://ha.internationaleprocurement.com/requests.html?company_id=506 and Housing Agency
Marketplace (e-procurement) Vendor Portal. Addenda will not be mailed to potential Offeror s. It is the responsibility of the Offeror to
monitor DCHA’s website and electronic sourcing tool, Housing Agency Marketplace, for any addenda issued. Each Offeror must
acknowledge all addenda issued so as to ensure that addenda are considered in their proposal response by completing Addenda
Acknowledgement Form. This Form must be submitted with the Offerors response to this Request for Proposals. Failure to include the
Form in the proposal response may subject your Firm to disqualification.
1.6 Proposal Audit
Please note that all offers will be retained by DCHA for audit purposes. DCHA reserves the right to
6 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
reject any and/or all offers, or to waive any informality in the offers. Submissions received after the
deadline will not be considered. An Offeror submitting a late submission will be so notified. All material
submitted in the offers becomes the property of DCHA and will not be returned.
1.7 Contract Term
Contracts awarded from proposals received in response to this solicitation will have an initial term of one
(1) year with the option to extend, at the District of Columbia Housing’s sole discretion, for four (4)
additional one (1) year option term for a potential total maximum term of (5) years.
1.8 Communications
In order to maintain a fair and impartial competitive process, DCHA, shall avoid private communication
concerning this procurement with prospective Offerors during the entire procurement process. From the
issue date of this LOS until the final award is announced, Offerors are not allowed to communicate about
this LOS for any reason with any DCHA staff and/or outside consultants assisting DCHA with this
solicitation except:
(1) through the LOS Point of Contact named below;
(2) as otherwise specified in this LOS; and / or
(3) as provided by existing work agreement(s) (if any)
Prohibited communication includes all contact, including but not limited to, telephonic communications,
emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. DCHA reserves the
right to reject the quote of any Offeror violating this provision.
A. Inquires and /or questions must be submitted via the DCHA’s E-Procurement Vendor Portal at the
following link: https://ha.internationaleprocurement.com/requests.html?company_id=506. DCHA
will receive requests for additional information and/or clarification relative to this solicitation no
later than 12:00 PM, on or before, March 9, 2026
B. Responses to these questions will be addressed in writing via the DCHA’s electronic procurement
system. DCHA will not respond to questions and/or requests for information after the date stated
above or received via e-mail or any other means.
C. It is the responsibility of the Offeror to monitor DCHA’s website and the E-Procurement
Vendor Portal for any addenda issued. All Offerors are encouraged to frequently check DCHA’s
website/portal for additional information.
All requests for information or clarification pertaining to this solicitation must be addressed in writing.
LOS Point of Contact
Deborah Y. Barnes, Procurement Specialist
Email: dybarnes@dchousing.org District
of Columbia Housing Authority Office of
Administration Services
300 7th Street, SW 11th Floor
Washington, DC 20024
[END OF PART 1 – GENERAL INFORMATON]
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PART 2 – DESCRIPTION OF SERVICES
2.1 Scope of Service
The contractor or contractors shall provide the District of Columbia Housing Authority (DCHA) with
print and direct mail service for a newsletter product. Services include providing a digital proof, digital
printing, finishing, direct mail service, and delivery of 8-page newsletters. Contractors must ensure
timely production and delivery of high-quality printed materials in accordance with the specifications,
deadlines, and delivery requirements outlined herein.
All work shall be completed in compliance with DCHA branding guidelines, cost efficiency requirements,
and confidentiality standards.
Technical Specifications and Frequency
Four times per calendar year, the contractor must be able to provide full-color digital printing, copying,
postage meter application, and mailing of approximately 5,000 copies* of an 8-page newsletter, including
covers, based on an artwork file provided by DCHA, at these specifications:
a) Flat size: 8.5 inches by 17 inches
b) Finished size: 8.5” x 5.5”, folded and nested, tabbed for folded self-mailer
c) Printed full color 4/4
d) Stock: 70# Silk Text or similar
e) Postage Meter Printing for USPS Presort Standard Mail
f) Turnaround 5-8 business days for printing 5,000 copies
Note: *Final quantity subject to change based on public housing occupancy rate at time of print order.
