DCC-AE-services-RFP-2025_(2025.02.18).pdf

SOLICITATION NUMBER: DCSC-25-RFP-044

DISTRICT OF COLUMBIA COURTS

SOLICITATION, OFFER AND AWARD

FOR SUPPLIES, OR SERVICES

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: February 18, 2025

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH OPENING DATE: March 21, 2025

510 4th St. NW, 3rd Floor OPENING TIME: 1:00 PM

WASHINGTON, D.C. 20001

OFFER/BID FOR: Multiple Award AEP IDIQ Services Contracts MARKET TYPE: Open Market

TYPE OF SOLICITATION: RFP

TABLE OF CONTENTS

a. Sealed offers in original and 6 copies to perform the work required are due at the place specified in Item 8 by March 21, 2025 at

1:00 PM (date).

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

X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 31

X B Supplies or Services & Price /Cost 2 X I Contract Clauses 36

X C Description/Specs. Work Statement 6 X J List of Attachments 42

X D Packaging and Marking 18 X K Representation Certificates 43

X E Inspection and Acceptance 19 X L Instructions, Conditions, Notices 49

X F Deliveries and Performance 21 X M Evaluation Factors for Award 61

X G Contract Administration Data 25

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

DISTRICT OF COLUMBIA COURTS

BY:

CONTRACTING OFFICER

CONTRACT PERIOD:

AWARD DATE

mailto:maria.rivera@dccsystem.gov

B.1 PROCUREMENT OBJECTIVES: The objective of this solicitation is to award two (2)

Indefinite Delivery Indefinite Quantity (IDIQ) contracts for Architectural, Engineering and Planning (AEP) services for the Capital Projects and Facilities Management Division

(CPFMD) of the District of Columbia Courts (called DCC or Courts or Owner).

B.2 SERVICES: Services may include Pre-design Services, Facilities Planning, Project space program development, Interiors and Space Planning, Schematic and Concept Design, Design Development, preparation of design-bid-build (D-B-B) or design-build (D-B) RFP documents, Conducting Technical Investigations and Assessments, Technical, Environmental and Facility Condition Assessments, Construction Documents, preparation of Construction Cost Estimates, Construction Administration Support, Commissioning and Claims Assistance. Construction Documents will typically include preparation of complete Drawings and Specifications; and Construction Phase Support shall include but may not be limited to participating in construction progress meetings and providing

Construction Administration Services.

B.2.1 The specific services required for the task order issued under this IDIQ contract will be defined in each individual Task Order Request for Proposal(s) (“TRFP”). TRFP under this contract may be assigned or competed between IDIQ contract holders (called Firms or

Offerors or Contractors). Each TO will be negotiated and awarded as Firm- Fixed-Price

(FFP) contract except for the services identified in section B.2.2. that will be issued as a

Time and Materials Task Order.

B.2.2 Time and Materials Task Orders: The Courts, upon award, will issue a Task Order with a fixed amount of funds under which a draw down will take place as On-Call Limited

Effort (OLE) Task Order and an On-Call Immediate Response (OIR) Task Order are issued to the selected contractors. OLEs and OIRs will be established as the first task order of the IDIQ contract. An invoicing template showing formatting for invoicing corresponding to OLE and OIR Task order are shown in Attachment J.14. Drawdowns for respective task orders will be invoiced on time and material (T&M) basis, as the services are rendered. The Courts will contact the offeror’s POC with the assignment(s), discuss the ROM (Rough Order of Magnitude) for the work, work with the respective vendors to come to an agreement on the level of effort and team composition, and manage the assignment by monitoring the scope and accepting the deliverable.

B.2.3 OLE Details: The offeror agrees to provide the services agreed upon within scope descriptions for OLE tasks at the T&M rates shown in Attachment J.11. OLE task orders will typically be selected to allow the Courts to access services via a simplified procurement process.

B.2.4 OIR Details: The offeror agrees to respond and initiate the work of OIR services within four (4) business hours of the request. Request for services under the OIR Task Order will be distributed based on need. If an agreement cannot be reached, the Court may elect to commence negotiations with the next IDIQ holder firm, until an agreement is reached. It is anticipated that OLEs will have a value of less than $20,000 each and will be awarded for tasks that may not have sufficient scale to necessitate a fixed price task order.

