- Pdf Text
- REQUEST FOR PROPOSALS(RFP)
15-2026
Microsoft Office 365 Licensing
Contracting and Procurement
District of Columbia Housing Authority
300 7th Street, SW 10th Floor
Washington, D.C. 20024
DISTRICT OF COLUMBIA HOUSING AUTHORITY
PROCUREMENT AND CONTRACTS
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Table of Contents
Part Description Page
Table of Contents
1.0 General Information
1.1 Introduction 4
1.2 Background 4
1.3 RFP Intent 4
1.4 Agency’s Reservation of Right 4
1.5 Schedule of Events 5
1.6 Proposal Audit 5
1.7 Contract Terms 5
1.8 Communications 6
2.0 Licensing Information
2.1 Requirements 7
2.2 Current License Requirements 7
3.0 Proposal Evaluation
3.1 Clean Hands Policy 10
3.2 Submittals 10
3.3 Evaluation Process, Evaluation Factors and Award 10
3.4 Proposal Format 11
3.5 Proposal Content 11
3.6 Evaluation Factors and Award 12
3.7 Evaluation Factor Description 12
3.8 Responsibility Determination 14
3.9 Point Awarded Range 14
3.10 DC Council Approval Mandate 15
4.0 General Conditions
4.1 Licenses, Permits and Certifications 16
4.2 Certification Regarding Debarment 16
4.3 Respondents’ Status 16
4.4 Funding Limitations 16
4.5 Government Restrictions 16
4.6 Insurance 16
4.7 Indemnification 18
4.8 Method of Compensation 18
4.9 Ceiling Price 18
4.10 Compliance with Laws 19
4.11 Termination for Convenience and Default 20
4.12 Disputes 20
4.13 Examination and Retention of Contractor’s Records 21
4.14 Ownership Rights in Works 21
4.15 Intellectual Property 21
4.16 Confidential Information 21
4.17 Conflicts of Interest 22
4.18 Prohibition against Gifts/Favors/Anything of Monetary Value 23
4.19 Assignment 23
4.20 Non-Exclusive Rights 23
4.21 Contract Modification 23
4.22 Governing Law 23
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4.23 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 Protest
6.1 Protest 26
6.2 Definitions 26
6.3 Procedures 26
7.0 EXHIBITS & ATTACHMENTS
7.1 Exhibits 1-4 28
7.2 Attachments A-K 28
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PART 1 – GENERAL INFORMATION
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 8,300 units with public housing operating subsidy, DCHA also
contracts over 14,000 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 Information Technology Department (ITD) is seeking proposals from qualified vendors to provide
Microsoft 365 licensing and support. The goal of this contract is to effectively manage and support the
District of Columbia Housing Authority Microsoft 365 environment, ensuring compliance with licensing
terms and optimizing usage.
1.3 RFP Intent
The DCHA intends to use this Solicitation to contract with a qualified licensed and insured entity(s) to
provide the above noted services. Your response to the Scope of Services 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 proposals shall be evaluated for responsiveness to the
requirements of the Request for Proposal (“RFP”). Those submissions not in accordance with the RFP shall
be deemed non-responsive and eliminated from further evaluation.
1.4 Agency’s Reservation of Rights
The DCHA reserves the following right in association with the RFP process and upon contract award.
1. Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, or to terminate the
RFP 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 RFP.
3. Right to Terminate. Terminate a contract award pursuant to this RFP, 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 RFP.
5. Right to Retain Proposals. Retain all proposals 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).
7. Right to Reject Any Proposal. Reject and not consider any proposal that does not meet the
requirements of this RFP, including but not necessarily limited to, incomplete proposals and/or
proposals offering alternate or non-requested services.
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8. No Obligation to Compensate. Have no obligation to compensate any offeror(s) for any
costs incurred in responding to this RFP.
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 RFP (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:
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 RFP. Addenda to this RFP will only be issued and posted
on DCHA’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 Respondents. It is the responsibility of the Respondent to monitor
DCHA’s website and electronic sourcing tool, Housing Agency Marketplace, for any addenda issued. Each Respondent 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 Respondent’s 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 proposals will be retained by DCHA for audit purposes. DCHA reserves the right to reject
any and/or all proposals, or to waive any informality in the proposals. Submissions received after the deadline
will not be considered. An Offeror submitting a late proposal will be notified. All material submitted in the
proposal becomes the property of DCHA and will not be returned.
