1 Solicitation-_PgM_services_ DCSC-23-RFP-0166.pdf

DISTRICT OF COLUMBIA COURTS

SOLICITATION, OFFER AND AWARD

FOR SUPPLIES, OR SERVICES

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: September 18, 2023

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH OPENING DATE: October 30, 2023

700 6TH STREET, N.W., 12th FLOOR OPENING TIME: 10:00 AM -12:00

PM WASHINGTON, D.C. 20001

SOLICITATION NUMBER: DCSC-23-RFP-0166

OFFER/BID FOR: DC Courts PgM Services MARKET TYPE: Open Market

TYPE OF SOLICITATION: Sealed

Proposals (RFP)

TABLE OF CONTENTS

a. Sealed offers in original and 5 copies to perform the work required are due at the place specified in L.2 by

October 30, 2023 between 10- 12:00 PM (date).

(X) SEC. DESCRIPTION PAGE (X) SEC. DESCRIPTION PAGE

X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 46

X B Supplies or Services & Price /Cost 2 X I Contract Clauses 56

X C Description/Specs/Work Statement 6 X J List of Attachments 71

X D Packaging and Marking 25 X K Representation Certifications & Other 73

X E Inspection or Services 26 X L Instructions, Conditions & Notices 79

X F Deliveries and Performance 27 X M Evaluation Factors 93

X G Contract Administration Data 40

OFFER (TO BE COMPLETED BY OFFEROR) Note: In sealed bid solicitations “Offer” and “Offeror” mean “Bid” and

“Bidder.”

The undersigned offers and agrees that, with respect to all terms and conditions accepted by the District of Columbia Courts under “AWARD” below, this offer and the provisions of the RFP/IFB will constitute a Formal Contract.

OFFEROR Name and title of Person Authorized to Sign Offer:

(Type or Print)

Name:

Street:

City, State:

Zip Code:

Signature

(Seal)

Date:

Area Code &

Telephone Number:

Impress

Corporate

Seal Corporate

(Seal)

(Secretary) (Attest)

AWARD (To be completed by the District of Columbia Courts)

All written communications regarding this solicitation should be addressed to the Contracting Officer and should be directed by e-mail to Flor Rivera, Contract Specialist at maria.rivera@dccsystem.gov .

CONTRACT NO. AWARD AMOUNT $

ACCEPTED AS TO THE FOLLOWING ITEMS:

CONTRACT PERIOD:

DISTRICT OF COLUMBIA COURTS

BY:

CONTRACTING OFFICER

AWARD DATE

mailto:maria.rivera@dccsystem.gov

This solicitation is open market procurement.

PART I

SECTION B - SUPPLIES OR SERVICES AND PRICE/COST

B.1 SUPPLIES OR SERVICES:

B.1.1. The District of Columbia Courts (the Courts) are seeking a qualified contractor to partner with the Courts and the Capital Projects and Facilities Management Division (CPFMD) to provide agency Program Management (PgM) services and be an integrated part of the existing CPFMD team. The Contractor will support the Courts to formulate a Program

Management Office (PgMO) that will improve the CPFMD’s overall performance, support the Courts to meet their strategic goals, support the Courts to meet their financial goals and obligation deadlines, and improve project performance and resolve project level issues by refining and institutionalizing standards for managing projects across the organization’s program.

B.1.2 The Courts' objective is to structure and maintain a framework that will further develop the

Courts PgMO, resulting in a successful partnership between the Courts, the CPFMD and the

Contractor while enabling the Courts to achieve its annual objectives within cost, scope, on schedule, and to acceptable levels of quality, safety and performance.

B.2 TERM OF THE CONTRACT:

B.2.1. The term of the contract will be two years (2) from date of award with three (3) option years. The date of award shall be the date the Contracting Officer signs the contract document.

B.2.2. The Courts intend to award a Cost-Plus-Fixed -Fee (CPFF) contract resulting from this solicitation. For the consideration set forth below, the Contractor shall provide the deliverables or outputs described in Section F in accordance with the performance standards specified in

Section F based on the description/Specifications/Work Statement found in Section C of this solicitation document.

B.2.3. The Pre-Proposal Briefing (On-site Meeting) will be held on September 25, 2023 at 10:30 at:

500 Indiana Avenue N.W.

District of Columbia Courts

Moultrie Building, Training Room 4640 (4th floor east).

Washington, D.C. 20001

Offerors shall provide the following information no later than September 21, 2023:

a) Full name of attendees

b) Name of the Company affiliated with

B.3 ESTIMATED COST, FIXED FEE

The Offeror shall submit a price schedule, for a base period of two years and three option years, for the services specified and in accordance with Section C, Description/Specifications/Work Statement, of this Request for Proposal (RFP).

(a) The estimated cost for the 24-month base period of the performance of the work required hereunder, exclusive of fee is $ . The fixed fee is _____.

The estimated cost-plus fixed fee is $ .

(b) The estimated cost for the 12-month option (1) period of the performance of the work required hereunder, exclusive of fee is $ . The fixed fee is $ .