Offeror shall utilize Attachment J.14 for submitting the invoice for T&M work described above.

B.3 CONTRACT TYPE: Indefinite Delivery/Indefinite Quantity Contract (IDIQ) with

Time and Materials Tasks and Firm-Fixed-Price Task Orders. The DC Courts intend to award two (2) IDIQ contracts as a result of this solicitation. Each task order

(TO) under the IDIQ contract may be assigned or competed between the IDIQ contract holders (called firms or Offerors or contractors).

B.4 CONTRACT TERM:

The IDIQ contracts will be for a two-year base period contract with three (3) one-year options. The IDIQ contract will be effective from the date of award through the end of the base period and any options exercised. All task orders must be issued within the outlined base period or option years, and the period of performance for the task order can extend beyond the end date of the last option year exercised. Under no circumstances will a task order be issued outside the base period or the exercised option years.

B.5 OPTION TO EXTEND THE TERM OF THE CONTRACT:

The DCC may extend the term of the base period contract for a period of one (1) year per option, up to three (3) times or a fraction thereof by written notice to the Offeror before the expiration of the base period contract; provided that the DCC shall give the Offeror a preliminary written notice of its intent to extend at least thirty (30) calendar days before the base period contract or option year period expires. The preliminary notice does not commit the DCC to an extension. The exercise of all three (3) one-year options is subject to the availability of funds at the time the option is to be exercised.

The total duration of this contract including the exercise of any options under this clause shall not exceed five (5) years from the date of award.

B.6 IDIQ MINIMUM AND MAXIMUM AMOUNTS:

Each IDIQ holder is entitled to a minimum guarantee of $25,000.00 over the five (5) year contract duration (two-year base period + three one-year options). Note that invoicing of the minimum guarantee should be withheld until the expiration of the base period and the option years exercised.

The maximum order limit anticipated is $3 Million per firm, per contract year. The maximum amount (capacity) of each individual IDIQ awarded is anticipated to be $15

Million for all task orders awarded through the total five (5) years (two-year base period + three one-year options) of the contract term, however, the DCC reserves the right to award task orders in excess of the anticipated limit.

B.7 PRICING:

For the purpose of negotiating and awarding a contract, which establishes the basic terms and conditions of the IDIQ Task Order Contract prices, the offeror shall provide the following (See Attachment J.11 and J.15 for OIR Task Order):

a) A list of all disciplines which may be utilized in the performance of the AEP services described in Section C, and their current unburdened hourly labor rates; Attachment J.11 Offeror’s labor rate Pricing Schedule has a list of the anticipated labor categories.

However, the offeror has the right to propose additional labor categories that may be necessary to meet the SOW in Section C.

b) Proposed Overhead

c) Proposed Fee (profit)

d) Labor rate Escalation rate

e) Offeror’s unit pricing for document reproduction, delivery and travel expenses. Note:

travel expenses shall not exceed that of current GSA Travel Regulations and Rates.

B.7.1 Pricing Breakdown:

Offeror’s pricing shall include the typical expenses anticipated, and the professional services necessary to perform the services anticipated in the individual task orders of the

IDIQ contract. Professional services at a minimum shall include the services outlined in

Section C of this document. The AEP Firm is requested to provide a breakdown of pricing to include the levels based on years of experience or certifications within individual disciplines, i.e. (registered mechanical engineer, registered architect, registered electrical engineer etc.) and expenses, e.g. travel, and subcontractor pricing. This method of breakdown would be applicable to each discipline and subcontractor.

B.8 AWARD: Selection of the AEP IDIQ firms will be based on the technical qualifications, competency, qualifications, experience and best value for the DCC. The Short-listed firms will be requested to submit their Best and Final Offer (BAFO) labor rates and may be invited for an interview to present their qualifications, experience and pricing structure to help finalize the selection of the two (2) offerors that will be awarded the IDIQ contracts.

See section L.1 for additional information.

B.9 OFFEROR REQUIREMENTS: The DCC will consider only those firms who are able to demonstrate compliance with the following minimum qualifications requirement(s):

B.9.1 Experience: Firms shall have experience with the IDIQ contract process at the time of proposal submission. Firms shall have experience in providing professional architectural and engineering services for a variety of infrastructure and renovation projects at the federal, state, county or local levels within the last ten (10) years for all stages of a project from planning through closeout, including design and construction. Experience on judicial/ court buildings will be evaluated more favorably.