1.7 Contract Term
Contracts awarded from proposals received in answer to this solicitation will be for an initial term of one (1)
year with the option to extend, at the District of Columbia Housing’s sole discretion, for two (2) additional
one (1) year option terms for a potential total maximum term of three (3) years.
RFP Advertise Date: 2/8/2026
Issuance of RFP: 2/9/2026
Deadline for Submission of Inquires/Questions: 02/13/2026 at 12:00 PM
Submission of Proposals: 02/20/2026 at 12:00 PM
Evaluation Period: 02/23/2026 – 02/25/2026
DCHA Board Committee Review: TBD
Presentation of DCHA Board of Commissioners for Contract
Approval:
TBD
Contract Award: TBD
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1.8 Communications
In order to maintain a fair and impartial competitive process, DCHA and any outside consultants assisting
DCHA with this solicitation, shall avoid private communication concerning this procurement with
prospective Respondents during the entire procurement process. From the issue date of this RFP until the
final award is announced, Respondents are not allowed to communicate about this RFP for any reason with
any DCHA staff and/or outside consultants assisting DCHA with this solicitation except:
(1) through the RFP Point of Contact named below;
(2) as otherwise specified in this RFP; 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 Respondent 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. CHA will
receive requests for additional information and/or clarification relative to this solicitation no later
than 12:00 Noon on or before, Friday, 13, 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 Respondent to monitor DCHA’s website and the E-Procurement
Vendor Portal for any addenda issued. All Respondents 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.
[END OF PART 1 – GENERAL INFORMATON]
Lolita Washington, Contract Specialist
lwashington@dchousing.org
District of Columbia Housing Authority
Procurement & Contract Department
300 7th Street, SW 10th Floor
Washington, DC 20024
RFP Point of Contact
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PART 2 – LICENSING INFORMATION
2.1 Requirements
Microsoft 365 is a collection of everyday computer tools that help people create documents, communicate,
organize information, manage tasks, analyze data, and work together more easily—whether they are in the
office or working remotely. These tools are essential for the agency to function on a daily basis.
a) Office Suite (Word, Excel, and PowerPoint): The Office Suite includes the most commonly used
tools for creating and sharing information. Word is used for writing and editing documents such as
letters, reports, and forms, with built-in tools that help documents look polished and professional.
Excel is used to organize and analyze data in spreadsheets, making it easy to track budgets, perform
calculations, and create charts. PowerPoint is used to create presentations that combine text and
visuals to clearly communicate ideas in meetings and trainings.
b) Outlook: Manages email, calendars, and contacts in one place. It helps users stay organized by
scheduling meetings, setting reminders, and keeping track of important communications.
Teams is a communication and collaboration tool that allows people to chat, hold video meetings, share
files, and work together in real time. It simplifies teamwork and reduces the need for long email chains.
c) OneDrive: Is secure online file storage that allows users to save files, access them from any device,
back them up automatically, and share documents easily.
d) SharePoint: Is used to store, organize, and share documents across teams and departments. It serves
as a shared workspace where users can collaborate on files, control versions, and access the most current
information through folders, lists, and internal webpages. This currently serves as the agency Intranet,
and will eventually replace use of shared drives.
e) Planner: Is a project management tool that helps teams organize work and track progress. It allows
users to assign tasks, set due dates, and see who is responsible for what, making it easier to manage projects
and stay on schedule.
f) Forms: Is used to create simple online surveys, questionnaires, and data collection forms. It allows users
to quickly gather responses, such as feedback, registrations, or intake information, and automatically
organizes the results for easy review and analysis.
g) Power BI: Is a data visualization and reporting tool that turns raw data into clear dashboards, charts,
and reports. It helps staff and leadership quickly understand trends, monitor performance, and make
informed decisions using data.
2.2 Current License Requirements
Office of Information Technology Department (ITD) has current and active Microsoft 365 Licenses within our
environment. Vendor shall provide all labor, material, parts and equipment required to provide Microsoft Office
365 based upon the Government Standard SKU's.