2.1.1 Fulfillment and Headquarters Delivery Location
The contractor must also be able to provide print service of an additional 100-200 copies of the
newsletter and provide secure packaging and delivery of these copies to the DCHA Headquarters,
located at 300 7th Street SW, Washington, DC 20024.
2.1.2 Contractor Responsibilities
The Contractor shall adhere to the following operational requirements:
a) Provide all labor, materials, and equipment necessary for completion of print orders.
b) Maintain capability to meet required production timelines.
c) Invoice per order and provide a digital proof for DCHA review prior to final production.
d) Maintain internal quality control procedures to ensure accuracy, color matching, and defect-free product.
e) Ensure confidentiality of any personal identifying information provided for print jobs (e.g., names,
addresses) and securely destroy such information after order completion.
f) Agree that all artwork, digital files, and related materials are the property of DCHA.
[END OF PART 2 – DESCRIPTION OF SERVICES]
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3.1 Clean Hands Policy
Procurement actions shall be conducted only with responsible contractors who have the technical and
financial competence to perform, who have fiscal responsibility in business dealings, and who have a
satisfactory record of integrity. Before awarding a contract, DCHA shall review the proposed
contractor’s ability to perform the contract successfully, considering factors such as the contractor’s
integrity, compliance with public policy, record of past performance on DCHA and other jobs (including
contacting previous clients of the contractor), and financial and technical resources. DCHA shall not
award a new contract or conduct new business with a bidding contractor, vendor or applicant who (i)
has past due financial obligations or indebtedness to DCHA pursuant to a contract or other transaction
and has not fulfilled the obligation prior to submission of a bid, proposal or application for a contract,
(ii) has an existing claim, demand, litigation action, investigation, hearing, or other legal,
administrative, arbitral or similar proceeding or dispute against DCHA, whether civil or criminal
(including any appeal or review of any of the foregoing) or (iii) in DCHA’s reasonable discretion, has
taken action that may give rise to or threatened to assert a claim, demand, litigation action,
investigation, hearing, or other legal, administrative, arbitral or similar proceeding or dispute against
DCHA, whether civil or criminal (including any appeal or review of any of the foregoing) or other
dispute against DCHA. The Executive Director may waive the requirements of this paragraph for good
cause as determined to be in the best interest of DCHA best interests.
3.2 Submittals
Offers will be submitted via DCHA E-Procurement electronic sourcing platform. DCHA will not accept
any offer in part or in whole through any other means. The Contractors submitting responses
(“Offeror”) shall be required to submit:
A. Letter of Interest
The Offeror must submit a brief letter of interest, no more than one (1) page, committing the
Offeror to provide the desired services, in accordance with the terms and conditions of a contract
that may be awarded subsequent to the LOS.
B. Experience
Please submit an outline of experience with regard to the requested services addressing the
following:
1) Outline the number of years the Offeror has been in business.
2) Provide an overview of the experience and background of the Offeror.
3) Provide descriptions of similar projects, including the name of the client, services
provided and reference contact information.
C. Project Team
Outline the company’s personnel who would work with the DCHA. The response should
address the following:
1) Name of key members who will be the responsible point(s) of contact for this project.
PART 3 – SUBMISSION REQUIREMENTS
9 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
3) Qualifications and relevant individual experience.
D. Organization
Please provide insurance certificates for general liability and workers’ compensation.
E. Approach
Please describe your company’s plan for achieving and implementing the desired services.
F. Proposed Fee Schedule
The proposed fee schedule is based on the SOW described in Section 2 of this LOS. The fee
proposal shall indicate the total fixed fee for the work described in the contractor services
proposal. The total fee must be itemized by deliverable or task, including specific unit pricing
(e.g., price per print/project) and any other direct costs. The fee proposed shall be signed by an
individual authorized to bind the contracting firm.
