CPFMD_17-0926,_AV_Integration_System_Solicitation.pdf

All written communications regarding this solicitation should be addressed to the Contracting Officer at the mailing address listed on page 1. All communications should be directed by e-mail to: Monica.Wilkerson@dcsc.gov

SOLICITATION, OFFER, AND AWARD

1.Caption: Audio Visual Integration System, Equipment and Services - Multiple IDIQ

Contracts

Page of Pages

1 67

2. Contract Number

CPFMD-17-0926

3. Solicitation Number

4. Type of Solicitation Sealed Bid (IFB) Sealed Proposals (RFP) Indefinite Delivery/Indefinite

Quantity (IDIQ) Emergency

5. Date Issued

09-26-17

6. Type of Market Open Market Set Aside

7. Issued By

District of Columbia Courts

Capital Project Facilities Management Division

616 H Street, N.W., Room 622

Washington, D.C. 20001

8. Address Offer to:

District of Columbia Courts

Capital Project Facilities Management Division

616 H Street, N.W., Room 622

Washington, D.C. 20001

NOTE: In sealed bid solicitations “offer” or “Contractor” means “bid or “bidder”

SOLICITATION

9. Sealed offers in original and __4__ copies for furnishing the items in the Schedule will be submitted to the address listed above in Section 8; at the attention of Ms.

Monica I. Smith, not later than__3:00 p.m.(est.) local time November 21, 2017_

(Hour) (Date) CAUTION: See L.7-- PROPOSAL SUBMISSION DATE AND TIME, AND LATE SUBMISSIONS, LATE MODIFICATIONS, WITHDRAWAL OR

MODIFICATION OF PROPOSALS AND LATE PROPOSALS. All offers are subject to all terms & conditions contained in solicitation.

10. For Information Contact

A. Name B. Telephone C. E-mail Address

Monica I. Smith

(Area

Code)

(Number)

(Ext)

Monica.Wilkerson@dcsc.gov

11. Table of Contents

(X) Section Description Page No.

(X) Sectio n

Description Page No.

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A Solicitation/Contract Form 1 X I Contract Clauses 39

X B Supplies or Services and Price/Cost 2 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

X C Specifications/Work Statement 14 X J List of Attachments 48

X D Packaging and Marking 25 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E Inspection and Acceptance 26 X

K

Representations, Certification and Other Statements of Contractors

X F Deliveries or Performance 27

X G Contract Administration Data 29 X L Instructions, Conditions & Notices to Contractors 56

X H Special Contract Requirements 37 X M Evaluation Factors for Award 66

Award(s) will be made to resultant IDIQ Contractor(s) of this RFP, on an individual task order request basis; and will be based upon pre-established unit prices (or lower), as per terms and conditions of this RFP, resultant IDIQ contract(s) and authorized individual task order(s). The Courts is obligated only to the extent of authorized individual task orders actually awarded under resultant contract.

12. In conjunction with the above, the undersigned agrees, if this offer is accepted within _______120_______ calendar days from the receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified herein.

13. Discount for Prompt Payment

10 Calendar days % 20 Calendar days

30 Calendar days % ____ Calendar days %

14. Acknowledgement of Amendments (The Contractor acknowledges receipt of amendments to the SOLICITATION):

Amendment Number

Date Amendment Number

Date

15A.

Name and Address of Contractor

16. Name and Title of Person Authorized to Sign Offer/Contract

15B. Telephone 15 C. Check if remittance address is different from above – Refer to section G

17. Signature 18. Award Date

(Area Code)

(Number)

(Ext)

AWARD (TO BE COMPLETED BY THE DC COURTS)

19. Accepted as to Items Numbered 20. Amount

21. Accounting and Appropriation/Certification of Funding date:

22. Name of Contracting Officer (Type or

Print)

Dr. Cheryl Bailey

23. Signature of Contracting Officer (Courts)

24. Award Date mailto:Monica.Wilkerson@dcsc.gov mailto:Monica.Wilkerson@dcsc.gov

Audio Visual Integration System (Multiple IDIQ Contracts)

This solicitation is an Open Market procurement.

SECTION B: CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST

B.1 Contract Type: This is a fixed (unit) price contract for audio visual services to the District of

Columbia Courts (hereafter “Courts”). Offerors shall submit pricing and cost information for each

Contract Line Item Number (CLIN) and Materials Line Item Number (MLIN) listed in Price

Schedules and Materials Cost tables found in Section B.5, below. Prices shall be fully loaded for labor

(includes direct & indirect cost) and materials (based upon cost reimbursement element established under each individual task order). Individual task order award amounts will be determined by actual work hours performed in the final project completion of each task order awarded, multiplied by the hourly rate established, for each Contract Line Item (CLIN), under this RFP, and subsequently within the Contractor’s response to individual task order requests.

B.2 Method of Procurement/Basis of Award: The Courts contemplates award of multiple Indefinite

Delivery, Indefinite Quantity (IDIQ) contracts (not to exceed four (4)) to qualified Contractors, as per this RFP, Section M – Evaluation.

B.3 Individual Task Order Awards: Tasks orders will be awarded, by the Contracting Officer (CO), on an individual task order request basis, to Contractors receiving IDIQ contracts resulting from this RFP.

Each individual task order award shall be based on firm-fixed (unit) prices, established under the awarded IDIQ contract or lower prices offered by Contractor, for each CLIN, upon the Courts’ request for quote (RFQ) or request for task order proposal (RFTOP). (See Subsections B.3.1 and B.3.2 below.) A cost-reimbursement CLIN will be established for each individual task order request, and will be based upon the Courts estimate for required supplies/materials under each individual task order.

