Attachment_J.17_TO 003_Recorder of Deeds Furniture TRFP Final.pdf

DISTRICT OF COLUMBIA COURTS

TASK ORDER REQUEST FOR PROPOSAL (TRFP)

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: 06/13/2025

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH

510 4th ST. NW, 3rd FLOOR

WASHINGTON, D.C. 20001

IDIQ NAME/NUMBER: Furniture and Furnishings Products & Services/ DCSC-25-RFP-66

TRFP Title: Furniture & Furnishings Products & Services for the Historic Recorder of Deeds (RoD) Modernization Project

MARKET TYPE: GSA Contract Holders

TABLE OF CONTENTS

a. This TRFP response shall be submitted along with the IDIQ solicitation response.

(X) SEC

DESCRIPTION PAGE

E

(X) SEC

DESCRIPTION PAGE

X A Solicitation/Offer/Award Form 1 H Special Contract Requirements 5

X B Supplies or Services & Prices/ Costs 2 I Contract Clauses 5

X C Description/Statement of Work (SOW) 2 X J List of Attachments 5

D Packaging and Marking 4 K Representation Certificates 6

E Inspection and Acceptance 4 X L Instructions, Conditions, Notices 6

X F Deliveries and Performance 4 X M Evaluation Factors for Award 6

G Contract Administration Data 5

REQUEST FOR PROPOSAL (To be completed by the District of Columbia Courts)

DISTRICT OF COLUMBIA COURTS:

CONTRACTING OFFICER

DATE

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

DCSC-25-RFP-66

TO 003 - Recorder of Deeds Furniture

SECTION B – SUPPLIES OR SERVICES AND PRICE/COST

B.1 PROCUREMENT OBJECTIVE

B.1.1 The objective of this TRFP is to award one (1) Firm Fixed Price (FFP) TO for the provision of furniture, furnishings, and furniture-related services in support of the Historic

Recorder of Deeds (RoD) Building Modernization project at 515 D Street, NW, Washington, DC 20001. The TO (referred to as TO 003 in the Solicitation DCSC-25-RFP-

66) will be awarded to one (1) of the two (2) IDIQ awardees, as described in Section B of the accompanying solicitation DCSC-25-RFP-66.

B.2 SERVICES

B.2.1 Refer to Section B.2.1 of accompanying solicitation DCSC-25-RFP-66 for details.

B.3 CONTRACT TYPE

B.3.1 Refer to Section B.3.3 of accompanying solicitation DCSC-25-RFP-66 for details.

B.4 CONTRACT TERM

B.4.1 Refer to Section B.4 of accompanying solicitation DCSC-25-RFP-66 for details.

B.5 OPTION TO EXTEND THE TERM OF THE CONTRACT

B.5.1 Refer to Section B.5 of accompanying solicitation DCSC-25-RFP-66 for details.

B.6 N/A

B.7 PRICING

B.7.1 Refer to Section L.1.1 of this TRFP for details.

B.8 AWARD

B.8.1 Refer to Section B.8.2 of accompanying solicitation DCSC-25-RFP-66 for details.

B.9 OFFEROR REQUIREMENTS

B.9.1 Refer to Section B.9 of accompanying solicitation DCSC-25-RFP-66 for details.

B.10 PRE-PROPOSAL BRIEFING

B.10.1 Refer to Section B.10 of accompanying solicitation DCSC-25-RFP-66 for details.

B.11 PROPOSAL DUE DATE

B.11.1 Refer to Section B.11 of accompanying solicitation DCSC-25-RFP-66 for details.

END OF SECTION B

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SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 PURPOSE

C.1.1 Refer to Section C.1.1 and C.2.2 of accompanying solicitation DCSC-25-RFP-66 for details.

C.1.2 The purpose of this specific TO is to select an Offeror to provide new furniture and furnishings for the Historic Recorder of Deeds (RoD) Modernization project.