(c) The estimated cost for the 12-month option (2) period of the performance of the

(d) The estimated cost for the 12-month option (3) period of the performance of the

B.3.1 BUDGET

Cost Element:

Base Period

(2 Years)

Option Period

(1)

Option Period

(2)

Option Period

(3)

Labor (Salary + Fringe) $ $ $ $

Subcontractors/Consultants

Other Direct Costs

Indirect Costs

Sub Total

Fixed Fee

Total Estimate Cost plus

Fee

B.3.2 INDIRECT COSTS

For the Prime Contractor:

Indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated or predetermined rates and the appropriate bases:

Description Base Contract

Rate %

Option Year 1

Rate %

Option Year 2

Rate %

Option Year 3

Rate %

Indirect

Fringe Benefits

Fee

*For the purpose of preparing the proposal the contractor shall take into account that the Courts will provide suitable office space containing seven (7) fully equipped workstations (desktop with standard office software, phone, furniture and filing) with access to the Courts network. Shared printer, fax, copiers and paper supply will be provided as well.

B.3.3 COST REIMBURSABLE

The costs allowable shall be limited to reasonable, allocable and necessary costs determined in accordance with:

(1) For the purpose of reimbursing allowable costs (except as provided in paragraph (b)(2) of this clause, the term “costs” includes only—

(i) Those recorded costs that, at the time of the request for reimbursement, the Contractor has paid by cash, check, or other form of actual payment for items or services purchased directly for the contract.

(ii) When the Contractor is not delinquent in paying costs of contract performance in the ordinary course of business, costs incurred, but not necessarily paid, for—

(A) Supplies and services purchased directly for the contract and associated financing payments to subcontractors, provided payments determined due will be made—

(1) In accordance with the terms and conditions of a subcontract or invoice; and

(2) Ordinarily within thirty (30) calendar days of the submission of the

Contractor’s payment request to the Courts.

(B) Direct labor.

(C) Other direct in-house costs; and

(D) Properly allocable and allowable indirect costs, as shown in the proposal records; and

(iii) The amount of financing payments that have been paid by cash, check, or other forms of payment to subcontractors.

(iv) All Travel Expenses (for consultants only), including but not limited to airfare, per diem, lodging, parking, etc. are to be included within the provided proposal

B.3.4. PAYMENT OF FIXED FEE

Payment of fixed fee may be made upon receipt of a proper invoice. Fixed Fee, shall be allocated based upon the proportion of the labor provided over the period covered by the invoice. In the event the Contractor does not provide the total Level of Effort stipulated in the contract budget, the total amount of fixed fee will be reduced in similar proportion.

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 PURPOSE

C.1.1 The Courts are seeking a Contractor to provide agency Program Management

(PgM) services and be an integrated part of the existing CPFMD team. The

Contractor will support the Courts to formulate a PgMO that will improve the

CPFMD’s overall performance, support the Courts to meet their strategic goals, support the Courts to meet their financial goals, and improve project performance and resolve project level issues by refining and institutionalizing standards for managing projects across the organization’s program.

The Courts expectation is that the PgM contractor will support the CPFMD in program management, budget planning, project planning, organizing, securing, managing resources, procurement management, design management, construction management to achieve specific

CPFMD goals. The PgM contractor will integrate into CPFMD to provide program support across the enterprise. The PgMO will lead the management and communication among multiple contractors to effectively administer the PgMO, including but not limited to, the

Courts Architect Engineers and Planners (AEPs), the Construction Management (CM) contractor, the Quality Assurance (QA) contractor with clear roles defined for all players.

Refer to Attachment J.11 for an organizational chart of the DC Courts and CPFMD Division.

C.2 BACKGROUND

C.2.1 The Courts is comprised of the DC Court of Appeals, the DC Superior Court and the DC Court System. The CPFMD is part of the DC Court System—providing shared services to the DC Court of Appeals and the DC Superior Court. The DC

Courts currently maintain 1.5 million gross square feet (GSF) of space within six

(6) Courts-owned buildings in Judiciary Square and maintain the grounds surrounding those buildings.

C.2.2. The Courts’ Judiciary Square campus is comprised of the following six (6) buildings maintained by the Courts (Refer to Attachment J.12 - District of

Columbia Courts Facilities Master Plan 2019) for a more detailed description of the campus):

500 Indiana Avenue N.W. (H. Carl Moultrie Courthouse)

515 5th St. NW (known as Building A)

510 4th St. NW (known as Building B) 410 E St. NW (known as Building C)

430 E St. NW (known as Building D/the Historic Courthouse)

515 St. NW (known as Historic Recorder of Deeds building)

C.2.3 Currently, the Courts temporarily house personnel in one (1) leased building near

Judiciary Square where alterations and improvements are made by the Courts prior to or during occupation of the leased building:

700 6th St. NW., 12th Floor, Washington DC 20001

C.2.4 Additionally, the Courts lease seven (7) satellite offices throughout the District of

Columbia and one (1) disaster recovery (DR) site located in Germantown, Maryland where alterations and improvements are made by the Courts prior to or during occupation of the leased building.