B.9.2 Capacity: Firms shall have the capacity to deliver the required services for multiple concurrent task orders (TO) issued. Firms shall have both architectural and engineering professional staff in-house or through teaming agreement (at least 15 professionals) licensed in the jurisdictions of the District of Columbia, Maryland, or Virginia, who have demonstrated experience performing architectural and engineering services for all stages of a project from planning through closeout, including design and technical support during construction administration.

B.9.3 Teaming Partners: Offeror may team up with consultants to provide specialty services that may be needed but are not available in-house.

B.10 PRE PROPOSAL BRIEFING

The Pre-Proposal Briefing (On-site Meeting) will be held on March 6, 2025 at 1:00 PM at:

District of Columbia Courts

Capital Projects and Facilities Management Division

H. Carl Moultrie I Courthouse

500 Indiana Ave.NW, Room 4640

Washington, D.C. 20001

Offerors shall provide the following information no later than March 3, 2025:

a) Full name of attendee

b) Name of the Company affiliated with

B.11 PROPOSAL DUE DATE:

Sealed Proposals in original and 6 copies are due at the place specified in Section L on

March 21, 2025 by 1:00 p.m. Eastern Time. Late proposals will not be accepted.

Contractors will not be reimbursed for any expenses incurred for the development and submittal of this proposal. The DCC will not return any submitted proposals to the contractors. All proposals shall become property of the DCC.

END OF SECTION B

SECTION C – STATEMENT OF WORK

C.1 PURPOSE:

District of Columbia Courts (DCC) is requesting Proposals from Architectural

Engineering and Planning firms to provide full service Architectural Engineering and

Planning (AEP) Design Services to support the Capital Projects and Facilities

Management Division (CPFMD). This is an IDIQ contract and the Task Orders (TO) under this contract will be issued as firm-fixed-price (FFP) contracts for the AEP services, except the services described in section B.2.2 which will be based on T&M billing. Each individual Task Order scope of work (SOW) will delineate its SOW, schedule and deliverables.

C.2 BACKGROUND

C.2.1 The DCC 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

1.2 million gross square feet (GSF) of space within five (5) Courts-owned buildings in

Judiciary Square and the grounds. The annual Capital Budget for CPFMD averages

$60,000,000.00. Courts’ Judiciary Square campus is comprised of the following six

(6) Courts buildings and an underground garage:

• 500 Indiana Avenue N.W. – known as H. Carl Moultrie Courthouse (495,265 occupiable square feet (OSF)/909,400 Building gross square feet (GSF)

• 515 5th St. NW - known as Building A (66,237 OSF/123,900 GSF)

• 510 4th St. NW - known as Building B (68,272 OSF/122,500 GSF)

• 410 E St. NW - known as Building C (28,979 OSF/54,000GSF)

• 430 E St. NW - known as Building D/the Historic Courthouse (58,642 SF

OSF/146,550 GSF)

• 525 D Street, NW – known as Historic Recorder of Deeds Building

(48,842 GSF)

• 449 5th St. NW – known as Southwest Garage (250 parking spaces, 101,200 GSF)

C.2.2 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 containing over ninety (90) courtrooms and hearing rooms and is the focus of most court activities. It is located south of Indiana Avenue opposite the DC

Court of Appeals and has a full level of parking below ground.

C.2.3 Currently, the DC Courts also house personnel in numerous leased buildings:

• 616 H St. NW - known as the Gallery Place building (46,361 OSF/62,000 GSF).

▪ Six (6) satellite offices throughout the District of Columbia – known as BARJ (Balanced and Restorative Justice Program) satellite offices (total 49,600 OSF).