Specifically, individual task order awards will be made as indicated in the two (2) task order award groups established below:

B.3.1 Task Order Award Group I – Medium Size Projects valued up to $100,000.00. Courts will issue a request for quote (RFQ) from Contractors awarded IDIQ contracts resulting from this RFP, for individual task order services whose estimated dollar amount falls under Task Order Award Group I.

Contractors shall be required to submit a price proposal, based upon pre-established pricing in IDIQ contract (or lower prices offered), for each individual RFQ. Individual task orders under this Task

Order Award Group I will be awarded to the Contractor whose task order quote represents the lowest qualified price to the Courts.

B.3.2 Task Order Award Group II – Large Size Projects valued $100,001.00 and above. Courts will issue a request for task order proposals (RFTOP) from Contractors awarded IDIQ contracts resulting from this RFP, for individual task order services whose estimated dollar amount falls under Task Order

Award Group II. Contractors shall be required to submit a technical and price proposal, based upon pre-established pricing in IDIQ contract (or lower prices offered), for each individual RFTOP.

Individual task orders under this Task Order Award Group II will be awarded to the Contractor whose

Task Order Proposal represents the overall best value to the Courts.

B.3.3 Each individual task order will specify work to be accomplished to satisfy Courts specific requirement.

The Contractor will price the individual task order in accordance with the requirements in this IDIQ, including Pricing Schedules, and will submit Price and Technical Proposal (when applicable) for CO evaluation and determination of award. The Courts do not guarantee any minimum number of Task

Orders or amount of award per Task Order.

B.3.6 The Courts is obligated only to the extent of authorized Task Orders actually awarded under this contract.

B.4 INDEFINITE DELIVERY- INDEFINITE QUANTITY (IDIQ) CONTRACT

Any resultant award from this RFP shall be an IDIQ contract for the supplies or services specified, and effective for the period stated.

a) Delivery or performance shall be made only as authorized by the CO, on individual task orders issued, by the CO, in accordance with the Ordering Clause, in Section G – Administration, of this RFP. The Contractor shall furnish to the Courts, when and if ordered, the supplies/materials or services specified in Price Schedule B.5, below, up to and including the maximum quantity of each CLIN stated. The Courts will order at least the minimum quantity of each CLIN stated.

b) There is no limit on the number of orders that may be issued by the CO. The Courts may issue orders from any of the Task Order Award Groups in B.3 above. Contractor may be required to deliver supplies/materials and services to multiple destinations or performance at multiple locations throughout the Courts facilities and off-site locations. (See Section C.5.2, below.)

c) In the event of cancellation of the contract because of non-appropriation for any fiscal year after fiscal year 2017, there shall be a cancellation ceiling of zero dollars representing reasonable preproduction and nonrecurring costs, which would be applicable to the items or services being furnished and normally amortized over the life of the contract.

B.5 PRICE SCHEDULE: IDIQ

B.5.1.1 Offerors shall submit pricing for all Contract Line Item(s) listed under base year and option years one

(1) through four (4), (found in Sections B.5.1.3, B.5.2, B.5.3, B.5.4 and B.5.5, below). In conjunction with the Price Schedule below, the Offeror is required to complete the cost and price data information, (found in Subsections B.5.1.3, B.5.2.1, B.5.3.1, B.5.4.1 and B.5.5.1, below), for base year and option years one (1) through four (4). Upon award of any resultant contract, individual task order request will include (as a part of the Price schedule), the cost reimbursement CLIN established by the Courts for estimated cost for materials required under the individual task order.

B.5.1.2 Offerors shall submit the requested information for EVALUATION CONSIDERATION ONLY, to allow the Courts to determine and establish the marketplace competitive pricing range for selecting

Offerors to be awarded IDIQ contracts. Offerors shall indicate if quantity discounts will be offered to the Courts and shall state on Attachment J.21 “IDIQ Price Schedule” the percentage discount to be offered. Offerors shall also refer to B.5.5.2 “Pricing of Atypical Requirement”.

B.5.1 BASE YEAR

Contract Line Item No. (CLIN)

Item Description

Price Per Unit

CLIN

0001AA

0001AB

0001AC

Project Manager (standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

Per Hour

Per Hour Per Hour

CLIN

0002AA

0002AB

0002AC

Installation Design Manager (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0003AA

0003AB

0003AC

Design Engineer (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0004AA

0004AB

0004AC

Installation Engineer (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0005AA

0005AB

0005AC

Service Engineer (standard hours) (overtime hours)

Per Hour Per Hour

INCLUDE ANY OTHER RELEVANT TITLE AND HOURLY RATES AS REQUIRED

CLIN

0006AA

0006AB

0006AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0007AA

0007AB

0007AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0008AA

0008AB

0008AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0009AA

0009AB

(ENTER TITLE HERE)

Per Hour

(standard hours) (overtime hours)