1. Required Microsoft License Quantities
• 850 – Microsoft 365 G3 GCC
• 685 – Microsoft 365 F3 GCC
• 1,485 – Teams Audio & Conferencing (GCC)
• 17 – Teams Rooms Pro (GCC)
• 60 – Planner & Project Plan 3
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2. Security & Compliance
• 685 – Microsoft Purview Suite Add-on FLW (F5 Compliance)
• 1,485 – Microsoft Defender for Office 365 (Plan 1)
3. Enterprise Analytics Requirements
• 60 – Power BI Pro (GCC)
• 1 – Power BI Premium Capacity (P1)
• 1 – Microsoft Fabric Capacity (F64)
• 1 – Power BI Embedded Node (A3)
Note: Exclude Power BI Premium Per User (PPU).
4. AI Enablement
• 50 – Microsoft 365 Copilot GCC
5. Required Vendor Services
• Support for onboarding/configuring Fabric, Premium, Embedded
• Governance setup for analytics workspaces
• Support for Purview configuration
• Support for Defender email security configuration
• Migration support for existing Power BI content
• EA account management & optimization
• Quarterly business reviews
• Annual license utilization/right-sizing assessment
• Assistance with annual true-up process
• Access to escalation pathways (Unified/Premier equivalent)
6. Contract Requirements (Vendor Must Address)
• 3-year price lock
• Public-sector + volume discounts
• Year 1 analytics “ramp discount” (Fabric, Premium, Embedded)
• Options for annual or multi-year payment
7. Expanded Value-Added Services (Full List)
• Microsoft FastTrack onboarding
• Power BI adoption/enablement training
• Fabric engineering support
• Purview compliance/governance workshops
• Defender for O365 security workshops
• Copilot enablement support
• Entra ID governance workshops
• SharePoint/Teams dashboard integration support
• Knowledge transfer for analytics governance
• Azure credits for Fabric/analytics workloads
• Fabric capacity testing credits
• Azure optimization & architecture reviews
• Optional Power Automate Premium trial licenses
• Security posture assessment
• Zero-trust readiness assessment
• DLP advisory services
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• Threat protection/phishing simulation
• Training for analysts, admins, and end users
• Optional engineering retainer or managed services
[END OF PART 2 – LICENSING INFORMATION]
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PART 3 – PROPOSAL EVALUATION
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
Proposals shall be submitted via DCHA E-Procurement electronic sourcing platform. DCHA will not accept
any proposal in part or in whole through any other means. The following Required Representations and
Certifications must be uploaded to the Prerequisites page as a part of a Respondent’s proposal.
NOTE 1: Forms shall be completed, signed, and notarized where required or marked “Not Applicable”
where appropriate.
NOTE 2: All forms are available in Adobe's PDF format for viewing and printing. To view and use the
forms you must install Adobe Acrobat Reader on your computer. Acrobat 5.0 (minimum) is required for
all fillable forms.
All Required Representations and Certifications and responses to Evaluation Questions are due by the RFP
due date and time. No responses will be accepted by e-mail or received after the due date and time has
passed.
3.3 Evaluation Process, Evaluation Factors and Award
The proposal evaluating process is designed to award the contract, not necessarily to the Respondent(s) of
least cost, but rather to the Respondent(s) whose proposal represents the best overall value as determined by
an evaluation of the best technical score (a combination of qualifications and experience) and price/costs.
Evaluations are based upon the evaluation factors and weights specifically established within this RFP.
Proposals shall not exceed thirty 30 pages, excluding the Price Proposal and supporting materials as detailed
in Section 3.4 and 3.5 below. Proposals shall be submitted in two parts: Part I shall be titled, “Technical
Proposal” and Part II shall be titled, “Price Proposal”. Respondents shall submit one (1) electronic copy of both
the Technical Proposal and Price Proposal in Microsoft Word or Adobe PDF Format, prepared in such format
and detail as to enable DCHA to make a thorough evaluation thereof and to arrive at a sound determination as
to whether the Respondent can meet the requirements set forth in this RFP. Electronic Proposals may not be
formatted to restrict DCHA access to view content after the date of submission. The Technical Proposal shall
not contain any pricing information in Microsoft Word or Adobe PDF Format, prepared in such format an
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detail as to enable DCHA to make a thorough evaluation thereof and to arrive at a sound determination as to
whether the Respondent can meet the requirements set forth in this RFP. Electronic Proposals may not be
formatted to restrict DCHA access to view content after the date of submission. The Technical Proposal shall
not contain any pricing information.