▪ 1110 V St., SE – known as BARJ Southeast Satellite (4,840 OSF)

▪ 1201-1215 South Capitol St. SW- known as BARJ Southwest Satellite

(7,101 OSF)

▪ 2527 Reed St. NE - known as BARJ Northeast Satellite (20,109 OSF)

▪ 1724 Kalorama Road, NW - known as BARJ Northwest Satellite (9,494

OSF)

▪ 920-930 Rhode Island Avenue, NE - known as Status Offender and Behavioral Health Satellite office (shares lease with BARJ Northeast satellite)

▪ 118 Q St. NE - known as Leaders in Solidarity satellite office (8,063 OSF)

• 1328 Southern Avenue SW - known as Domestic Violence satellite office (2,100

OSF)

• 6217 Columbia Park Road, Cheverly, MD – known as Warehouse facility (24,390

OSF)

• Disaster recovery (DR) site located in Germantown, Maryland. DC Courts lease rack space for IT back-up servers.

C.3 REQUIRED SERVICES

The Offeror shall be responsible for the professional quality, technical accuracy, and coordination including construction documents and services furnished under the scope of work (SOW) to be issued with each Task Order. Offeror shall employ qualified professionals with appropriate registrations and certifications. Unless otherwise noted below, architectural and engineering licenses shall be current in one or more of the jurisdictions of the District of Columbia, Maryland, or Virginia.

The following types of services are anticipated to be required under this IDIQ contract:

C.3.1 Architectural Design Services: Shall include but is not limited to architectural engineering design concept through design construction documents and specifications services, assessments and studies; construction administration services, site inspections, submittal reviews, responses to requests for information and punch list development, code review and analysis, value engineering (VE), life cycle cost analysis, architectural renderings and related services, LEED analyses and quality control.

C.3.2 Planning Services: Shall include but is not limited to real estate analysis, programming, innovative strategies, project communications, building feasibility studies, master planning, evaluations and surveys, and site planning.

C.3.3 Interior Design Services: Shall include but is not limited to site survey, space planning, tenant fit-out, perspective sketches, color renderings, fly through, finish boards, construction documents and specification, FF&E (Furniture, Fixture, and Equipment) specifications, custom casework design, construction administration and related services for all types of interior spaces including but not limited to Trial Court rooms, judge’s chambers, jury rooms, witness rooms, public spaces, conference rooms, and offices in conformance with the ‘DC Courts Design

Standards’ (Attachment, J13).

C.3.4 Historic Preservation Services: Shall include but is not limited to expertise in

Fine Art Conservator, Preservation Architecture, Historic Landscape

Architecture, and Architectural Materials Conservation.

Each professional should demonstrate prior project work experience in National

Register or National Historic Landmark listed buildings and familiarity with the

Secretary of the Interior’s Standards for Treatment of Historic Properties and

Cultural Landscapes, and the American Institute for Conservation of Historic and Artistic Works (AIC) Code of Ethics.

C.3.5 Historic Preservation Architect: Shall include but is not limited to Evaluation of existing buildings or portions of buildings for code compliance and functionality, and the design of sensitive and cost-effective solutions that will allow the continued use of Heritage Assets without adversely impacting their architectural significance. Offeror shall have the ability to prepare accurate and complete measured drawings and conduct archival research and documentation.

C.3.6 Historical Landscape Architect: Shall include but is not limited to

Evaluation, assessment and preservation of existing cultural landscapes Must demonstrate experience in: cultural landscape reports, Sustainable Sites

Initiative (SITES), site design and construction documentation, and accessibility design.

C.3.7 Fine Art Conservator: Shall include but is not limited to Evaluation and treatment of fine art paintings, sculpture, murals, paper, textiles. Must be a full member of AIC.

C.3.8 Civil Engineering Services: Shall include but is not limited to surveying

(topographical and utility), evaluation of site conditions and grading, drainage and site development, geotechnical engineering, maintenance of traffic, vehicular and pedestrian circulation, roadway and pavement engineering, water and waste water treatment, stormwater management, sanitary sewer and storm collection, pumping and storage, forensics engineering, environmental engineering, ground penetrating radar services (GPR), infrastructure assessments

& maintenance planning, value engineering, construction documents and specifications and construction administration and related services.

C.3.9 Structural Engineering Services: Shall include but is not limited to new and retrofit structural design, repairs, modification and modernization of existing and historic structures, feasibility and comparative systems studies, seismic studies and design, design of blast protection, construction documents, value engineering, construction administration and related services.

