825.1 Quarterly reporting periods are as follows: October 1 through December 31, January 1 through March 31, April 1 through June 30, and July 1 through September 30.

825.2 An agency shall provide the Department with a quarterly program report, containing information provided by the Office of Contracting and Procurement (“OCP”) and the Office of the Chief Financial Officer (“OCFO”), within thirty (30) days after the end of each quarter. Agencies with independent contracting authority shall submit quarterly reports from their financial system. Each quarterly report submitted pursuant to this subsection must:

1. (a) Include funding source, vendor name, description of the expenditure, proof of payment, the identities of active SBEs, and the dollar amount; and
2. (b) Be submitted within thirty (30) days after the end of each quarter, except in the case of the fourth (4th) quarter report, which shall be submitted along with the annual report.

825.3 The Department shall notify the agency in writing of any discrepancies in the agency’s quarterly report within fifteen (15) days of its receipt of the report.

825.4 If an agency’s quarterly report indicates that the agency is not currently meeting its SBE contracting and procuring requirements under Section 2341 of the Act (D.C. Official Code § 2-218.41) and its spending plan, the agency may submit to the Department:

1. (a) An explanation for the projected shortfall;
2. (b) The specific steps the agency will take to remedy the shortfall, along with supporting documentation; and
3. (c) Evidence of compliance with Section 2341(a-2) of the Act.

825.5 The Department will reply to an agency’s submission in response to a Section 825.3 notification within fifteen (15) days of its receipt of the response. The Department’s reply may include recommendations concerning how best to remedy the discrepancies identified in the report, including a scheduled meeting with the OCFO and the Department.

SOURCE: Final Rulemaking published at 39 DCR 9052 (December 4, 1992); as amended by Final Rulemaking published at 56 DCR 8439 (October 23, 2009), incorporating by reference text of Proposed Rulemaking published at 56 DCR 5622, 5640 (July 10, 2009); as amended by Final Rulemaking published at 70 DCR 010970 (August

11, 2023).