C.2 BACKGROUND

C.2.1 The historic Recorder of Deeds (RoD)building is directly adjacent to five (5) other buildings in the DCC’s portfolio at the Judiciary Square. It is a contributing building to the Pennsylvania Avenue National Historic Site; is within the proposed Historic Judiciary

Square District; and was added into the National Registry of Historic places in March

2020, largely due to the culturally significant murals inside the building. The building was designed by the Office of the Municipal Architects under Nathan C. Wyeth and was constructed between 1941 and 1943.

C.2.2 In its current configuration, the building is comprised of a total of approximately 48,842 gross square feet (GSF) on four (4) floors and will provide approximately 20,100 usable square feet (USF) above ground when the modernization project is complete. The facility has been largely vacant since 2008 when the DC Recorder of Deeds office moved to a new location. It has deteriorated considerably since it was vacated, including extensive water intrusion in 2006 during a surge storm event in the District.

C.2.3 The historic RoD building is the newest addition to the DCC’s facility portfolio. In 2019, the Owner executed an agreement with the District of Columbia for use of the RoD building for 99 years with the purpose of modernizing the building to create an “Access to

Justice Center” for the DC Courts. Per the Occupancy Agreement, the District will occupy at least five thousand (5,000) USF of space in the building.

C.2.4 The DCC has recently awarded a Design-Build contract to Gilbane Building Company (in partnership with Page, aka: Page Sutherland Page Architects) to complete the modernization of the building.

C.2.5 The building is currently vacant, awaiting modernization of the entire building interior and exterior. Historic areas and artwork currently present in the building will be preserved and restored to a varying extent and as practical to provide new, modernized space.

C.2.6 For DCC, SmithGroup Architects prepared the bridging documents to serve as the requirements for the Design-Build contract. Currently, the RoD Modernization Project is in the early stages of design of the core and shell, therefore detailed interior floor plans for the Project do not exist. Attachment J. 18 is part of the bridging documents developed by SmithGroup and constitutes the most advanced plan of the interior space DCC currently has, therefore this shall serve as the furniture design and furniture concept, scope, complexity and quantities of furniture and furnishings required and upon which the

Offeror’s shall provide a response.

C.2.7 Current key schedule milestones for the RoD Modernization project known at this time are as follows:

▪ 35% Design Submission – Building Interiors: 01 December 2025

▪ Furniture Installation start: 04 January 2027

C.3 REQUIRED SERVICES

C.3.1 Refer to Section C.3 of accompanying solicitation DCSC-25-RFP-66 for details.

C.3.2 The Offeror shall provide all services specified in Section C.3 of accompanying solicitation DCSC-25-RFP-66 to provide all furniture and furnishing required on all four

(4) floors for the RoD Modernization project as specified in Attachments J.17 – J.19. In addition to requirements specified in Section C.3, all below apply specifically to the provision of furniture and furnishings for the RoD Modernization project.

C.3.3 The Offeror shall NOT be responsible for any services related to furniture that currently exists inside the RoD building. The Offeror shall provide and install new furniture and furnishings into a fully renovated space.

C.3.4 The Offeror shall provide selections and pricing for only the items and specified quantities detailed in Attachment J.19 (TO 003 - Recorder of Deeds Furniture - Specifications and

Pricing Sheet).

C.3.4.1 The Offeror shall refer to Attachment J.10 (DCC Furniture & Furnishings Standards) and

Attachment J.11 (DCC Furniture and Furnishings Specifications Catalog) for specific product and Standard Typical descriptions, component listing, features and finishes to cross reference against the product item and Standard Typical listing in Attachment J.19

(TO 003 - Recorder of Deeds Furniture - Specifications and Pricing Sheet).

C.3.4.2 If the Contractor is not able to provide the specific item or manufacturer per Attachment

J.19, the Contractor may provide the closest alternative that meets or exceeds the selected item’s technical specification to conform with ‘as equal’ substitution requirement. DCC may reject product selections and substitutions that do not meet DCC’s determination of

‘as equal.’