Exhibit #1 shall include the Unit Prices proposed in the Price Schedule, which shall be the fully
burdened rates for each service category or print classification. The Contractor/Bidder should
ensure that the proposed unit rates offered are the lowest discounted (government) rates
offered to similar clients. All Bidders must complete the Unit Price Schedule in its entirety
on the Price Sheet provided in Exhibit #1. Failure to complete the schedule in its entirety
may result in rejection of your bid.
G. Selection Criteria
Each Offeror will be evaluated on the basis of the following criteria:
1) Compliance with LOS.
2) Understanding of the services.
3) Experience.
4) Capacity to perform the requested services.
Up to three (3) finalists will be selected. The DCHA will engage in term, condition and cost negotiations
with the most favorable company, with possible subsequent negotiations with other companies if such
discussions do not result in a proposed contract for consideration by the DCHA.
All Required Representations and Certifications and responses to Evaluation Questions are due by the
LOS due date and time. No responses will be accepted by e-mail or received after the due date and
time has passed.
3.3 Manner of Award
DCHA may award a contract(s) upon the basis of the initial responses received, without discussion.
Therefore, each initial offer should contain the Offeror’s best and final terms from a cost and technical
standpoint. Offers shall represent the best effort of the Offeror’s and will be evaluated as such.
1) Form of Agreement: The selected Contractor will be required to enter into a contractual
agreement, inclusive of insurance requirements, with DCHA in accordance with the standard
2) Extent of principle involvement.
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Contract Services Agreement. Refer to Exhibit 3- “Sample Contract Services Agreement”. Please
note that the language in the sample standard agreement is intentionally not complete. This
language will be negotiated with the selected firm and will appear in the final Contract
Services Agreement executed between the parties.
2) Failure or refusal to enter into an Agreement as herein provided or to conform to any of the
stipulated requirements in connection therewith shall be just cause for an annulment of the
award. If the highest ranked Offeror refuses or fails to execute the Agreement, or negotiations
are not successful, or the agreement is terminated, DCHA may, at its sole discretion, enter
negotiations with and award the Contract to the second highest ranked Offeror, and so on.
3) We specifically draw your attention to the language in the section of the sample standard
contractual agreement attached as Exhibit 3 entitled “Article 4 – “Term and Compensation” and
recommend all firms carefully consider these contractual requirements prior to submitting a
proposal in response to this solicitation.
4) Signed Offer and Exceptions. Request for clarifications, questions, and exceptions regarding
the sample standard agreement (Exhibit 3) must be submitted during the question-and-
answer period of this solicitation (See Part 1 General Information – “Section 1.8
Communications”). Interpretations or clarifications considered necessary in response to such
questions will be resolved by the issuance of formal Addenda to the solicitation. The deadline
for all questions is as outlined in the schedule. Questions received after this date and time may
not be answered. Only questions that have been resolved by formal written Addenda via the
department of Procurement and Contracting will be binding. Oral and other interpretations or
clarifications will be without legal or contractual effect.
Submission of a signed offer will be interpreted to mean that the firm responding to this
solicitation has hereby agreed to all the terms and conditions set forth in all of the sheets which
make up this Request for Proposals, and any attached sample agreement. Exceptions to any of
the language in either the solicitation documents or attached sample agreement, including the
insurance requirements, must be requested under the request for clarifications/questions
process by the deadline for questions. Any changes requested to the contract will be considered
at that time and if changes are allowed, they will be sent out through an Addendum to all
proposers. Exceptions to the DHCA’s solicitation document or standard boilerplate language,
insurance requirements, terms, or conditions, etc. may only be considered during the early stage
of the solicitation process; and shall not be included in the submitted proposals. DCHA makes
no guarantee that any exceptions will be approved but will consider any requests put forward
in the request for clarification/question process.