C.2.5 The Superior Court of the District of Columbia and its many supporting functions are housed in the H. Carl Moultrie Courthouse. The eight-story building is the Court’s largest facility comprising 462,660 occupiable square feet (OSF)/ 680,000 gross square feet (GSF), containing over 90 courtrooms and hearing rooms, and is the focus of most court activities. It is an 8-story building with a full level of parking below. The H. Carl Moultrie Courthouse is south of Indiana Avenue opposite the DC Court of Appeals

C.2.6

Facility Type Building Address (Judiciary Square Campus) Area (Gross

Square Feet/GSF)

Court/Office Building 500 Indiana Ave NW (H. Carl Moultrie Courthouse) 909,400

Court/Office Building & Parking Lot 515 5th St NW (Building A) 123,900

Court/Office Building & Parking Lot 510 4th St NW (Building B) 122,500

Court/Office Building 410 E St NW (Building C) 54,000

Court/Office Building 430 E St NW (Building D/Historic Courthouse) 146,550

Parking Garage 449 5th St NW (Garage) 101,200

Court/Office Building 515 D St NW (Recorder of Deeds (RoD) 44,600

Total Square Footage 1,502,150 GSF

C.2.7 Planning and completion of operation and maintenance facility projects using an average of $1.5-$2 million in operating funds annually.

C.2.8 Planning and completion of capital projects using an average of $50 million in capital funds annually.

C.2.8.1 Over the next five (5) years, the Courts has four (4) major renovation initiatives ongoing and planned that requires the Courts to have a Contractor in place who has experience providing integrated agency PgM services for interrelated projects, over multiple sites, varying in scale and complexity. It is the expectation of the Courts that the Contractor facilitate full integration/communication and lead the Courts personnel, the Courts’ construction management (CM) and Quality Assurance (QA) teams, and other Courts’ contractors and vendors on project related efforts. The below projects represent major renovation initiatives anticipated by the Courts, however PgM services would be required to oversee all new initiatives.

• Closeout Completion of the C Street Addition/Phase2B — 62,649 gross square feet (GSF), 6-level addition with green roof consisting of office space, public space, 6 trial courtrooms and judge’s chambers, goal of LEED Platinum certification.

• Relocation of 3 DC Courts divisions (Budget and Finance, Capital Projects and Facilities Management, Administrative Services) from leased space at

700 6th Street NW to DC Courts-owned space in Building B (510 4th St.

NW.)

• Modernization of the DC Courts Access to Justice Center within the

Historic Recorder of Deeds Building at 515 D Street NW. Appx. 40,080

GSF of standard office space and public support services.

• Includes complete renovation of Building B at 510 4th Street - (2 floors).

Renovation consists of standard office spaces.

• Includes minor renovations of office space in Building A at 515 5th Street

(approximately 3,100 GSF). Space type to be renovated consists of standard office space and 2 hearing rooms.

• Complete systematic multi-year renovation of 60+ courtroom sets

(courtrooms, jury rooms and witness rooms) and chambers throughout DC

Courts’ facilities in Judiciary Square.

C.3 REQUIRED SERVICES

The Court’s expectation is that the Contractor provide all program management services and owner’s representative services required to carry out all the Courts’ initiatives to support the Courts in planning future initiatives out to 2035. It is expected that these services will be fully integrated to have the effect of a unified

PgMO and will be sufficient to complete the following deliverables, at a minimum, within specified timeframes (summarized in Section F):

The Contractor who is interested in partnering with the Courts and the CPFMD to formulate and become an integrated part of the Program Management Office

(PgMO) will play a key role supporting the Courts to achieve the following objectives:

1. Improve the CPFMD’s overall performance.

2. Support the CPFMD and DC Courts to meet strategic goals.

3. Support the CPFMD and DC Courts to meet financial goals.

C.3.1 IMPROVE THE CPFMD’S OVERALL PERFORMANCE

The Contractor selected shall provide sufficient services to formulate and become an integrated part of the Program Management Office (PgMO) operating with the objective to improve the CPFMD’s overall performance. In addition, the Contractor shall provide deliverables sufficient to justify that the objective is being met.

Below is a list of items that the Courts deems essential to meeting this objective. This list of items is not meant to be prescriptive, but identifies the expectations of the Courts and should provide the Contractor with a baseline for developing a plan to meet the objective:

1. CPFMD Standard Operating Procedures (CPFMD SOP).

i. The Contractor selected shall promote an integrated team approach from inception and planning of the CPFMD’s program and projects to supporting the entire CPFMD team (to include CPFMD personnel, contractor personnel and vendors) to successfully deliver all projects within scope, schedule, budget and to an acceptable level of quality and safety.

ii. The Contractor shall provide all services necessary to lead the effort to draft, update, release, coach and ensure compliance with the CPFMD Standard

Operating Procedures (SOP) program-wide. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within one hundred and twenty (120) calendar days of contract award.

iii. In an effort to standardize processes and identify responsibilities program-wide, the CPFMD has made a considerable effort to develop a Standard Operation

Procedures (SOP) manual which will require updating as needed but minimally once annually. The CPFMD SOP has not been officially released to the CPFMD personnel, contractor personnel or vendors for compliance.

iv. The Contractor selected shall not only operate in compliance with the CPFMD

SOP, but shall also support the CPFMD by providing sufficient services to complete the following tasks related to the CPFMD SOP:

1. Lead the effort to officially release the CPFMD SOP to the entire CPFMD team (to include all CPFMD personnel, contractor personnel, and vendors),

2. Ensure program-wide compliance with the CPFMD SOP once released.

3. Develop a regular system for auditing compliance of the CPFMD SOP

4. Revise the CPFMD SOP annually to include all operational changes, improvements and lessons learned and any other relevant updates in alignment with industry standard practices.