0009AC (weekend/holiday hours) $____________ Per Hour

B.5.1.3 Base Year Materials Unit & Extended Cost

Material Line Item

Number (MLIN) Description

Unit Price per Unit

M0001 Sharp 90” LCD Commercial Monitor – PN-

LE901

EA. $________

M0002 Sharp 80” LCD Commercial Monitor – PN-

LE801

EA. $________

M0003 Sharp 70” LCD Commercial Monitor – PN-

LE701

EA. $________

M0004 Sharp 60” LCD Monitor – PN-LE601 EA. $________

M0005 LG 43” LCD Commercial Monitor –

LG43LV340C

EA. $________

M0006 NEC 80” LCD Commercial Monitor – E805-

AVT

EA. $________

M0007 NEC 70” LCD Commercial Monitor – E705-

AVT

EA. $________

M0008 Sharp Aquos Board 80” – Interactive

LCD/Whiteboard – PN-L803C with PN-

ZP01 Expansion Board

EA. $________

M0009 Sharp Aquos Board 70” – Interactive

LCD/Whiteboard – PN-L703C

EA. $________

M0010 Sharp Aquos Board 60” – Interactive

LCD/Whiteboard – PN-L603C

EA. $________

M0011 Chief Large Fusion Micro-Adjustable Tilt

Wall Mount – LTN1U

EA. $________

M0012 Chief Large Flat Panel Swing Arm Wall

Display Mount - PDRUB

EA $________

B.5.2 OPTION YEAR ONE (1)

0001AA

0001AB

0001AC

Project Manager (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0002AA

0002AB

0002AC

Installation Design Manager (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0003AA

0003AB

Design Engineer (standard hours)

0003AC (weekend/holiday hours) $____________ Per Hour

0004AA

0004AB

0004AC

Installation Engineer (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0005AA

0005AB

0005AC

Service Engineer (standard hours) (overtime hours)

Per Hour Per Hour

INCLUDE ANY OTHER RELEVANT TITLE AND HOURLY RATES AS REQUIRED

CLIN

0006AA

0006AB

0006AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0007AA

0007AB

0007AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0008AA

0008AB

0008AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0009AA

0009AB

0009AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours)

B.5.2.1 Option Year One Materials Unit & Extended Cost

LE901

EA. $________

M0002 Sharp 80” LCD Commercial Monitor – PN-

LE801

EA. $________

M0003 Sharp 70” LCD Commercial Monitor – PN-

LE701

EA. $________

M0004 Sharp 60” LCD Monitor – PN-LE601 EA. $________

M0005 LG 43” LCD Commercial Monitor –

LG43LV340C

EA. $________

M0006 NEC 80” LCD Commercial Monitor – E805-

AVT

EA. $________

M0007 NEC 70” LCD Commercial Monitor – E705-

AVT

EA. $________

M0008 Sharp Aquos Board 80” – Interactive

LCD/Whiteboard – PN-L803C with PN-

ZP01 Expansion Board

EA. $________

M0009 Sharp Aquos Board 70” – Interactive

LCD/Whiteboard – PN-L703C

EA. $________

M0010 Sharp Aquos Board 60” – Interactive

LCD/Whiteboard – PN-L603C

EA. $________

M0011 Chief Large Fusion Micro-Adjustable Tilt

Wall Mount – LTN1U

EA. $________

M0012 Chief Large Flat Panel Swing Arm Wall

Display Mount - PDRUB

EA $________

B.5.3 OPTION YEAR TWO (2)

0001AA

0001AB

0001AC

Project Manager (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0002AA

0002AB

0002AC

Installation Design Manager (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0003AA

0003AB

0003AC

Design Engineer (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0004AA

0004AB

0004AC

Installation Engineer (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0005AA

0005AB

0005AC

Service Engineer (standard hours) (overtime hours)

INCLUDE ANY OTHER RELEVANT TITLE AND HOURLY RATES AS REQUIRED

0006AA

0006AB

0006AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0007AA

0007AB

0007AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0008AA

0008AB

0008AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0009AA

0009AB

0009AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours)

B.5.3.1 Option Year Two Materials Unit & Extended Cost

LE901

EA. $________

M0002 Sharp 80” LCD Commercial Monitor – PN-

LE801

EA. $________

M0003 Sharp 70” LCD Commercial Monitor – PN-

LE701

EA. $________

M0004 Sharp 60” LCD Monitor – PN-LE601 EA. $________

M0005 LG 43” LCD Commercial Monitor –

LG43LV340C

EA. $________

M0006 NEC 80” LCD Commercial Monitor – E805-

AVT

EA. $________

M0007 NEC 70” LCD Commercial Monitor – E705-

AVT

EA. $________

M0008 Sharp Aquos Board 80” – Interactive

LCD/Whiteboard – PN-L803C with PN-ZP01

Expansion Board

EA. $________

M0009 Sharp Aquos Board 70” – Interactive

LCD/Whiteboard – PN-L703C

EA. $________

M0010 Sharp Aquos Board 60” – Interactive

LCD/Whiteboard – PN-L603C

EA. $________

M0011 Chief Large Fusion Micro-Adjustable Tilt Wall

Mount – LTN1U

EA. $________

M0012 Chief Large Flat Panel Swing Arm Wall Display

Mount - PDRUB

B.5.4 OPTION YEAR THREE (3)

0001AA

0001AB

0001AC

Project Manager (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0002AA

0002AB

0002AC

Installation Design Manager (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0003AA

0003AB

0003AC

Design Engineer (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0004AA

0004AB

0004AC

Installation Engineer (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0005AA

0005AB

0005AC

Service Engineer (standard hours) (overtime hours)

Per Hour Per Hour

INCLUDE ANY OTHER RELEVANT TITLE AND HOURLY RATES AS REQUIRED

CLIN

0006AA

0006AB

0006AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0007AA

0007AB

0007AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0008AA

0008AB

0008AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0009AA

0009AB

(ENTER TITLE HERE)

Per Hour

(standard hours)