3.4 Proposal Format
Proposal responses must meet the following format requirements:
a. Proposals must include each item in the order outlined below in Sections 3.5.
b. Technical Proposals must be in an 8 ½ X 11 format, letter size paper, printed single-sided, bound
length wise, minimum 10pt font size, minimum ¾” margins, and separated with tabs (indicators) to
identify sections.
c. Each sub-section must be separated by a coversheet with sub-section headings.
d. Technical Proposals are limited to thirty (30) pages excluding the Title Page, Table of Contents, Section
Coversheet/Dividers, Exhibits and supporting documentation. Proposals that exceed the page
limitation will not be reviewed and determined non-responsive.
e. Electronic Proposals may not be formatted to restrict DCHA access to view content after the
date of submission.
f. Proposals shall be paginated and organized as described below.
3.5 Proposal Content
PART I: Technical Proposal shall contain:
1) Table of Contents
2) Letter of Interest
3) Documentation to substantiate each listed Evaluation Criteria
a) Qualifications
b) Past Performance
c) Staffing Plan/Methodology
4) References
5) Certifications and Affidavits
PART II: Cost Proposal shall contain cost proposals only:
1) Complete Exhibit 1- Cost Proposal
Respondent(s) must provide all information outlined in the Evaluation Factors (as defined below) for the
Respondent’s proposal to be considered responsive. The quality of answers rather than length of responses to
this RFP is important.
After evaluations, the Evaluation Committee will determine a competitive range. The competitive range
includes the proposals that have a reasonable chance of being selected for the award considering all aspects
of the RFP. DCHA will negotiate with the Respondent(s) who fall within the competitive range. If required,
only those Respondents within the competitive range may be selected for an oral presentation and/or interview.
The presentation/interview process will be arranged to assist the evaluation committee in differentiating
those Respondents within the competitive range. Points may be added or deducted from the Respondent’s
preliminary score as deemed necessary by the evaluation committee. DCHA reserves the right to negotiate
the final scope of services, price, schedule and any and all aspects of this solicitation with all Respondents in
the competitive range.
Once negotiations are complete, DCHA shall establish a date and time for the submission of the best and final
offers. If a Respondent does not submit a notice of withdrawal of its offer, or a best and final offer, the
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Respondent’s immediate previous offer shall be construed as its best and final offer. The best and final offers
shall be evaluated in essentially the same manner as the initial offers unless otherwise specified. The contract
shall be awarded to the responsible Respondent whose qualifications, price and other factors considered are
the most advantageous to DCHA.
The maximum points that shall be awarded for each of the Evaluation Factors are detailed and described
below.
The establishment, application and interpretation of the above Evaluation Factors (Questions) shall
be solely within the discretion of DCHA. DCHA reserves the right to determine the suitability of proposals
on the basis of all of these factors.
EVALUATION FACTORS DESCRIPTIONS
The maximum points that shall be awarded for each of the Evaluation Factors are detailed and described
below.
3.6 Evaluation Factors and Award
The proposal evaluation process is designed to award the contract to the Respondent representing the best
value to DCHA as demonstrated through submission of responses to the evaluation factors established
expressly for this RFP.
Respondents must provide all information outlined in the Evaluation Factors to be considered responsive.
Proposals will be evaluated based on the responsiveness of the Respondent’s information to the Evaluation
Factors which will demonstrate the Respondent’s capacity to perform the required services of this Request
for Proposals.
Proposals will be evaluated based on the following Evaluation Criteria/Factors:
WEIGHTED SCORING EVALUATION FACTORS MAXIMUM POINTS
A. Experience & Qualifications 30
B. Past Performance 20
C. Staffing Plan/Methodology 15
D. References 15
E. Cost Proposal 20
MAXIMUM TOTAL POSSIBLE POINTS 100
The establishment, application and interpretation of the above Evaluation Factors shall be solely
within the discretion of the District of Columbia Housing Authority (DCHA). DCHA reserves the right to
determine the suitability of proposals on the basis of all of these factors.