C.3.4.3 The manufacturers listed as the ‘specification basis of design’ are not absolute, unless identified as ‘Mandatory - No Substitutions’ in Attachment J.11 (DCC Furniture and

Furnishings Specifications Catalog).

C.3.5 The Offeror shall cross refence all attachments to match item tagging. Any discrepancies should be reported in a request for clarification.

C.3.6 The DCC reserves the right to solicit the desired furnishing(s) through alternative means if the awarded Contractor can no longer provide said item after award.

C.4 MONTHLY MEETINGS

C.4.1 Refer to Section C.4 of accompanying solicitation DCSC-25-RFP-66 for details.

C.5 PROFESSIONAL RESPONSIBILITIES

C.5.1 Refer to Section C.5 of accompanying solicitation DCSC-25-RFP-66 for details.

C.6 TEAMING PARTNERS AND SUBCONSULTANTS

C.6.1 Refer to Section C.6 of accompanying solicitation DCSC-25-RFP-66 for details.

C.7 MINORITY AND SMALL BUSSINESS PARTICIPATION

C.7.1 Refer to Section C.7 of accompanying solicitation DCSC-25-RFP-66 for details.

C.8 N/A

C.9 N/A

C.10 TASK ORDER PROCESS

C.5.1 Refer to Section C.10 of accompanying solicitation DCSC-25-RFP-66 for details.

C.11 N/A

END OF SECTION C

SECTION D - PACKAGING AND MARKING

D.1 DOCUMENT CONTENTS

D.1.1 Refer to Section D.1 of accompanying solicitation DCSC-25-RFP-66 for details.

SECTION E - INSPECTION OF SERVICES

E.1 INSPECTION OF SERVICES

E.1.1 Refer to Section E.1 of accompanying solicitation DCSC-25-RFP-66 for details.

SECTION F – DELIVERIES AND PERFORMANCE

F.1 DELIVERABLES

F.1.1 Refer to Section F.1 of accompanying solicitation DCSC-25-RFP-66 for details.

F.1.2 The Offeror shall provide all deliverables as described in Section C.3 of accompanying solicitation DCSC-25-RFP-66 for details.

F.1.3 In addition to deliverables as described in Section C.3 of accompanying solicitation

DCSC-25-RFP-66 and within ninety (90) calendar days of TO Notice to Proceed (NTP) the Offeror shall provide a Quality Management Plan (QMP). The QMP shall demonstrate how the Offeror will ensure the quality of services and deliverables provided to fulfill the TO requirements and shall include the following, at a minimum:

a) Project Management (PM) Plan: Describe Offeror’s approach to provide comprehensive PM services to meet the solicitation requirements.

i. Include description of how the Offeror may use web-based project management software to facilitate administering the quality management plan, highlighting at a minimum the inspection, observation, deficiencies, punch list and daily reporting and photographs.

ii. Describe submittal process, inspections, pre-installation meetings, etc. are managed.

b) Communications Management Plan: Describe Offeror’s approach to communications and how communications will be executed and managed to ensure coordination among Offeror’s team and DCC personnel to meet the solicitation requirements.

i. Include customer service policy w/customer service operating hours or availability of team managing account, call back response time for emergencies.

ii. Provide information on how the Offeror captures and tracks customer satisfaction, including details on how information is communicated to and across team members and acted upon, through process, procedure, or organizational aspects. Satisfaction measurement should be actionable at the ‘dealer’ level, though may also include date for the manufacturer.

c) Change Management Plan: Describe Offeror’s plan to manage changes throughout all phases of a project the Offeror may support.

i. Include description of how Offeror has the capability to respond to changes on short notice.

ii. Include description of process for handling change requests after award of contract work.

d) Risk Management Plan: Describe process for how the Offeror will identify and mitigate risk throughout all phases of a project the Offeror may support.

i. Include issue escalation and mitigation process.

ii. Include example of a plan Offeror would develop to deal with unexpected worksite conditions and/or requests for customization of workspaces during installation.

e) Storage Management Plan: Describe plan and capabilities the manufacturer and/or the Offeror have if installation of furniture should be delayed and include fee outline and related timeline.

f) Schedule Management Plan: Describe Offeror’s plan for managing schedule during all phases of a project the Offeror may support. Provide an example of a Furniture

Coordination Schedule as detailed in Section C.3.1.2.