C.3.10 Mechanical Engineering Services: Shall include but is not limited to performance of building evaluations, surveys, studies, design, calculations and documentation of heating, ventilating and air conditioning systems

(HVAC), hydronic piping systems, steam systems, chilled water systems, oil and alternative energy systems, design of facility HVAC management and control systems, creation and editing of specifications, Computational Fluid

Dynamics modeling and analysis, energy modeling and analysis, LEED analyses; code reviews, value engineering, life cycle cost analysis, quality control, construction administration and related services.

C.3.11 Plumbing Engineering Services: Shall include but is not limited to performance of building evaluations, surveys, studies, design and documentation of plumbing systems including domestic hot and cold water, sanitary (waste and vent) drainage, storm drainage and stormwater re-use, compressed air and natural gas, specification of plumbing materials and equipment such as domestic water heaters, booster pump systems, sewage ejectors, sump pumps, fixtures, and interceptors; construction administration and related services, LEED analyses, value engineering, life cycle cost analysis, code reviews and quality control.

C.3.12 Electrical Engineering Services: Shall include but is not limited to electrical engineering services for the study, design and construction of: normal and emergency electrical distribution systems (15kV, 277/480V and120/208V power levels), uninterruptible power supplies, data centers, lighting systems

(interior, exterior, and architectural), grounding, lightning protection, power monitoring, control systems, and underground utility infrastructures.

C.3.13 Telecommunications engineering Services: Shall include but is not limited to technical services in the form of electronic system engineering design and technical support for DCC systems which transmit data over co-axial cable, fiber optic cable, or using radio frequencies (including various types of transmitters and receivers). Services shall include studies, construction documents (drawings and specifications) and construction administration services.

C.3.14 Acoustical, Audio Visual Engineering Services: Shall include but is not limited to evaluation of room acoustics, design of sound isolation, environmental noise impact assessments, equipment noise reduction, testing and measurements, modeling and simulations, LEED analyses and audio-visual systems design and documents.

C.3.15 Vertical Transportation Services: Shall include but is not limited to consultation, design, inspection, investigation of vertical transportation systems independently or being employed by companies who provide these services under contract and do not manufacture, sell, distribute, install, repair or maintain vertical transportation systems.

C.3.16 Roofing and Waterproofing Services shall include but is not limited to visual inspections and conditions surveys, roofing and waterproofing failure investigations, vegetative roof design, roofing and waterproofing design reviews, construction documents and specifications for new construction, repair and replacement, and construction administration and related services.

C.3.17 Sustainable Design Services shall include but is not limited to the following capabilities:

a. LEED documentation guidance – Experience and capability in documenting LEED credits as needed, review documentation for accuracy and completion.

b. Specification and plan review - Review specifications and plans, make recommendations for additions or changes to support the achievement of DCC sustainability and energy goals, credit achievement of LEED

Certification, and/or achievement of Guiding Principles requirements.

c. Experience with integrating building energy modeling into the design process to help drive scenarios analyses and understand the outputs given, in support of sustainable design.

d. Renewable energy feasibility studies and design, including technologies such as photovoltaics, geothermal, solar hot water, wind energy systems and alternative fuel vehicle refueling or charging stations. Identification and evaluation of Energy Conservation

Measures (ECMs) in existing buildings.

C.3.18 Commissioning Services - shall include but is not limited to Commissioning of mechanical, electrical, lighting, plumbing, building envelope and elevator systems; shall have experience with systems commissioning planning and process management and hands-on field experience in start-up, testing, and troubleshooting.

C.3.19 Fire Protection Services: shall include but is not limited to the following:

a. Provide analysis of building construction, occupancy classification, means of egress, fire alarm system, water-based fire extinguishing system(s), non-water-based fire extinguishing system(s) and smoke control system(s).

b. Calculations: egress, water supply, smoke control and timed egress, fire modeling and audibility for fire alarm system.

C.3.20 Design of all fire protection and life safety systems, including, but not limited to: fire alarm system, water-based fire extinguishing system(s), smoke control systems and stair pressurization systems.

C.3.21 Industrial Hygienist (IH) and Certified Industrial Hygienist (CIH)

Services: Shall include but is not limited to collect bulk, air or personal samples as required by the sampling method for the material of concern, provide oversight of asbestos and lead removal activities, evaluate sample results, prepare and deliver timely reports on the oversight projects, identify industrial hygiene concerns and recommend solutions.