0009AC (weekend/holiday hours) $____________ Per Hour

B.5.4.1 Option Year Three Materials Unit & Extended Cost

LE901

EA. $________

M0002 Sharp 80” LCD Commercial Monitor – PN-

LE801

EA. $________

M0003 Sharp 70” LCD Commercial Monitor – PN-

LE701

EA. $________

M0004 Sharp 60” LCD Monitor – PN-LE601 EA. $________

M0005 LG 43” LCD Commercial Monitor –

LG43LV340C

EA. $________

M0006 NEC 80” LCD Commercial Monitor – E805-

AVT

EA. $________

M0007 NEC 70” LCD Commercial Monitor – E705-

AVT

EA. $________

M0008 Sharp Aquos Board 80” – Interactive

LCD/Whiteboard – PN-L803C with PN-

ZP01 Expansion Board

EA. $________

M0009 Sharp Aquos Board 70” – Interactive

LCD/Whiteboard – PN-L703C

EA. $________

M0010 Sharp Aquos Board 60” – Interactive

LCD/Whiteboard – PN-L603C

EA. $________

M0011 Chief Large Fusion Micro-Adjustable Tilt

Wall Mount – LTN1U

EA. $________

M0012 Chief Large Flat Panel Swing Arm Wall

B.5.5 OPTION YEAR FOUR (4)

0001AA

0001AB

0001AC

Project Manager (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0002AA

0002AB

0002AC

Installation Design Manager (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0003AA

0003AB

Design Engineer (standard hours)

0003AC (weekend/holiday hours) $____________ Per Hour

0004AA

0004AB

0004AC

Installation Engineer (standard hours) (overtime hours)

Per Hour Per Hour

CLIN

0005AA

0005AB

0005AC

Service Engineer (standard hours) (overtime hours)

Per Hour Per Hour

INCLUDE ANY OTHER RELEVANT TITLE AND HOURLY RATES AS REQUIRED

CLIN

0006AA

0006AB

0006AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0007AA

0007AB

0007AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0008AA

0008AB

0008AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours) (night differential hours) (weekend/holiday hours)

CLIN

0009AA

0009AB

0009AC

(ENTER TITLE HERE)

Per Hour Per Hour

(standard hours) (overtime hours)

B.5.5.1 Option Year Four Materials Unit & Extended Cost

LE901

EA. $________

M0002 Sharp 80” LCD Commercial Monitor – PN-

LE801

EA. $________

M0003 Sharp 70” LCD Commercial Monitor – PN-

LE701

EA. $________

M0004 Sharp 60” LCD Monitor – PN-LE601 EA. $________

M0005 LG 43” LCD Commercial Monitor –

LG43LV340C

EA. $________

M0006 NEC 80” LCD Commercial Monitor – E805-

AVT

EA. $________

M0007 NEC 70” LCD Commercial Monitor – E705-

AVT

EA. $________

M0008 Sharp Aquos Board 80” – Interactive

LCD/Whiteboard – PN-L803C with PN-

ZP01 Expansion Board

EA. $________

M0009 Sharp Aquos Board 70” – Interactive

LCD/Whiteboard – PN-L703C

EA. $________

M0010 Sharp Aquos Board 60” – Interactive

LCD/Whiteboard – PN-L603C

EA. $________

M0011 Chief Large Fusion Micro-Adjustable Tilt

Wall Mount – LTN1U

EA. $________

M0012 Chief Large Flat Panel Swing Arm Wall

B.5.5.2 Pricing of Atypical Requirement

The Courts require that the Offeror submit pricing information for EVALUATION CONSIDERATION

ONLY for the “atypical project” included in Attachment J.19. The “atypical project” represents a typical project that the Courts would solicit under the awarded IDIQ contracts. The Offeror shall submit the pricing information on Attachment J.11 and shall complete the “Bid/Offer Breakdown Sheet”, Attachment J.12.

B.6 Offerors shall certify cost and price data incorporated in Price Schedule and Materials Cost tables above are accurate and complete and current as of the date certified below by authorized company representative.

Name of Authorized Representative Title

Signature of Authorized Representative Date

B.7 The Contract Sum is based upon the fact that this contract is a Fixed Unit Price contractual agreement, with a cost reimbursement element for materials.

B.8 Unit prices, if any, are to be fully incorporated into the Price Schedule, Section B.5 above.

B.9 The Contracting Officer, or any of its duly authorized representatives shall, until (3) three years after final payment, have the right to examine any directly pertinent books, documents, papers and record of the Contractor involving transactions related to the contract.

B.10 The Contractor shall maintain complete and accurate records justifying all actual and accrued expenditures. The Contractor’s records shall be subject to periodic audit by the Courts.

********THE REMAINDER OF THIS PAGE IS LEFT BLANK INTENTIONALLY********

SECTION C: SPECIFICATIONS/WORK STATEMENT

C.1 SCOPE:

The District of Columbia Courts (The Courts) is seeking qualified Contractors for the award of multiple (not to exceed four (4) Indefinite Delivery, Indefinite Quantity (IDIQ) contracts to provide audio visual systems, hardware and supplies (to include, but not be limited to purchase, configuration, installation, maintenance, inspection, testing, rental and repair) 1) for new construction throughout the Courts locations, and 2) modifications of existing facilities throughout the Courts locations, as listed below (in subsections C.1.1 and C.1.2), as per Section B.5 – Price Schedule, and C.5 –

Requirements of the RFP.

C.2 APPLICABLE DOCUMENTS

The following documents are applicable to this procurement and are hereby reference:

C.2.2 Table 1 below:

Item No.(s) Document Type Title Date

D0001 DC Courts DC Courts General

Contract Provisions

May 2017

D0002 DC Courts Procurement Guidelines of the DC Courts

March 21, 2011, as amended in 2017

C.3 DEFINITIONS: These terms when used in this RFP have the following meanings:

C.3.1 Substantial Completion is defined as the date when work per the Contract Documents is complete to the point where the Courts can fully, safely, and securely commence work in the Project Area.