5. Ensure that the requirement to comply with the CPFMD SOP is incorporated into all future service contracts solicited and awarded by CPFMD.

6. Provide contracting acquisition strategy and delivery method determination support, based on the best fit for individual projects or contract type and revise the CPFMD

SOP to reflect the implementation of different acquisition strategies and delivery methods employed by the CPFMD. (Note: Review of the most current version of the

CPFMD SOP will reveal that the most common acquisition strategy for projects that CPFMD executes has historically been design- build, therefore the CPFMD SOP has been written within that project delivery context).

2. CPFMD Naming Convention

i. The Contractor selected shall provide all services necessary to lead the effort to finalize, release and ensure compliance with the CPFMD naming convention program- wide. A plan by which the Contractor will do so shall be provided to the

CPFMD leadership for acceptance within sixty (60) calendar days of contract award.

ii. In an effort to standardize documentation and improve tracking efforts program-wide, the

CPFMD has developed a project and document naming convention which will require further development and continual updating. The naming convention has not been officially released to the CPFMD personnel, contractor personnel or vendors for compliance.

iii. The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to the CPFMD naming convention:

i. Lead the effort to review, finalize and release the CPFMD naming convention to the entire CPFMD team (to include CPFMD personnel, contractor personnel and vendors)

ii. Ensure program-wide compliance with the CPFMD naming convention once released. Compliance shall extend to all deliverables required by all CPFMD contracts—soft copy, hard copy, online, share point, shared file and shared drive documents, presentations, reports, drawings, schedules, etc.

iii. Ensure that the requirement to comply with the CPFMD naming convention is incorporated into all contracts solicited and awarded by the CPFMD in the future.

3. CPFMD Document Control Standard

i. The Contractor shall provide all services necessary to lead the effort to finalize develop, release, coach and ensure compliance with a program and project document control standard. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within thirty (30) calendar days of contract award.

ii. In an effort to standardize a file storage and retrieval processes program-wide, CPFMD has partially developed a standard hard copy (binder), soft copy (shared drive) and online

(www.procoretech.com) file structures by which to store and retrieve program and project files. The established CPFMD document control standards will require further development and continual updating. The hard copy, soft copy and online file structures have not been reviewed, integrated and officially released to the CPFMD personnel, contractor personnel or vendors as a program-wide document control standard.

iii. CPFMD utilizes Procore as the Project Management Information System (PMIS) to store and retrieve program and project files. PMIS is a software program or application that organizes and controls the flow of project data and information. Procore has several tools, or modules, which are interactive management and financial processes for different elements of the project.

iv. CPFMD currently utilizes an internal server referenced as the ‘Z-drive’ for program and project document archiving. Procore has become the primary document control platform. As Procore is a subscription service, all project documentation is to be transferred from Procore to the Z-drive upon completion of project closeout. Records from Project Management tools are exported and included in this file transfer.

v. The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to a program-wide document control standard:

i. Lead the effort to review all soft copy, hard copy, online, share point software, etc.

formats for storing and retrieving program and project files with the intent of further developing an integrated program-level and project-level document control standard.

ii. Provide a program-wide document control standard that integrates soft copy, hard copy, online, share point software methods into a format that is consistent among hard copy, soft copy and online formats.

iii. After acceptance of the document control standard by the CPFMD, update, finalize and release the document control standard to the entire CPFMD team

(to include CPFMD personnel, contractor personnel and vendors) for compliance.

iv. After release, plan, schedule and conduct tutorials/instructional sessions to demonstrate to the entire CPFMD team how to create, file, deliver and retrieve files, etc. in a manner that is consistent with the approved CPFMD document control standard

v. After tutorials, ensure program-wide compliance with the document control standard.

vi. Develop a regular system for auditing compliance of the document control standard.

vii. Ensure that the requirement to comply with the document control standard is incorporated into all contracts solicited and awarded by the CPFMD in the future.

4. CPFMD Electronic Data Standard

i. The Contractor shall provide all services necessary to develop, release, coach and ensure compliance with an electronic data standard. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within ninety (90) calendar days of contract award.

ii. The Contractor shall develop and implement a process for collecting approved final Project As-Built drawings once confirmed compliant with the Electronic

Data Standards to the Courts vendor that maintains the master building floorplans at the completion of each project.

iii. The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to an electronic data standard:

1. Develop requirements (to be validated by the CPFMD leadership) for an electronic data standard that facilitates the provision of timely, accurate and consistent electronic data that will be used to populate FM Systems and other project management and facility management software that the CPFMD is currently using and is planning to use in the future.

2. After requirements are validated, propose an electronic data standard for acceptance by the CPFMD leadership that refers to all drawings, text documents, presentations, cataloging and indexing attributes, and databases used in the design, construction and commissioning efforts.

3. After acceptance of the electronic data standard by the CPFMD, finalize and release the electronic data standard to the entire CPFMD team (to include CPFMD personnel, contractor personnel and vendors).