3.4 Responsibility Determination
The responsibility determination includes consideration of an Offerors record of integrity and business
ethics, compliance with public policy, past performance with DCHA (if any) and other entities, financial
capacity, and eligibility to perform government work (e.g., debarment/suspension from any Federal,
State, or local government). DCHA reserves the right to perform whatever research it deems
appropriate in order to assess the merits of any Offerors proposal and utilize the information gathered
in the final evaluation of those firms in a competitive range.
a) Financial Capacity Determination
DCHA shall make an assessment of the Offerors financial capacity, that is, whether in the sole
opinion of DCHA, the Offeror is capable of undertaking and completing the LOS scope of work
delineated within this LOS in a satisfactory manner. DCHA will award a contract only to the
responsible Offeror who, in DCHA’s sole opinion, has the financial ability to successfully
perform under the terms of this LOS. DCHA’s determination will include an assessment of the
11 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
Offerors financial resources/ability to perform the scope of work in accordance with the LOS
requirements.
Offerors who make the competitive range may be asked to submit financial information. Failure
by the Offeror to provide such information within the allotted time will render the Offeror
ineligible for award.
b) Technical Capacity Determination
DCHA will conduct a survey relating to the Offerors record of performance on past and present
projects that are similar to the scope of work identified in this LOS, which may include
services/projects not identified by the Offeror. DCHA reserves the right to perform whatever
research it deems appropriate in order to assess the merits of any Offerors proposal. Such
research may include, but not necessarily be limited to, discussions with outside Offerors,
interviews and site visits with the Offerors existing clients and analysis of industry reports.
DCHA will make a finding of the Offerors Technical Resources/Ability to perform the LOS scope
of work based upon the results of the survey.
c) A Offeror will be determined responsible if DCHA determines that the results of the Technical
Resources/Ability survey reflect that the Offeror is capable of undertaking and completing the
LOS scope of work in a satisfactory manner.
DCHA reserves the right to award this contract to one Offeror, to make multiple awards and to award
without discussions. DCHA may reject any or all offers if such action is in DCHA’s interest, award
contract other than to the lowest Offeror, waive informalities and minor irregularities in offers received,
and award all or part of the requirements stated.
Proposals that are considered nonresponsive will not receive consideration. DCHA reserves the right at
any time during the evaluation process to reconsider any offer submitted. It also reserves the right to
meet with any Offeror at any time to gather additional information. Furthermore, DCHA reserves the
right to delete, add or modify any aspect of this procurement through competitive negotiations up until
the final contract signing.
3.5 DC Council Approval Mandate
In accordance with DC Council mandate, any contract(s) awarded by DCHA and meet the requirements
listed below require DC Council Approval. The Council has two approval workflows. (1) Passive-
contract is approved within 10 days of submittal; and (2) Active- contract may take up to 45 days after
submittal. The proposed contract under this resolution is subject to DC Council approval based on the
aggregate total and multi-year award requested above.
• Multi-year contracts;
• Aggregate total is equal to or greater than $1,000,000.00;
• Both 1 and 2.
[END OF PART 3 – SUBMISSION REQUIREMENTS]
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4.1 Licenses, Permits and Certifications
Before a contract pursuant to this LOS is executed, the apparent successful Offeror(s) must hold all
necessary, applicable professional licenses required by the State and all other regulatory agencies
necessary to complete the Services. The Offeror shall obtain, at the Service Provider’s expense, any
permits, certificates and licenses as may be required in the performance of the work specified. All
required licenses shall remain active and valid during the entire duration of the subsequent contract.
DCHA may require any or all Offerors to submit evidence of proper licensure.
4.2 DCHA Section 3 Policy
Section 3 of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. 1701 u) requires
that DCHA ensure that employment and other economic and business opportunities generated by HUD
financial assistance, to the greatest extent feasible, are directed to public housing residents and other
low-income persons, particularly recipients of government housing assistance, and business concerns
that provide economic opportunities to low and very-low-income persons.