F.2 STANDARD OF PERFORMANCE

F.2.1 Refer to Section F.2 of accompanying solicitation DCSC-25-RFP-66 for details.

F.3 KEY PERSONNEL

F.3.1 Refer to Section F.3 of accompanying solicitation DCSC-25-RFP-66 for details.

F.4 WARRANTIES

F.4.1 Refer to Section F.4 of accompanying solicitation DCSC-25-RFP-66 for details.

F.5 AURHORIZED WORKDAYS AND HOURS

F.5.1 Refer to Section F.5 of accompanying solicitation DCSC-25-RFP-66 for details. Per

Section F.5.1 of accompanying solicitation DCSC-25-RFP-66; the RoD building will be unoccupied at the time of delivery and installation of furniture, therefore deliveries and installations will be allowed during daytime hours beginning at 7:00 AM.

END SECTION F

SECTION G – CONTRACT ADMINISTRATION

G.1 PAYMENT/INVOICES

G.1.1 Refer to Section G.1 of accompanying solicitation DCSC-25-RFP-66 for details.

G.2 FINAL INVOICE

G.2.1 Refer to Section G.2 of accompanying solicitation DCSC-25-RFP-66 for details.

G.3 TAX EXEMPT

G.3.1 Refer to Section G.3 of accompanying solicitation DCSC-25-RFP-66 for details.

G.4 PROMPT PAYMENT ACT

G.4.1 Refer to Section G.4 of accompanying solicitation DCSC-25-RFP-66 for details.

G.5 BILLING/PAYMENT

G.5.1 Refer to Section G.5 of accompanying solicitation DCSC-25-RFP-66 for details.

G.6 AUDITS

G.6.1 Refer to Section G.6 of accompanying solicitation DCSC-25-RFP-66 for details.

G.7 CONTRACTING OFFICER (CO) & CONTRACTING OFFICER’S TECHNICAL

REPRESENTATIVE (COTR)

G.7.1 Refer to Section G.7.1 of accompanying solicitation DCSC-25-RFP-66 for details.

G.7.2 Contracting Officer’s Technical Representative (COTR) G.7.2.1 The COTR is responsible for general administration of this TO contract and advising the

Contracting Officer as to the Contractor’s performance or non-performance of the contract requirements. In addition, the COTR is responsible for the day-to-day monitoring and supervision of the contract. The COTR designee for this TO shall be:

Ms. Halston Mathis Chief of Capital Projects Capital Projects and Facilities Management Division District of Columbia Courts 510 4th St. NW, Suite 214 Washington, D.C. 20001 Email: Halston.Mathis@dccsystem.gov

END OF SECTION G

mailto:Halston.Mathis@dccsystem.gov

SECTION H - SPECIAL CONTRACTS REQUIREMENTS

Refer to Section H of accompanying solicitation DCSC-25-RFP-66 for details.

SECTION I - CONTRACT CLAUSES

Refer to Section I of accompanying solicitation DCSC-25-RFP-66 for details.

SECTION J – LIST OF ATTACHMENTS

Number Document Name

J.18 TO 003 – Recorder of Deeds Furniture – Plans

J.19 TO 003 – Recorder of Deeds Furniture – Specifications and Pricing Sheet

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF

OFFERORS

N/A

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

Refer to Sections L.2 – L.19 of accompanying solicitation DCSC-25-RFP-66 for details.