4. After release of the electronic data standards, plan, schedule and conduct tutorials/instructional sessions as required to demonstrate to the entire CPFMD team members who will review electronic submissions how to identify if electronic data standards are being met.

5. After tutorials, ensure program-wide compliance with the electronic data standard

6. Ensure that the requirement to comply with the electronic data standard is incorporated into all contracts solicited and awarded by the CPFMD in the future.

7. The Contractor shall develop and implement a process for collecting approved final

Project As-Built drawings once confirmed compliant with the Electronic Data

Standards to the Courts vendor that maintains the master building floorplans.

5. CPFMD Division 01—General Requirements Specification (DBB provided in

Attachment, J.16)

i. The Contractor selected shall provide all services necessary to lead the effort to review, complete customization, release and ensure compliance with the CPFMD’s Division

01—General Requirements specification. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within one hundred and twenty (120) calendar days of contract award.

ii. In an effort to standardize operational specifications program-wide, the CPFMD has made a considerable effort to develop a Design-Build Division 1 Specification Section which will require updating as needed but minimally once annually. A Design-Bid-

Build specification has also been developed by the Courts and will require review and updating periodically.

iii. The Contractor selected shall support CPFMD by providing sufficient services to complete the following tasks related to the CPFMD Division 01—General Requirements specifications:

1. Lead the effort to further customize the existing Division 01—General Requirements specifications for acceptance by the Courts.

2. After acceptance by the Courts, ensure compliance with the Division 01—General

Requirements specifications once customization is complete and a revised version is released.

3. Ensure that the requirement to comply with the Division 01—General Requirements specifications is attached to all contracts solicited and awarded by the CPFMD in the future as a standard requirement.

6. CPFMD Integrated Program Schedule (CPFMD IPS) (Attachment, J.17)

i. The Contractor selected shall be responsible for managing the program schedule and shall provide all services necessary to lead the effort to complete, maintain, and publish monthly updates of the CPFMD IPS. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within sixty (60) calendar days of contract award.

ii. CPFMD has made a considerable effort to develop a Program Wide IPS which will require regular updating as needed but minimally monthly. The existing CPFMD IPS includes all ongoing and planned projects through 2028 so that it may be used as a tool to track progress of ongoing projects against the planned and budgeted program. It also assists in planning and awarding future projects and required contractor personnel and vendors according to the budgeted elements of the Courts’ master planning documents.

(Attachments J.12 & J.15).

iii. The Contractor selected shall support CPFMD on all schedule-related activities program-wide by providing sufficient services to complete the following tasks, at a minimum, related to the CPFMD IPS:

i. Complete the CPFMD IPS to include all ongoing, planned and budgeted projects through the end of fiscal year 2030. The CPFMD IPS shall capture all critical path relationships and touch points program-wide.

ii. Once completed, maintain the CPFMD IPS in alignment with all Courts’ planning documents as they are updated and in compliance with the CPFMD naming convention released by the Contractor.

iii. CPFMD has made a considerable effort to develop standard project schedule submission requirements for all CPFMD construction contracts awarded which is included within the Design-Build Division 01 – General Requirements. These requirements will require updating as needed but minimally once annually. Schedule submission requirements should address the following, at a minimum:

1. General schedule submittal format and content

2. Initial schedule, baseline schedule, and integrated project schedule requirements

3. Resource loading and cost loading requirements

4. Activity, critical path, and narrative requirements

5. Major completion milestone and milestone roll-up requirements

6. Schedule acceptance criteria and process

iv. After standard project schedule submission requirements are amended; plan, schedule and conduct tutorials/instructional sessions as required to ensure the entire

CPFMD team (to include all CPFMD personnel, contractor personnel and vendors) are informed of the new requirement to be enforced program-wide.

v. After standard project schedule submission requirements are amended, ensure inclusion in CPFMD Division 01—General Requirements specifications.

vi. After standard project schedule submission requirements are amended, the

Contractor shall review all project schedule submissions to ensure program-wide compliance with standards.

vii. Assist the DC Courts with earned value analysis of integrated project schedules and the CPFMD IPS and developing “what if” scenarios in response to program scope, budget and schedule information calls and presentation requests from the CPFMD team members, members of the DC Courts Executive Office, the Clerk of the

Courts, the Chief Judges, members of the Joint Committee on Judicial

Administration, DC Courts Building and Grounds Committee, OMB, the US

Marshall Service, and other relevant stakeholders.

viii. Support CPFMD during the planning phase of all projects program-wide by developing individual project planning schedules.

ix. Review all requested project schedule changes and proposed recovery schedules program-wide to identify impacts to CPFMD IPS prior to acceptance

x. Attend weekly project progress meetings as necessary to support project managers and construction managers program-wide regarding project schedule discussions.

xi. Review all schedule submissions program-wide to ensure that they are aligned with the CPFMD IPS prior to acceptance by the Courts.

xii. As part of the monthly IPS update, the contractor shall provide needed breakout schedules including but not limited to migration, procurement, design and project closeout.