I. Benchmarks and goals:
a. Labor-hour target. DCHA adopts HUD’s national safe-harbor benchmarks published at 85
FR 61524 and referenced in 24 CFR 75.23. At least 25 percent of total labor hours must
be worked by Section 3 Workers, and 5 percent of total labor hours (counted within the
25 percent) must be worked by Targeted Section 3 Workers.
b. Business Concern spend. Direct at least 10 percent of total contract value to certified
Section 3 Business Concerns for construction or rehabilitation work and 3 percent for
professional-services work.
II. Proposal submission:
a. Schedule A – Contract Compliance Affidavit, or
b. Schedule B – Section 3 Business Utilization Plan with a concise Section 3 Action Plan
that lists projected job titles, labor-hour commitments, planned Section 3 subcontracts
or purchase orders, and any training slots.
III. Illustrative opportunities:
Administrative support, payroll processing, bookkeeping, landscaping, painting, carpentry,
catering, research assistance, and similar scopes qualify when Section 3 talent or firms can
perform them.
IV. Reporting cadence:
The selected contractor files a Monthly Labor-Hour Report by the fifth business day of each
month and a Quarterly Section 3 Performance Report that tracks Action-Plan progress. DCHA
may request additional data at any time.
PART 4 – GENERAL CONDITIONS
13 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
V. Enforcement:
Failure to meet reporting deadlines, labor-hour benchmarks, or business-concern goals may
trigger a Corrective Action Plan, payment withholding, termination for default, or referral to
HUD for suspension or debarment.
Attachment N – Section 3 Contractor Compliance Agreement and Attachment O – Section 3
Action Plan (fillable) are part of this solicitation and must be completed before award.
4.3 Certification Regarding Debarment
The Offeror certifies by submission of its offer, that neither it nor its principals is presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in
this transaction by a Federal department or agency. All Offerors are required to submit a Disclosure
Statement if this is not the case.
4.4 Offerors’ Status
Offerors and their agents will be held to be an independent contractor and will not be an employee of
DCHA.
4.5 Funding Limitations
This procurement may be funded, in whole or in part, by grant funds provided by the U. S. Department
of Housing and Urban Development. DCHA will not be bound to any contract if funding has been
disallowed by HUD.
4.6 Government Restrictions
In the event any governmental restrictions may be imposed which would necessitate alteration of the
material, quality, workmanship or performance of the goods or the material, quality, workmanship or
performance of the goods or services offered, it shall be the responsibility of the successful Offeror to
immediately notify DCHA in writing specifying the regulation which requires an alteration. DCHA
reserves the right to accept any such alteration, including any reasonable price adjustments occasioned
thereby, or to terminate the contract at no expense to DCHA.
4.7 Insurance
Contractors will be required to obtain and maintain the following insurance coverages during the entire
contract period:
A. Minimum Limits and Coverage
I. Worker’s Compensation and Employer’s Liability with the following minimum limits and
coverage:
a. Worker’s Compensation – Statutory Limit in accordance with the laws of the District of
Columbia
b. Employer’s Liability:
$500,000 bodily injury for each accident
$500,000 bodily injury by disease for each employee
VI. Attachments:
14 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
$500,000 bodily injury disease aggregate
II. Commercial General Liability with the following minimum limits and coverage:
a. $1,000,000 combined single limit for each occurrence for bodily injury/property damage
b. $2,000,000 aggregate
c. $2,000,000 products and completed operations
d. $2,000,000 personal/advertising injury
e. DCHA must be listed as an additional insured
III. Automobile Liability with the following minimum limit and coverage:
a. $1,000,000 combined single limit each accident
b. Coverage shall be for any auto (including owned, hired, and non-owned autos)
c. DCHA must be listed as an additional insured
IV. Professional Liability / Errors & Omissions (if required)
a. Professional Liability/Errors & Omissions insurance $1,000,000 per occurrence
b. Aggregate: $2,000,000
VI. Umbrella or Excess Liability: $2,000,000
VII. Cyber Liability $2,000,000
The Contractor shall provide certificates of insurance to DCHA prior to execution of the contract and
at the beginning of each option term.