Furthermore, it is defined as all punch list work is complete and the other Courts vendors (i.e.

Courtroom Technology) can deliver and install their respective equipment and furnishings to bring this project to a final point where the Courts determine it is ready for full Occupancy.

C.3.2 Ready for Owner Occupancy is defined as the date when the Courts vendors work is complete (i.e.

Courtroom Technology) and Contracting Officer determines the Project Area is ready for full

Occupancy to meet the necessary Courts functions.

C.3.3 Final Project Completion is defined as the date when paperwork and close out documentation has been submitted for review, approved, and accepted by the Courts.

C.3.4 Indefinite Quantity/Indefinite Delivery is defined as: An indefinite-quantity/indefinite delivery contract is used when the Government places orders for individual requirements from a master contract already in place. Quantity limits may be stated as number of units or as dollar values.

C.3.5 Written Amendments and/or graphic instruments are issued by the Contracting Officer prior to the execution of the Contract that modify or interpret the Offering Documents by additions, deletions, clarifications or corrections.

C.3.6 An Offer is a complete and fully executed proposal that explains Work to be performed for the sums stipulated therein, submitted in accordance with the Offering Documents.

C.3.7 An Option Offer is an option to the contract that may be exercised as presented, negotiated, or declined by and at the sole discretion of the Courts.

C.3.8 A Unit Price is an amount stated in the Offer as a price per unit of measurement for materials, equipment and/or services, or a portion of the Work as described in the Offering Documents.

C.3.9 An Offeror is a person or entity that submits an Offer and meets the requirements set forth in the

Offering Documents.

C.3.10 A Sub-Offeror is a person or entity who submits an Offer to an Offeror for materials, equipment and/or labor for a portion of the Work.

C.4 BACKGROUND:

C.4.1 The District of Columbia Courts is comprised of the District of Columbia Court of Appeals, the

Superior Court of the District of Columbia, and the Court System, which provides administrative support to both Courts. The mission of the District of Columbia Courts (DC Courts) is to protect rights and liberties, uphold and interpret the law, and resolve disputes peacefully, fairly and effectively in the Nation's Capital.

C.4.2 The Courts currently occupies five (5) buildings on Judiciary Square. Judiciary

Square is an important urban space, symmetrically organized around an axis created by the John

Marshall Plaza, the District of Columbia Court of Appeals, the National Law Enforcement Officers'

Memorial and the National Building Museum. The Historic Courthouse, housing the District of

Columbia Court of Appeals (430 E Street, NW), dates from 1826/1849, and occupies the central position within this composition.. The Historic Courthouse and National Building Museum are nationally designated historic landmarks.

C.4.3 The DC Courts occupy several buildings in Judiciary Square, one of the original significant green spaces in the District of Columbia designated in the L’Enfant Plan for the Nation’s

Capital and one of the last to be revitalized. Several of the Courts’ buildings are historically significant. The architecturally and historically significant Old Courthouse, one of the oldest public buildings in the District, is central to meeting the Courts’ space requirements.

With the support of the President and the Congress, the Courts have been able to restore the building for use as a functioning, modern day courthouse.

C.4.4 The Courts maintains approximately 1.1 million gross square feet of space in Judiciary Square, and are responsible for an underground garage and five buildings: the Old Courthouse at 430 E Street, NW, the Moultrie Courthouse at 500 Indiana Avenue, N.W., and Buildings A B and C, which are located between 4th and 5th Streets and E and Indiana Avenue, N.W. Additionally, the Courts have staff working a few blocks north of the Judiciary Square in Gallery Place, 616 H Street NW and maintain several satellite offices throughout the District.

C.5 REQUIREMENTS:

C.5.1 The main objective of the award of contracts under this RFP is for qualified Contractors to provide the

DC Courts with Audiovisual Integration Services as awarded under individual task orders.

C.5.2 The Contractor shall provide audio visual systems, hardware and supplies to include, but not be limited to purchase, configuration, installation, maintenance, inspection, testing, rental and repairs for

(1) new construction throughout the Courts locations; and (2) modifications of existing facilities throughout the Courts location, as listed below:

C.5.2.1 The following lists the addresses for the buildings on the main campus:

1. 500 Indiana Avenue, NW

2. 430 E Street, NW

3. 410 E Street, NW

4. 515 5 th

Street, NW

5. 510 4 th

Street, NW

6. 616 H Street, 5 th

Floor and 6 th

Floor, NW

C.5.2.2 In addition to the main campus locations above, there are currently offsite facilities, which currently serve the Courts: Domestic Violence Field Office; and the Social Services Division’s Balanced and

Restorative Justice Center (BARJ) units. The Contractor shall include any and all offsite locations as a part of the scope of this requirement. The current offsite facilities are as follows:

1. Warehouse: 6217 Columbia Park Rd., Landover, Md. 20785

2. 1110 V St., S.E., Washington, DC, 20020

3. 1215 South Capitol St., S.W., Washington, DC, 20003

4. 920 Rhode Island Ave., and 2575 Reed St., N.E., Washington, DC 20018

5. 118 Q St., N.E., Washington, DC 20002

For the purposes of this evaluation the ATYPICAL document (Attachment J-19) will be used to build the proposed system.

C.5.2.3 Offsite locations are subject to changes such as locations added or removed by the Courts.