Since TO 003 responses will be evaluated as part of the IDIQ solicitation, the Offeror shall submit responses to TO 003 as detailed in the IDIQ solicitation.

No items in addition to what is detailed in the IDIQ solicitation are required.

L.1 METHOD OF AWARD

L.1.1 Refer to Section L.1.1 of accompanying solicitation DCSC-25-RFP-66 for details.

L.1.2 TO 003 for the Historic Recorder of Deeds (RoD) Building Modernization project will be competed among selected IDIQ awardees and awarded to one (1) of the two (2) IDIQ awardees.

TO contract resulting from this solicitation will be awarded to Offerors whose proposal represents the best value after evaluation of the Offeror’s proposals.

L.20 PROPOSAL INFORMATION AND FORMAT

L.20.1-3 Refer to Section L.20.1-L.20.3 of accompanying solicitation DCSC-25-RFP-66 for details.

L.20.4-6 N/A

L.20.7 The Offeror’s TO response shall be provided as part of the accompanying solicitation

DCSC-25-RFP-66 per Section L.20.3 which states: The proposal shall be prepared in four (4) volumes. These shall be submitted in loose-leaf, three-ring notebooks for each copy of the following:

a) Volume I—IDIQ Base Contract & TO 001 Technical Proposal

b) Volume II—IDIQ Base Contract & TO 001 Price Proposal

c) Volume III—TO 002 – Courtroom 120 Furniture TRFP Response

d) Volume IV—TO 003 – Recorder of Deeds Furniture TRFP Response

L.20.7.1 Volume IV—TO 003 – Recorder of Deeds Furniture TRFP Response shall be provided per requirements detailed in Attachments J.17 – J.19 and shall comprise of the following tabs and information. Refer to attachments for all instructions and details:

Tab A

60 Points

TO 003 Technical Specifications:

1. The Offeror shall demonstrate that the products proposed can meet the technical performance requirements identified in Attachment J.10 (DCC

Furniture and Furnishings Standards). This is a go/no go requirement.

2. For each typical (with a corresponding Item Code) identified in Attachment

J.19 (DCC Furniture & Furnishings – Recorder of Deeds Furniture –

Specifications Pricing Sheet, spreadsheet tab named TO 003

Furniture Price Sheet. The Offeror shall submit drawings in a Plan View, Elevation View and Isometric View (3D) in PDF and AutoCAD Formats.

3. For each typical (with a corresponding Item Code), the Offeror shall also submit a bill of materials (BOM).

4. For each typical (with a corresponding Item Code) identified as

‘Workstation’ in the Category column, the Offeror shall ensure the Plan, Elevation and Isometric View (3D) drawings are

a. fully dimensioned, and

b. are coded to the BOM

5. Offeror shall provide responses in the form of drawing typical pages and specification sheets.

a. Substitutions. Items for which the Offeror is proposing substitutions shall be shown on a single page with the specification required by DCC on the left, and the Offeror’s proposed substitution(s) on the right. For proposed substitutions, the Offeror shall provide specification sheets.

b. If the Offeror is NOT proposing a substitution and is providing an exact match to the typical (with a corresponding Item Code) identified in Attachment J.12 (IDIQ Furniture & Furnishings

Standard Typicals & Product Price Sheet, spreadsheet tab named

TO 003 Furniture Price Sheet) the Offeror shall not provide a specification sheet for that typical.

6. The Offeror shall submit only the information essential to demonstrate the required experience to provide numbers 1-5 above and for the DCC to understand and evaluate the proposal. Items not specifically, and explicitly related to the solicitation and proposal, e.g. brochures, marketing material, etc. will not be considered during the evaluation.

Tab B

40 Points

TO 003 Price Information:

1. Submit the completed price schedule using provided Attachment J.19

(DCC Furniture & Furnishings – Recorder of Deeds Furniture –

Specifications Pricing Sheet, spreadsheet tabs named TO 003 Furniture

Price Sheet, TO 003 Labor Services Rate Sheet, and TO 003 Price

Summary.