3.7 Evaluation Factor Description
A. Experience and Qualifications (30 points)
Proof of Microsoft Partner/Cloud Solution Provider (CSP) status, industry experience, and references
from similar organizations.
(1) Provide a description of the Respondent’s organization.
(2) Provide the mission statement and vision of the Respondent organization.
(3) List and briefly describe 3 projects within the past 10 years that exemplify the proven
experience of the Respondent as a qualified vendor.
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B. Past Performance (20 points)
The Respondent must demonstrate Past Performance.
In response to the Past Performance evaluation factor, please provide the following:
(1) Respondents must have a minimum of five (5) years of experience performing services of comparable
size, scope, and complexity as described within this solicitation.
(2) Respondents must have performed a minimum of 3 projects with either public housing agencies,
government entities, municipalities and or private entities of similar size and scope.
C. Staffing Plan/Methodology (15 points)
In response to the Staffing Plan/Methodology evaluation factor, please provide the following:
(1) Narrative of Capability to provide scope of services;
(2) Professional Overview;
(3) Key Personnel Qualifications, Certifications & Industry Affiliations;
(4) Provide documentation to substantiate experience to include the resume(s) of all persons who
would work on matters if awarded the contract.
D. References (15 points)
This factor will be evaluated based on evidence of the following up to a maximum of five points per
reference as follows.
In response to the References evaluation factor, please provide the following:
(1) Quality of Work
(2) Consistency with Performance
A minimum of one of the three references must be from a public housing authority, municipality,
county, or other governmental agency. References must be typed and completed on “Exhibit 2”
(please do not write in information as your penmanship may not be legible and may cause delay in
confirming and/or moving forward your proposal for evaluation).
References shall be contacted to verify project award, performance and quality of work. DCHA
may not be included as references.
E. Cost Proposal (20 points)
This factor will be evaluated using a set ratio formula to evaluate the price category and evaluated by
utilizing the ratio of the lowest cost provider times the number of points available for this category.
In response to the Cost Proposal evaluation factor, please provide the following:
(1) Price Proposal submitted on and in the format of Pricing Exhibit(s)- 5 Points
(2) Price Reasonableness in relation to DCHA Independent Cost Estimate, Scope of Service and
Market Rate - 15 Points
Lowest Price Proposal÷ Current Price Proposal × Maximum Points Available =Price Score
MAXIMUM TOTAL POSSIBLE POINTS ..................................................................................................... 100 POINTS
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3.8 Responsibility Determination
The responsibility determination includes consideration of a Respondent’s 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 Respondent’s proposal and utilize the information gathered in the final evaluation of
those firms in competitive range.
a) Financial Capacity Determination
DCHA shall make an assessment of the Respondent’s financial capacity, that is, whether in the sole
opinion of DCHA, the Respondent is capable of undertaking and completing the RFP scope of services
delineated within this RFP in a satisfactory manner. DCHA will award a contract only to the
responsible Respondent who, in DCHA’s sole opinion, has the financial ability to successfully perform
under the terms of this RFP. DCHA’s determination will include an assessment of the Respondent’s
financial resources/ability to perform the scope of services in accordance with the RFP requirements.
Respondents who make the competitive range may be asked to submit financial information. Failure
by the Respondent to provide such information within the allotted time will render the Respondent
ineligible for award.
b) Technical Capacity Determination
DCHA will conduct a survey relating to the Respondent’s record of performance on past and present
projects that are similar to the scope of services identified in this RFP, which may include
services/projects not identified by the Respondent. DCHA reserves the right to perform whatever
research it deems appropriate in order to assess the merits of any Respondent’s proposal. Such
research may include, but not necessarily be limited to, discussions with outside Respondents,
interviews and site visits with the Respondent’s existing clients and analysis of industry reports.
DCHA will make a finding of the Respondent’s Technical Resources/Ability to perform the RFP scope
of work based upon the results of the survey.