C.5.3 AUDIOVISUAL EQUIPMENT SPECIFICATION

C.5.3.1 SUMMARY

Proposal Submission Includes: All labor, materials, tools, transportation services, supervision, coordination, etc., necessary to provide and install a fully functional audiovisual system, as described in this specification and on the associated contract drawings. The system includes, but is not limited to the following:

1. Audio equipment: Speakers, amplifiers, signal processing equipment, and source equipment.

2. Video Equipment: Flat panel displays, video conferencing equipment, video cameras, signal processing equipment, signal distribution equipment, and source equipment.

3. Remote Control Equipment: Touch panel control systems and programming.

4. Digital Signage Kiosks: Millwork, LCD, CPU, software, and installation services.

5. Cables, connectors, plates, and wiring.

6. Mounts, rigging, and required hardware for above items such as all-thread, unistrut, chains, and cables.

C.5.3.2 Audiovisual schematics provided with the contract drawings are intended to represent design intent only and are not to be considered actual wiring details.

C.5.3.3 Power, conduit, floor boxes, and poke-thru to be provided by General Contractor. AV Plates for floor boxes and poke thru by AV Contractor.

C.5.3.4 SUBMITTALS

A. Proposal Submission: Submit a complete and accurate listing of all equipment to be used in assembling the system(s). Clearly identify equipment not listed in the Specification (either substitute equipment or additional equipment required to meet the design intent).

B. Separate the cost for the specified systems into a minimum of the following categories:

1. Itemized cost of equipment and associated installation.

2. Itemized cost of any optional equipment (cost shall be valid for a period of 60 days from the date of bid acceptance).

3. Itemized cost of any optional equipment installation (cost shall be valid for a period of 60 days from the date of bid acceptance).

4. Cost of an extended warranty. Refer to Section 3.5.

C. Shop & Field Drawings: Submit the following for approval before actual purchase, assembly, or installation of equipment:

1. AV Equipment Data Sheets

2. Schematic drawings of any custom circuitry or proposed system modifications.

3. Block diagrams indicating the proposed interconnection of all equipment to be furnished.

4. Actual equipment rack layouts.

5. Shop drawings for custom fabricated plates or panels. Drawings shall include locations and types of connectors, engraving information, as well as plate material and color.

6. Touch Panel Design and Programming Submittals:

a. Prior to purchase of any equipment for the contractor shall provide a touch panel guide for approval. The touch panel guide shall include each proposed touch panel page, directions for operation of the AV system, and description of the operation of each touch panel button. Please see

Attachment D for a sample of the expected information to be provided.

b. In order to develop the touch panels, the contractor shall meet with the Courts and design team to survey and receive comments regarding the existing Courtroom(s) C-10, 215, and 415 touch panels.

c. The AV contractor shall provide updated touch panel layouts for review and comment at each of

(3) subsequent meetings.

7. Other information as appropriate or as required in other sections of this Specification.

D. As-Built Drawings: Submit "as-built" versions of all shop & field drawings for approval prior to final acceptance testing. Include cable numbers for all equipment interconnection drawings. See

Section C.5.3.9.1.

C.5.3.5 QUALITY ASSURANCE

A. Contractor Qualifications:

1. The Contractor shall be headquartered in Washington-Baltimore metropolitan statistical area and licensed in the District of Columbia to perform the work specified in this solicitation.

2. The Contractor shall provide to the Courts representative five (5) references with contact names and valid email addresses and telephone numbers regarding similar projects and (3) references for

AV Live Event Production successfully completed within the last three (3) years. These projects should ideally be in justice, law enforcement, or other secure facilities.

3. The Contractor shall have five (5) or more years of audio system integration involving

Courtsmart (CSMT) or For the Record (FTR).

4. The Contractor shall be capable of providing manufacturer-specified installation, programming, training, maintenance and repair for all equipment provided.

5. The Contractor will be responsible for any required low voltage permits.

6. The Contractor shall provide (3) sample touch panel user guides (inclusive of all pages for each project) from (3) previous projects.

7. The Contractor shall provide a list of available rental AV equipment for use during the warranty period as needed and on an ad hoc basis.

C.5.3.6 SUBSTITUTIONS

A. Specifications and drawings indicate audiovisual equipment based on specific products indicated.

Other manufacturer’s equipment with equal size and performance characteristics may be considered.

Refer to the attached equipment list.

B. Substitution requests will not be considered for the Crestron video switching and control equipment, Lectrosonics audio digital signal processors, AKG microphones, or JK Audio telephone hybrid equipment as this equipment is Court standard and must be provided as specified for training and support consistency purposes.

C. Submit substitution requests for any equipment not listed above during the question submission phase of the politicization with manufacturer data sheets indicating the appropriate performance specifications of the equipment. Submit all requests to the Courts not later than five days prior to the bid due date. (See

K.12.3)

D. The Courts, prior to approval, may require evaluation of substitute equipment. The Contractor shall be responsible for the costs of any required evaluation and testing.

E. Any use of substitute equipment shall be at no extra cost to the Courts.

C.5.3.7 EQUIPMENT

A. See Attachment J.19 with the equipment list for each room and associated wiring diagrams located with the Contract Drawings. The equipment list shall be used as the basis of design for preliminary pricing purposes. Prior to purchase by the AV Contractor to incorporate the latest technology and design requirements, all equipment selections and wiring schematics shall be reviewed by the Courts or its designee.

B. Contractor shall substitute equipment shall meet or exceed the performance specifications of the basis of design equipment and shall be at no additional cost to the Courts.

C. Contractor shall substitute equipment shall not impact the existing architectural or electrical designs.

D. Contractor shall coordinate the final color/finish of any exposed equipment prior to purchase. Where possible remove all visible product labels.