2. Each Offeror shall determine the personnel and labor necessary to meet the TO requirements and provide the fixed price accordingly. It is the

Offeror’s responsibility to provide the adequate personnel and labor to ensure that the TO requirements are met.

Tab C

0 Points

Scope Clarifications & Exclusions:

3. Provide a list of any clarifications and exclusions related to technical and price information that is a part of your offer.

4. Identify which GSA Contract vehicle will be utilized for the pricing provided.

5. Identify products that are on GSA versus open market.

6. Include expiration date for price proposal, if applicable.

Tab D

0 Points

Contractual Information:

Contract details as to which products are on GSA and which are open market as well as which GSA Contract vehicle will be utilized for the pricing provided.

L.20.7.2 The Offeror shall prepare Volume IV in a manner that reflects the standard work product that DCC can expect from the Offeror for the duration of the contract should the Offeror awarded the IDIQ contract.

L.20.7.3 The Offeror shall prepare Volume IV with technical tools, resources, and/or digital software that the Offeror has licenses for or access to and will utilize to complete day-to-day tasks to meet contract requirements and provide contract deliverables for the duration of the contract.

L.20.7.4 The Offeror is not required to provide a furniture plan or layout on the drawings provided.

No additional points or consideration will be granted to the Offeror if they elect to perform extra steps in preparing a response, and it may be counted against the Bidder if considered by DCC to be ‘not following instructions.’

L.20.7.5 The Offeror may provide additional information which the Offeror deems necessary to convey full comprehension of the TO, however the DCC may choose not to review additional information that is provided if time does not allow.

L.21 INTERVIEW / ORAL PRESENTATIONS

L.21.1 Refer to Section L.21 of accompanying solicitation DCSC-25-RFP-66 for details.

END OF SECTION L

SECTION M - EVALUATION FACTORS

M.1 EVALUATION FOR AWARD

M.1.1 Refer to Section M.1 of accompanying solicitation DCSC-25-RFP-66 for details.

M.2 EVALUATION CRITERIA SUMMARY

M.2.1 The following table summarizes the evaluation criteria for the IDIQ base contract and TO 001 evaluation.

Proposal Section Evaluation Criteria Points

Volume IV—TO 003 TECHNICAL & PRICE Proposal

Vol. IV – Tab A Technical Specifications – TO OO3 Section M.3 60

Vol. IV – Tab B Price Quote – TO 003 Section M.7 40

Vol. IV – Tab C Scope Clarifications & Exclusions 0

Vol. IV – Tab D Contractual Information 0

TOTAL 100

M.3 EVALUATION OF TO 003 TECHNICAL SPECIFICATIONS

M.3.1 Refer to Section M.3.1 of accompanying solicitation DCSC-25-RFP-66 for details.

M.3.2 The Offeror’s proposal shall include all items requested in Section L.20.7.1 in Tab A. The

Offeror shall submit all items requested for the Offeror to be considered for award of the TO.

If all items requested are not submitted, the DCC may not consider the proposal for further evaluation.

M.3.3 Refer to Section M.3.3 of accompanying solicitation DCSC-25-RFP-66 for details.

M.4 N/A

M.5 N/A

M.6 N/A

M.7 EVALUATION OF PRICE

M.7.1 The Offeror shall include all items requested in Section L.20.7.1 in Tab B.

M.7.2 The Offeror with the lowest price will receive the maximum points in Tab B. All other proposals will receive a proportionally lower total score. The following formula will be used to determine each Offeror’s evaluated price score:

Lowest price proposal x (20) points for price = Evaluated price score

Cost/price of proposal being evaluated

M.8 N/A

M.9 N/A

M.10 PROSPECTIVE CONTRACTOR’S RESPONSIBILITY

M.10.1 Refer to Section M.10.1 of accompanying solicitation DCSC-25-RFP-66 for details.

END OF SOLICITATION