7. The District of Columbia Courts Facilities Master Plan (Attachment, J.12).

i. Contractor shall provide all services necessary to lead the effort to track and facilitate all updates to and completion of all interrelated DC Courts planning documents. Projects awarded by the CPFMD are primarily initiated from the following three (3) existing planning documents:

i. The most recent version of The District of Columbia Courts Facilities Master Plan

(DCC FMP) 2019 is a comprehensive facilities master plan for the DC Courts’ properties addressing long term space needs, required improvements to infrastructure and the physical environment. The DCC FMP includes the restoration of historic buildings, expansion of the existing Courts structures, construction of below-grade parking, and the restoration of green spaces as shown in L’Enfant’s plan—all within the context of a rapidly evolving and publicly oriented area of Washington, D.C.

ii. The DCC FMP is anticipated to be updated working with the Court’s AEP and master planner vendors to execute a comprehensive update of this plan to reflect progress that has been made since 2019 and to plan campus and facility improvements through the year 2035.

iii. The Contractor selected shall provide sufficient services to lead the effort to complete the following tasks related to DCC FMP:

1. Coordinate the ongoing AEP and master planner’s effort to update the DCC FMP

2. Track completion of scope, requirements and projects identified in the current version of the DCC FMP and any revised versions.

3. Ensure that scope, requirements and projects identified in DCC FMP are incorporated into project scopes of work as future projects are planned and initiated from “The District of Columbia Courts Facilities Master Plan.”

8. The Judiciary Square Master Plan - Washington, D.C. (Attachment J.15)

i. “The Judiciary Square Master Plan – Washington, D.C. dated 4 March 2005” is the DC

Courts’ vision to re-invigorate the historic Judiciary Square by reintroducing green space to the area, creating a strong perimeter to enhance historic character and to resolve important existing technical issues with access, service, circulation, and security. Most of

“The Judiciary Square Master Plan” scope has been completed, however, there are some key components of “The Judiciary Square Master Plan” remaining to be completed that must be coordinated and integrated into the scope of future CPFMD projects.

ii. The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to “The Judiciary Square Master Plan:”

iii. Coordinate the effort to determine scope, requirements and projects identified “The

Judiciary Square Master Plan” that are remaining to be completed.

iv. Track completion of scope, requirements and projects identified in the “The Judiciary

Square Master Plan” once identified.

v. Ensure that scope, requirements and projects identified in “The Judiciary Square Master

Plan” are incorporated into project scopes of work as future projects are planned and initiated from “The Judiciary Square Master Plan.”

9. The District of Columbia Courts Facilities Condition Assessment Report (DC Courts

FCA) (Attachment, J.18)

i. DC Courts FCA dated July 30, 2021 was completed to determine the overall condition of all DC Court assets, identify and prioritize the buildings mechanical, electrical and plumbing systems and necessary requirements, recommend actions to be taken for these requirements, and determine anticipated capital renewal. The CPFMD uses the DC

Courts FCA to assist in developing the annual capital budget and identify projects to be completed to maintain a low Facility Condition Index (FCI), a key benchmark indicator which quantifies the condition of a building.

ii. The Contractor selected shall support CPFMD by providing sufficient services to complete the following tasks related to the DC Courts FCA:

i. Lead the DC Courts FCA re-assessment effort.

ii. Facilitate the completion of requirements, scope, facility projects identified in the DC

Courts FCA.

iii. Track the completion of requirements, scope, projects identified in the DC Courts

FCA.

iv. Ensure all deficiencies noted within the DC Courts FCA are entered into the Courts work order system.

v. Ensure that additional necessary facility requirements provided by the Facilities

Management Division are incorporated into the DC Courts FCA updates.

vi. Ensure that DC Courts FCA requirements are incorporated into project scopes of work as future projects are planned and initiated.

10. DC Courts Design Standards (Attachment J.13).

i. The DC Courts Design Standards (dated 2019) is outdated and requires a complete overhaul. The Courts have engaged with the master planning vendor to develop an outline for the Design Standards update. An effort is currently underway by a Courts consultant to update the furniture standards section. The Contractor selected shall provide all services necessary to lead the effort to create, review, revise, release and ensure program-wide compliance with the DC Courts Design Standards. The DC Courts

Design Standards update should reflect a more contemporary design, information technology (IT), and security elements in courtroom and court- related facilities. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within sixty (60) calendar days of contract award.

ii. The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to the DC Courts Design Standards:

i. Lead the effort to update the existing DC Design Courts Standards including coordination of all meetings, interviews, etc.

ii. Once update is complete, oversee all continuous revisions to the DC Courts Design

Standards to reflect owner requirement changes, discontinued items, or owner-requested improvements and ensure updated versions are distributed, in a consistent and standard format, to all PgMO team members for use.

iii. Between formal updates to the DC Design Courts Standards, the contractor shall maintain a record of all changes to the document for incorporation in the next submission.

iv. Ensure that the requirement to comply with the DC Courts Design Standards is incorporated into all relevant design, construction and vendor contracts solicited and awarded by the CPFMD in the future.

iii. The Contractor selected shall standardize and institutionalize operating processes and procedures that are aligned with industry standard practices.