E. Contractor shall ensure that the latest version of the specified equipment is used, equipment shall be ordered for each individual phase prior to installation. Prior to ordering the equipment for each phase, the Contractor shall verify that the latest product model is being provided and advise the Courts. If a newer product is available, than the new product model should be submitted as substitution as directed in section C.5.3.6.C above.

C.5.3.7 SYSTEM WIRING

A. All wiring runs shall be unspliced where possible. Splices shall not occur in conduit. B. Contractor shall provide plenum-rated cable where required by code.

C. Contractor shall utilize minimum 22 gauge twisted pair shielded wire for all unbalanced line level connections; and utilize minimum 22 gauge twisted pair shielded wire with a minimum 24 gauge drain wire for all balanced line-level or microphone level connections. Contractor shall utilize multi-conductor cable that provides a 100% shield for each pair.

D. Contractor shall utilize minimum 18 gauge twisted pair unshielded wire for all speaker level connections; and size and run wire to provide a line loss of less than .5 dB.

E. Acceptable cable manufacturers include Extron, Belden, Liberty, Mogami, Canare, Monster, Comprehensive and West Penn.

F. Contractor shall arrange, route, and isolate wiring according to signal level to minimize crosstalk, hum, or spurious signals.

G. Wiring categories shall consist of: microphone level (-80 dBm to -20 dBm), line level (-20 dBm to

+30 dBm), loudspeaker level (+30 dBm and above), AC power, and DC control or emergency power.

H. Contractor shall install all cabling in an orderly and professional manner; and provide service loops to allow access to the rear of equipment.

I. Contractor shall Label each and every cable in the system (on both ends) in a clear and permanent manner; and use a logical labeling system that maintains the same circuit designation from origin to destination.

C.5.3.8 SYSTEM DESCRIPTION

A. Audiovisual System Description is delineated in Attachment J.19 as well as drawings and notes on drawings.

C.5.3.9 EXECUTION

C.5.3.9.1 INSTALLATION

A. The AV Contractor shall completely assemble, program, and test each Courtroom off-site (i.e. at the

AV Contractor’s warehouse). Representatives from the Courts shall verify the desired operation of the

AV systems off-site prior to disassembly and permanent installation at the Courthouse. This off-site testing shall occur at least thirty (30) days prior to installation of the equipment at the Courthouse.

B. Contractor shall coordinate the installation of all equipment, wiring, and associated hardware to be compatible with the work of other trades and with the overall construction completion schedule.

C. The AV Contractor shall be responsible for coordination of all AV infrastructure locations with the

General Contractor. This coordination includes, but is not limited to, project schedule, conduit, junction boxes, blocking, access panels, power, and data drops.

D. The AV Contractor shall attend project team progress meetings when instructed by the Courts.

Attendance is required during the kick-off of each phase, during infrastructure installation, during AV equipment installation, and at other times as required by DC Courts. An estimated five (5) meetings shall be attended by the AV Contractor per phase.

E. Contractor shall perform installation in strict accordance with standard broadcast practices, the

National Electrical Code, and any other governing codes

F. Contractor shall keep a complete and accurate set of installation drawings at the job site; note any changes made during installation on the drawings; and include a final set of as-built drawings with the

Operation and Maintenance manuals.

G. Contractor shall install all equipment following the manufacturers' recommendations and broadcast standards; and adjust and test to assure that all components are functioning properly by themselves and in conjunction with their associated components.

H. Contractor shall install all equipment in appropriate cabinets or consoles at the locations designated in this document or on the associated contract drawings.

I. Contractor shall securely fasten and support all equipment without hindering equipment operation;

utilize security screws for all rack-mounted hardware; and utilize security hardware for all exposed devices.

J. Contractor shall securely fasten and support all equipment without hindering equipment operation.

K. Contractor shall permanently label all system controls, equipment, switches, connectors, wall/floor plates, etc. for easy identification; and document all equipment settings that normally do not require readjustment on rack cabinet doors and in the Operation and Maintenance manuals.

L. Contractor shall utilize signal and power grounding techniques in accordance with established industry standards, such as set forth in Sound System Engineering by Don Davis.

M. Contractor shall field-verify the final location of all equipment prior to installation.

N. Contractor shall ensure racks are fabricated off-site for on time delivery to the job site.

O. Contractor shall ensure all equipment is brought to latest firmware version during off-site rack build.

P. Contractor shall ensure all identical AV systems are loaded with identical control system code.

C.5.3.9.2 ACCEPTANCE TESTS

A. After the off-site build, programming, and testing of the AV system as directed in section 5.3.9.1.A, the AV Contractor shall conduct a preliminary demonstration of all system functions for representatives from the Courts at the off-site location prior to disassembly and permanent installation of the system at the Courthouse.

B. After preliminary system installation and adjustment on site, conduct an Acceptance Test with representatives from the Courts present.

C. Contractor shall demonstrate the overall operation of each individual piece of equipment in the system, and of the system as a whole; and demonstrate that equipment functions according to manufacturer’s specifications, industry standards, and as stated in this Specification Section.

D. Contractor shall maintain documentation of all performance tests.

E. Contractor shall establish and mark normal settings for all level controls and record these settings in the Operating Instructions.

F. Following the acceptance testing, the Courts or its designee will issue a system punch list to be completed by the installer for final completion of the specified scope of work.

C.5.3.9.3 SYSTEM TRAINING AND OPERATION ASSISTANCE

A. Following acceptance testing and completion of the punch list, the Contractor shall conduct on-site training programs to instruct the Courts on overall system and individual equipment operation, basic preventative maintenance, and basic system troubleshooting.