A Respondent will be determined responsible if DCHA determines that the results of the Technical
Resources/Ability survey reflect that the Respondent is capable of undertaking and completing the
RFP scope of services in a satisfactory manner.
DCHA reserves the right to award this contract to one Respondent, 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 Respondent, 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 proposal submitted. It also reserves the right to meet
with any Respondent 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.
3.9 Point Awarded Range
Pertaining to the Subjective Factors, please note the following range of points awarded (points pertaining to
this RFP are shaded—please also see the Evaluation Factors detailed within the preceding Section 3.7):
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Points Awarded Range
Classification* Rating % 10 100**
Acceptable Excellent 95%/+ 10 95-100
Acceptable Very Good 90%/+ 9 90-94
Potentially Acceptable Good 80%/+ 8 80-89
Potentially Acceptable Average 70%/+ 7 70-79
Unacceptable Poor <70% 0-6 0-69
*Pursuant to Section 7.2.N.3 of HUD Procurement Handbook 7460.8 REV 2.
**Total available points to be awarded, including cost points, minus preference points.
a) Potential "Competitive Range" or “Best and Finals” Negotiations.
The Agency reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD
Procurement Handbook 7460.8 REV 2, conduct a “Best and Finals” Negotiation, which may include oral
interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the
competitive range shall be notified of such in writing by the Agency in as timely a manner as possible,
but in any case, within no longer than 10 days after the beginning of such negotiations with the firms
deemed to be in the competitive range.
b) Determination of Top-ranked Proposer.
Typically, the subjective points awarded by the evaluation committee will be combined with the
objective points awarded by the CO to determine the final rankings, which is typically forwarded by the
CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final
rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled
meeting for approval. Contract negotiations may, at the Agency's option, be conducted prior to or after
the BOC approval.
i. Minimum Evaluation Results. To be considered to receive an award a proposer must receive
a total calculated average of at least 70 points (of the 100 total possible points detailed within
Section 4.1 herein).
ii. Ties. In the case of a tie in points awarded, the award shall be decided as detailed within
Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random
means of selection.”
3.10 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.
I. Multi-year contracts;
II. Aggregate total is equal to or greater than $1,000,000.00;
III. Or both 1 and 2.
[END OF PART 3 – PROPOSAL EVALUATION]
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RFP No. 15-2026 Microsoft Office 365 Licensing
PART 4 – GENERAL CONDITIONS
4.1 Licenses, Permits and Certifications
Before a contract pursuant to this RFP is executed, the apparent successful Respondent(s) must hold all
necessary, applicable professional licenses required by the District of Columbia and all other regulatory
agencies necessary to complete the Services. The Respondent 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 Respondents to submit evidence of proper licensure.
4.2 Certification Regarding Debarment
The Respondent 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 Respondents are required to submit a Disclosure
Statement if this is not the case.
4.3 Respondents’ Status
Respondents and their agents will be held to be an independent contractor and will not be an employee of
DCHA.
4.4 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.
4.5 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 Respondent 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.
4.6 Insurance
Contractors will be required to obtain and maintain the following insurance coverage 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. Workers 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
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RFP No. 15-2026 Microsoft Office 365 Licensing
$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. Aggregate: $2,000,000
c. Products and Completed Operations: $2,000,000
d. Personal/Advertising Injury: $2,000,000
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 in the amount of not less than
$2,000,000 per claim, unless otherwise required by DCHA
b. Aggregate: $4,000,000
V. Umbrella or Excess Liability: $2,000,000
VI. Employee Dishonesty: $250,000
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.
18 | P a g eRFP No. 15-2026 Microsoft Office 365 Licensing
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. Addi
- Dcha Docs
- Type
- SOLICITATION
- Title
- DCHA RFP 15-2026 MICROSOFT OFFICE 365
- Type
- REQUEST FOR PROPOSAL
- Title
- DCHA RFP 15-2026 MICROSOFT OFFICE 365 LICENSING
- Dcha Year
- 2026
- Pdf Pages
- 28
- Dcha Doc Ids
- 3236, 3238
- Dcha Number
- 15
- Categorized By
- llm-nc
- Dcha Base Doc Id
- 3238
- Dcha Cancelled
- No
- Detail Fetched
- Yes
- Pdf From Stored
- No