B. Additional Requirements
DCHA reserves the right to require the Contractor to provide certified copies of such policy or policies. Each
such policy will not be canceled or materially changed or altered without first giving 30 days' written notice
thereof to DCHA’s Director, Contracts & Procurement, 10th Floor, Washington, D.C. 20024, sent by certified
mail, return receipt requested.
Certificate(s) of Insurance shall be provided to DCHA, evidencing that all coverage, limits and
endorsements required herein are maintained and in full force. DCHA shall be listed on the
Certificate as an additional insured as noted in the above coverage requirements.
The insurance carrier shall be licensed to transact business in the District of Columbia and shall carry
a current A.M. Best’s rating of no less than B- VI.
Contractor agrees, and hereby authorizes its insurer, to notify DCHA of any substantial change in
such insurance coverage described herein. Substantial change includes, but is not limited to,
events such as cancellation, non-renewal, reduction in coverage, or receipt of a claim against such
coverage with a potential recovery in excess of 20% of available coverage.
The premium cost of all insurance purchased by the Contractor for protection against risks
assumed by virtue of the contract shall be borne by the Contractor and is not reimbursable by
DCHA.
DCHA reserves the right, but not the obligation, to review and revise any insurance requirements,
including limits, coverages and endorsements, based upon insurance market conditions affecting
the availability and affordability of coverage. Additionally, DCHA reserves the right, but not the
obligation, to review and reject any insurance policies, certificates of insurance or insurers failing
to meet the criteria stated herein.
15 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
4.8 Indemnification
DCHA is defined in this section to include DCHA Commissioners, employees, agents and/or assigns.
Contractor agrees to indemnify DCHA and hold it harmless from and against any and all claims,
liabilities, damages, losses, costs or expenses, including, without limitation, reasonable attorney fees
arising out of or related to (a) a breach of the contract by Contractor or (b) the performance of the
Services, whether by Contractor, a subcontractor, or anyone directly or indirectly employed by them or
anyone for whose acts they may be liable, regardless of whether or not such claim, liability, damage, loss,
cost or expense is caused by the gross negligence or willful misconduct of a party indemnified
hereunder. Contractor’s indemnification obligation shall not be limited by a limitation on amount
or type of damages, compensation or benefits payable by or for Contractor or subcontractor under any
insurance required by the contract, including workers’ compensation acts, disability benefit acts, other
employee benefit acts, or any other insurance. The Contractor shall not settle or compromise any
indemnifiable claims hereunder without the prior written consent of DCHA.
DCHA cannot and does not agree to indemnify, hold harmless, exonerate or assume the defense of
Contractor or any other person or entity whatsoever, for any purpose whatsoever.
4.9 Method of Compensation
Monthly Payment of Services:
DCHA shall pay for services on a monthly basis (Net 30)
a) All payment requests must be addressed as follows and forwarded to:
District of Columbia Housing
Authority 300 7th Street, SW
10th Floor- Accounts Payable
Washington, D.C. 20024
Email: DCHApayments@dchousing.org
b) Proper invoices shall contain the following information:
i. Contract Number
ii. Purchase Order Number
iii. Task Order Number
iv. Identification of matters/services performed consistent with the
contract requirement and supporting documentation.
c) Failure to provide all documentation as outlined in item “b” above may delay payment of
invoices.
d) DCHA’s Office of Financial Management and DCHA’s Accounts Payable Division processes
checks for payment every Thursday. When that date falls on a weekend or observed holiday,
checks will be processed on the next business day.