B. Contractor shall provide a nominal (60) hours total of technical training which may be scheduled at the

Owner’s request at any time up to a year following system acceptance;.

C. Contractor shall provide a minimum of two training sessions:

1. The first session shall occur immediately after the acceptance of the systems and cover the basic operation of each system, including the touch panel guide in section 5.3.4.c.6 detailing the operation of each touch panel page.

2. The second training session will start approximately four weeks from the first session. The operation and maintenance manuals for the equipment shall be completed and presented to the client at this time. This training session will be used to train additional people and/or to answer questions/resolve issues developed within the first month of system use.

D. Contractor shall provide in the Task Order Price Proposal submittal an hourly rate, valid for one year from the acceptance date of the system installation, for any requested additional training or operation assistance (above and beyond the 60 initial hours).

E. Contractor shall provide a nominal (40) hours per phase (or 120 hours total) of onsite operation assistance with qualified personnel to operate and provide onsite training to the Court staff.

C.5.3.9.4 OPERATING INSTRUCTIONS

A. Upon acceptance of the system, Contractor shall provide manuals detailing the installation, operation, and service of each audiovisual system. Provide two hard copies and three electronic copies as CD

ROMs.

1. The manuals shall be clearly indexed and contain a minimum of the following as applicable:

a. As-built drawings and touch panel guide as described in Section 5.3.4.C.6 above. Drawings shall be of an appropriate size to allow all text to be clearly legible. Electronic copies shall be in

AutoCAD (DWG) and PDF formats.

b. List of provided equipment. List shall be organized by room number and shall include equipment description, manufacturer, model number, quantities, rack locations, serial numbers, and date installed.

c. Manufacturer's instruction manuals.

d. Manufacturer's service instructions.

e. Manufacturer's warranty information.

f. IP addresses of all equipment.

2. Each manual shall also contain a contractor-generated system operation guide that details the proper use of each system in all its normal functions. The operation guide shall contain information such as a general description of the overall system(s), a glossary of frequently used terms, instructions for general system operation such as turning the system on and off, selecting various video sources for display, routing various audio sources to the speaker systems, etc. The intent is for this manual to be a supplement to the system training specified above.

3. The Contractor shall provide touch panel control instructions in section 5.3.4.C.6 above in electronic .pdf format.

4. A draft copy of this guide shall be submitted for review and comment prior to the off-site acceptance testing described in section 5.3.9.1.A.

5. The final copy of this guide shall be submitted prior to the first training session.

6. Unless otherwise noted, all information on the CD ROMs shall be in PDF format.

7. During the on-site acceptance test of each phase described in section 5.3.9.2.B, the Contractor shall provide three CD ROMs to the Courts with the un-compiled remote control system source code and touch panel page layouts.

8. The Contractor shall post one additional copy of system specific equipment interconnection drawings inside the front or rear door of the main equipment cabinet for each individual audiovisual system. These drawings shall be laminated or in a plastic cover to prevent damage.

C.5.3.9.5 WARRANTY AND MAINTENANCE

A. The Contractor shall Guarantee the system for a period of one year from the date of final system acceptance against defective materials, design, workmanship, and improper adjustment; and repair or replace any defective material at no expense to the Courts, provided it does not show abuse. During the warranty period, Contractor shall respond to any service calls within 4-hours (including Saturdays, Sundays, and holidays). Due to Courtroom use, service shall be performed after hours or during the weekend. Courts operations cannot be interrupted for AV service.

B. Where possible, Contractor shall provide substitute rental equipment to maintain system operation during repair.

C Contractor shall provide service calls at quarterly intervals throughout the warranty period to perform routine system maintenance and adjustment. Update firmware of all equipment during service calls.

D. The above warranty shall not void warranties issued by individual equipment manufacturers.

Individual warranties valid for greater than one year shall remain in full effect.

E. The above warranty shall not void any rights guaranteed to the Courts by law.

F. The above warranty shall not pertain to existing court-provided equipment.

G. Contractor shall provide the cost for an extended service contract valid for one year from the date of the conclusion of the initial warranty. The Task Order service contract shall include quarterly site visits to conduct preventative maintenance, firmware updates, and Courts directed service adjustments.

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SECTION D: PACKAGING AND MARKING:

N/A in this solicitation

SECTION E: INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES:

E.1.1 “Services” as used in this clause includes services performed, workmanship, and material furnished or utilized in the performance of services.

E.1.2 The Contractor shall provide and maintain an inspection system acceptable to the Court covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Court during contract performance and for as long afterwards as the contract requires.

E.1.3 The Court has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Court will perform inspections and tests in a manner that will not unduly delay the work.

E.1.4 If the Court performs inspections or tests on the premises of the Contractor or subcontractor, the

Contractor shall furnish, without additional charge, all reasonable facilities and assistance for the safety and convenient performance of these duties.

E.1.5 If any of the services do not conform to the contract requirements, the Court may require the

Contractor to perform these services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by performance, the Court may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements and reduce the contract price to reflect value of services performed.

E.1.6 If the Contractor fails to promptly perform the services again or take the necessary action to ensure future performance in conformity to contract requirements, the Court may (1) by contract or otherwise, perform the services and charge the Contractor any cost incurred by the Court that is directly related to the performance of such services, or (2) terminate the contract for default.

SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES

F.1 TERM OF CONTRACT:

The term of the contract shall be a base year, from date of award by Contracting Officer through one year thereafter, and four (4) years, one (1) year options to be exercised at the discretion of the Courts.

Should extension to period of performance be required, the Courts’…