C.3.22 Security Assessment and Design Services: Shall include but is not limited to vulnerability assessments, feasibility studies, security master planning, resilience planning support (Continuity of Government); Physical Security and Force Protection engineering; industrial security standards and policy development, commissioning, and systems engineering, access control, video surveillance, intrusion detection, intercom, duress communications, security and emergency operations centers, emergency communications systems;

instrument controls engineering; data center engineering and efficiency; bulk fuel storage and distribution; infrastructure analysis; population movement and egress modeling.

C.3.23 Cost Estimating Services: Shall include but is not limited to provide pre-design and design stage estimates using estimating software and utilizing specified electronic cost data bases.

C.3.24 Geospatial Services: Shall include but is not limited to provide an Enterprise

Geographic Information System (GIS) to distribute facility management information using an ESRI GIS software suite. GIS services may include developing geospatial datasets as a companion to design documents, geospatial data collection, translating land surveys and site plans into geospatial data, developing custom geo-processing tools, and producing map documents to support studies, master planning, and analysis.

C.3.25 Building Information Modeling (BIM): The DCC uses BIM as a project delivery and facility management tool. BIM and BIM-related services will include but is not limited to modeling as part of design and construction activities, developing as-built models, performing laser scanning and transforming the scans into models and developing renderings. BIM deliverables are preferable in Bentley Autodesk Revit software. Refer to

CPFMD SOP (Attachment, J14) for additional BIM guidelines.

C.3.26 Computer Aided Design (CAD) Services: The DCC requires CAD deliverables as part of design and construction activities. In addition, other

CAD tasks may include completing as-built documentation for existing facilities, updating master drawings with post-construction information, and providing CAD support.

C.3.27 Task Order Specific required services: will be described in the Statement of

Work for each individual Task Order. All work shall comply with the applicable codes and regulations.

C.3.28 Internet-based Project Management System (PMIS):

The DCC will administer its AEP services IDIQ contract through an internet-based project management system. The DCC’s designated internet-based project management system is PROCORE. The Offeror shall use this medium for the project submissions, documentation, communication, transmittals, submittals, and storage and management of common documents. The Offeror is solely responsible for furnishing hardware and software required for access to the project management system and for maintaining the internet connectivity required to effectively utilize the system.

C.4 MONTHLY MEETINGS

C.4.1 Monthly Meetings

The successful vendor will be required to participate in a monthly scheduled meeting to ensure thorough review and discussion of the progress on awarded task orders and to facilitate other essential coordination activities. These meetings will provide a platform for the vendor to present updates, address any concerns or issues, and refine strategies for the timely and efficient completion of tasks. By maintaining regular communication and collaboration, the vendor can ensure alignment with the DCC's expectations and standards, fostering a proactive approach to problem-solving and continuous improvement. The monthly meetings will also serve as an opportunity to synchronize efforts, share critical information, and make informed decisions that support the overall success of the projects under the IDIQ contract.

C.5 PROFESSIONAL RESPONSIBILITIES:

a. The Offeror shall provide the professional AEP services consistent with the professional skill and care ordinarily provided by AEP professionals practicing in the District of Columbia under the same or similar circumstances.

b. Offeror agrees to perform services provided under any Task Order to be in compliance with all applicable national, federal, state, municipal, and DC laws, regulations, codes, ordinances, orders and with those of any other body having jurisdiction over a project related to such services.

c. Services provided by offeror under any Task Order shall be reasonably accurate and free from material errors or omissions. Offeror shall promptly correct any known or discovered error, omission, or other defect in the reports or other services provided by offeror without any additional cost or expense to the DCC.

d. Offeror shall designate a representative primarily responsible for the services provided under this IDIQ contract and shall be available for the benefit of all the Task order(s) deliveries and the DCC. The designated representative shall not be changed without prior written approval of the DCC.

C.6 TEAMING PARTNERS and SUB-CONSULTANTS

Offeror’s in-house personnel, teaming partners and sub-consultant’s personnel shall be qualified and experienced in the type of work they will be performing. The DCC has the right to reject any sub-consultant, but such right shall not relieve the responsibility of the offeror for his work, work of the teaming partners and the work of the Sub-consultants. Offeror expressly assumes such responsibility and liability.

The Offeror shall be responsible for the management of the in-house staff, teaming partners and subconsultants during the performance of their work.