4.10 Task Orders
Services to be furnished under awarded contracts, shall be ordered by issuance of Task Orders (if
applicable) authorized by a Director of DCHA Department and executed by the Contracting Officer of
DCHA. Such task orders may be issued from the date of contract execution through the date of contract
expiration. Task Orders are limited to the solicited Scope of Work and the terms and conditions of the
contract. In the event of a conflict between the Task Order and the contract, the contract shall control.
16 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
a) The estimated amount or performing any one or more Task Orders awarded pursuant to the
contract shall not exceed the total ceiling. No notice, communication, or representation in any
form from any person other than the DCHA Contracting Officer shall change the ceiling of the
entire contract. In the absence of the specified notice, DCHA is not obligated to pay any
amount in excess of the ceiling of the contract, whether such amounts were incurred during
the course of the contract period or as a result of termination.
b) Task Orders (Orders) will be initiated by the DCHA COTR, in consultation with the Executive
Director or designee; pursuant to the contract with specific ceilings for the task identified.
Contractors must agree to use best efforts to perform the work specified in any task order
within the ceiling specified, or else decline to accept the Task Order.
c) The Contractor shall notify DCHA in writing whenever Contractor has reason to believe that
the total estimated amount for the performance of a Task Order will be greater than the
ceiling. As part of the notification, the Contractor shall provide a revised estimate of the total
estimated amount of performing the task.
d) DCHA is not obligated to pay the Contractor for amounts incurred in excess of the Task Order
ceiling and the Contractor is not obligated to continue performance under a Task Order
(including actions under the termination clauses of this contract) or otherwise incur amounts
in excess of the ceiling until DCHA has notified the Contractor, in writing, that (i) the estimated
amount has been increased and (ii) provides a revised ceiling for performing the Task Order.
e) If the ceiling of a Task Order or awarded contract issued and accepted is increased, any
amounts the Contractor incurs before the increase that are in excess of the previous ceiling
shall be allowable to the same extent as if incurred afterward, unless the Contracting Officer
issues a termination notice directing that the increase is solely to cover the termination or
other specified expenses.
f) A change order shall not be considered an authorization to exceed the ceiling of the contract
or any task order unless the change order specifically increases the ceiling.
g) At any time or times before final payment and three (3) years thereafter the Contracting
Officer may have the contractor's invoices, vouchers and statements audited. Any payment
may be reduced by amounts found by the Contracting Officer not to constitute allowable
amounts as adjusted for prior overpayments or underpayments.
h) A task order shall contain the following:
1) Date of task order;
2) Contact number and a task order number;
3) Description of work;
4) Duration of performance of work; and
5) Estimated cost of performance and delivery of product tasked.
i) Task Order Award Process
In order to promote competition to the maximum extent practicable, and to ensure that the
purchases are most advantageous to DCHA (i.e., that which represents the best value to
DCHA), cost or price and other factors considered the Contracting Officer reserves the right
to solicit Requests for Task Order Proposals (RFTOPS).
1) The RFTOP shall include the Scope of Work, Deliverables and Requirements that
apply to the Task Order and the Evaluation Factors including Price.
2) The process shall be streamlined and each RFTOP will include the evaluation factors
17 | P a g eLOS-12-2026 – ON DEMAND PRINTING SERVICES
that will be considered in evaluating proposals and shall be tailored to each task
order.
3
- Dcha Docs
- Type
- LETTER OF SOLICITATION
- Title
- DCHA LOS 12-2026 ON DEMAND PRINTING SERVICES
- Type
- ADDENDUM
- Title
- ADDENDUM NO. 1 DCHA LOS 12-2026 ON DEMAND PRINTING SERVICES
- Dcha Year
- 2026
- Pdf Pages
- 28
- Cat Review
- At
- Sep 25, 2026
- Method
- openrouter
- Taxonomy
- construction
- Dcha Doc Ids
- 3244, 3248
- Dcha Number
- 12
- Categorized By
- llm
- Dcha Base Doc Id
- 3244
- Dcha Cancelled
- No
- Detail Fetched
- Yes
- Pdf From Stored
- No