11. CPFMD PgM Plan (PgMP).

i. The Contractor selected shall present and submit a draft written PgM Plan (PgMP) for review by the Courts within sixty (60) calendar days of contract award. The PgMP shall include, at a minimum:

i. The Contractor’s updated PgM Organizational Chart w/CPFMD & DC Courts components as understood.

ii. Program Roadmap/anticipated Program Maturity Model

iii. All applicable plans (PgM Benefits Management Plan, PgM Stakeholder Engagement

Plan, PgM Governance Plan, PgM Change Management Plan, PgM Communications

Management Plan, PgM Financial Management Plan, PgM Information Management

Plan, PgM Procurement Management Plan, PgM Quality Management Plan, PgM

Integration Management Plan, PgM Resource Management Plan, PgM Risk

Management Plan, PgM Schedule Management Plan, PgM Safety Management Plan, PgM Scope Management Plan (and WBS))

ii. The Contractor selected shall address, at a minimum, the following within the PgMP:

i. The PgMP shall clearly define the vision, implementation strategy, scope, schedule and budget management criteria for the program.

ii. The PgMP shall identify how the Contractor’s formulation of an integrated PgMO will provide the support, assurance and standardization required to improve project performance and resolve project-level issues.

iii. The PgMP shall clearly identify the roles, responsibilities and authority of the program team and the policies, procedures and standards will be developed for the program.

iv. The PgMP shall address how PgMP will inform Construction Management Plans

(CMPs) and Project Management Plans (PMPs) provided by other Courts personnel, contractors and vendors program-wide.

v. The PgMP shall identify how project and program efforts will be tracked, measured and reported to the DC Courts in a way that (1) illustrates overall project and program progress and health and (2) that DC Courts’ financial and strategic objectives are being met at both the project and program levels.

vi. The PgMP shall also specify how, when, where and to whom reports will be delivered for review and acceptance.

vii. The PgMP shall identify how the Contractor will manage updates to all contents of the PgMP after the first version is accepted by the Courts and ensure that updates are accessible to all relevant Courts personnel program-wide.

viii. The PgMP shall identify schedule milestones for accomplishing all items and activities identified in the WBS and the PgMP.

iii. It is assumed that the Contractor will be getting acquainted with the Courts team and will have a preliminary understanding of the context, therefore the PgMP elements will be in a draft format to be developed and revised with Courts’ input throughout the program definition phase, and then continuously updated as necessary throughout the program delivery phase.

12. Program Reporting

i. The DC Courts have recently implemented a monthly and quarterly program-wide reporting and meeting requirement as a first-step effort to track program spending against the annual capital and operating funds received. Below is a list of program and project reports and meetings currently required, at a minimum that should be considered when developing the tracking, reporting and meeting requirements to be included in the PgMP.

It is the Courts’ expectation that the Contractor selected improve upon and update the reporting requirements as necessary to ensure that project and program reporting is complete, accurate and aligned all program objectives, planning documents (scope), schedule and budget:

i. Program-Wide Reporting (minimum required)

1. Monthly Report Summary (compiled from all project reports).

2. Monthly Lessons Learned Summary and Distribution (compiled from all project reports and transitioned to live log to be shared in real time as they are added to the log).

3. Quarterly Report Summary/Program Health Update (compiled from project reports).

4. Annual Report Summary (to include all aspects of program identified in PgMP).

ii. Project Reporting (minimum required)

1. Daily Construction Report (during construction).

2. Weekly Project Progress Report for each project (throughout project life- cycle).

3. Monthly Reports/Project Health Update (throughout project life-cycle).

4. Monthly Project financial reporting of all contract modifications and invoices to date.

5. Monthly GC Performance Report (during the Period of Performance (POP) of the

GC’s contracts).

6. Quarterly Report/Project Health Update (throughout project life-cycle).

7. Incident Reports (Initial report submitted withing one hour of the incident and the final within 24 hours of incident).

8. Claims (as requested by COTR).

iii. Program-Wide Meetings (minimum required)

1. Monthly PgM/CM Operations Meeting

2. Monthly IPS Meeting

3. Monthly Design Management Meeting

4. Monthly Procurement Management Meeting

5. Monthly Quality Management Meeting

6. Monthly O&M Management Meeting

7. Quarterly PgM Contract Deliverables Review Meeting

8. Quarterly CPFMD Budget & Program Alignment Meetings

9. Quarterly CPFMD Budget Planning Team Meetings

10. Quarterly Lessons Learned Meeting

11. Biannually Strategic Planning Meeting

iv. Project Meetings (minimum required)

1. Biweekly Outage Meeting

2. Weekly Project Progress Meetings

13. Program Governance.

In partnership with the Courts, the Contractor shall govern the program (as the Contractor details in the accepted PgMP) to ensure that both projects and strategic decision-making are focused on consistently achieving program objectives/goals, addressing program risks and fulfilling the expectations of the relevant stakeholders involved.

14. Program Resource Management.

The Contractor shall be responsible for resource allocation and capacity management (as the

Contractor details in the accepted PgMP) to ensure that the PgMO has adequate resources in place for timely completion of tasks as work load increases or decreases.

15. Program Integration Management.

The Contractor shall ensure that all construction management plans, project management plans, and any other management plans proposed program-wide are fully integrated and aligned with the accepted PgMP and that all Courts personnel, CPFMD personnel, contractor personnel and vendor efforts/activities are fully coordinated to ensure program objectives are met.

16. Program Procurement Planning.

The Contractor shall be responsible for proactively managing procurement (as the Contractor details in the accepted CPFMD PgMP) program-wide by partnering with the Courts to complete all procurement-related activities to include, but not limited to, the following:

i. Developing procurement strategies, schedules, and requests for proposals (RFPs) to support the planning and the coordination of additional professional services including architects, consultant designers, planners, project managers, construction managers, general contractors; and any other professional services required to complete program or project tasks.

ii. Developing Independent Government Estimates (IGEs) for all RFPs released program-wide

iii. Qualifying, selecting, retaining, and coordinating additional professional services including architects, interior designers, planners, project managers, construction managers, general contractors; and any other professional services required to complete program or project tasks.

iv. Ensuring that the procurement process and procurement documents for all projects are consistent program-wide.

v. Working closely with CPFMD and the Courts Procurement Division (Administrative

Services Division (ASD) to plan, coordinate, and execute procurement activities and solicitation documents.)

17. Program Communications Management.

The Contractor shall be responsible for proactively managing communications (as the

Contractor details in the accepted PgMP) at the program level to ensure that basic status reporting and broader specialized communication with outside agencies and high-level stakeholders is executed seamlessly and in full partnership with the Courts.

18. Program Risk Management: The Contractor shall be responsible for determining how risk will be managed and mitigated at the program level and proactively managing scope, schedule and budget risk (as the Contractor details in the accepted CPFMD PgMP) in order to minimize risk during project delivery.

19. Program Quality Management: The Contractor shall be responsible for overall quality on the program (as the Contractor details in the accepted PgMP) by developing and enforcing design and construction quality assurance standards, policies and procedures that will ensure quality design, new construction, renovation, repair, replacement and renewal projects.

i. Ensuring that all teams inspecting and monitoring the on-site construction work comply with contract requirements, codes, industry standards and according to CPFMD processes in order to meet stakeholder expectations.

20. Program Safety Management: The Contractor shall be responsible for overall safety on the program (as the Contractor details in the accepted PgMP) by developing and enforcing safety standards, policies and procedures that will ensure safety on all projects program-wide.

21. Program Design Management: The Contractor shall be responsible for all program-level design related program activities to include, but not limited to, the following:

i. Facilitating update and tracking completion of all Courts master planning documents

ii. Accepting or rejecting drawing packages for all projects on behalf of the Courts

iii. Distributing all project drawing packages and ensuring all required subject matter experts are performing reviews.

iv. Scheduling and leading all design-related meetings program-wide.

v. Ensuring that designs adhere to the DC Courts Design Standards, the CPFMD Naming

Convention, the CPFMD Electronic Data Standards, the CPFMD Document Control

Standards, the CPFMD Division 01—General Requirements specifications and all other applicable general and Courts-specific requirements, standards and codes.

vi. Ensuring that all drawing comments are resolved prior to Courts acceptance.

vii. Field-verifying design drawings to ensure stakeholder requirements are met.

viii. Facilitating PgMO receipt of all design-related closeout documents, file closeout documents, and confirming accurate documentation of the as-built condition prior to acceptance by the Courts.

ix. Development of design document filing and storage/archiving system (hard and soft copy)

x. Writing Statements of Work (D-B, D-B-B, AEP, etc.) as required by the CPFMD.

xi. Initiate the coordination of all requirements gathering and programming efforts in the planning and design phase.

xii. Reviewing and providing feedback to payment applications.

22. Program Asset Management: The Contractor shall be responsible for the capture and management of all fixed assets throughout Courts-owned and leased buildings. The

Contractor shall be responsible for all asset management-related activities to include, but not limited to, the following:

i. Developing a program-wide strategy for the capture of all existing fixed assets (and corresponding warranty and preventative maintenance data) into the asset management program currently utilized by the Courts (Manager Plus).

ii. Developing a program-wide strategy for the capture of all new fixed assets (and corresponding warranty and preventative maintenance data) into the asset management program currently utilized by the Courts (Manager Plus).

iii. Managing the prioritizing, scheduling and completion of preventative maintenance activities, periodic warranty walks/inspections and fixed asset replacements in all

Courts-owned and leased facilities.

iv. Developing cost estimates, acquisition strategies and RFPs for the repair, renewal and replacement of fixed assets in all Courts-owned and leased facilities.

23. Program Space Management: The Contractor shall be responsible for the management of space throughout Courts-owned and leased buildings. The Contractor shall represent the

CPFMD PgMO throughout all requirements gathering efforts and shall be responsible for all space-related program activities to include, but not limited to, the following:

i. Development of a program-wide strategy for updating the Court’s space and moveable asset management program (FM Systems).

ii. Managing all aspects of the Courts building and space use inventory

iii. Coordinating space allocations and requests for additional space

iv. Developing planning-level blocking and conceptual designs for space use changes or improvements for all Courts divisions.

v. Assisting in planning and design for reconfigured or new space for Courts personnel.

vi. Providing space use statistics, customized space analysis, and floor plans to all Courts divisions as necessary.

vii. Providing assistance with all move-related activities to include planning, pre-construction space de-commissioning, pre-move preparation and coordination, transport and on-site supervision and…