The Offeror agrees to bind every Sub-consultant (and require every Sub-consultant to so bind its sub-consultants) to all provisions of this IDIQ Agreement or any Task

Order as they apply to the Sub-consultants’ portions of the Services.

C.7 MINORITY AND SMALL BUSSINESS PARTICIPATION

Participation is encouraged but is not mandatory for this contract.

C.8 DESIGN TO BUDGET

This section is applicable when the Services include the provision of Construction

Documents. If the final estimated construction cost prepared by the offeror prior to the bid opening or the lowest acceptable bid received exceeds the actual amount applied towards the construction of the Project, (excluding all contingencies, fees, and administrative costs) of the Owner's budget by more than ten percent (10%), the

Contracting Officer (CO) may at his/her discretion:

1) Direct the offeror to make changes, at no additional expense to the DCC, to the

Construction Documents to permit re-bidding of the project within the shortest, reasonable time to reduce the estimated construction cost to a range within 10% of the construction budget provided by the DCC.

2) Direct the Offeror to revise the scope or quality, or both, of the construction to reduce the construction cost; in which case the Offeror shall, at his expense, modify the Construction Documents, to reduce the estimated construction cost to a range within 10% of the construction budget provided by the DCC.

3) When directed by the CO in writing to make owner-requested changes, the

Offeror shall be compensated for the additional work.

4) No compensation for extra services shall be paid for the following:

a) Corrections of design errors or omissions

b) Changes initiated or recommended by the Offeror without the CO’s written approval.

c) Revisions necessary for DCRA permit approvals.

C.9 CONSTRUCTION ADMINISTRATION

Construction administration is critical to ensuring that the project vision is accurately and efficiently realized during the construction phase. For any tasks issued to the AEP that include construction administration services, the expectation for this role includes diligent oversight of the construction process, maintaining clear and open communication channels among all stakeholders—clients, contractors, construction management team, and design teams—and resolving any on-site issues promptly to prevent delays. The firm is responsible for reviewing and approving shop drawings, technical submittals, and change orders, conducting regular site visits to monitor progress, and ensuring that the construction adheres to the design intent, specifications, and quality standards. Please see below for a list of activities and services that will be expected of successful offerors. This list is provided to characterize anticipated services that will be required during Construction Administrations; however, it is not a comprehensive list of services that may be requested by the DC Courts. Construction Administration tasks (if applicable) will be identified within the specific task order as issued to the AEP.

Construction administration services will be led by the Court’s agent for Construction

Management (CM) The CM will oversee the entire construction process to ensure that all aspects of the project are executed according to project documents. The architect-engineer team

(AEP) will provide technical support to the construction management team during the construction administration phase of respective projects. This collaboration is pivotal in maintaining the project vision, as the AEP will assist with site inspections, review technical submittals, and furnish technical advice and reports as necessary. Please see below for a list of anticipated activities that shall be included, but not limited to, in tasks for the AEP team.

1) The AEP shall attend the pre-construction conference as scheduled by the Contracting

Officer, if applicable.

2) The AEP shall furnish such advice as may be requested by the Contracting Officer and a qualified AEP representative, by trade, shall make visits to the project site at periods required by the Courts and the project to observe scope relevant to their respective discipline (i.e. structural, civil, mechanical, electrical, etc.)

3) The AEP shall furnish personnel to inspect the construction and ensure every part of the construction work is performed in accordance with approved Specifications, Plans and Drawings. The minimum amount of inspection will be specified in each Task

Order.

4) The AEP shall provide a written report on all construction deficiencies in equipment, materials or workmanship that:

a. Is not consistent with the contract plans or specifications; and

b. If left unchanged, will seriously affect the safety, maintenance, adequate operation or functional use of the final product intended. This report shall be provided regardless of whether corrective actions were taken by the

Contractor.

5) The AEP shall perform a technical review of all technical submittals (as determined by the Courts) furnished by the Construction Contractor. The AEP shall review and comment on all submittals such as Shop Drawings, Test Reports, Materials, Guarantees, Conformance Reports, O&M Manuals, Warranty Documents, etc.

6) The AEP shall prepare and deliver a field report after each site visit, to include the purpose of the visit, representatives present on the walkthrough (if other than the

A/E), items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the DC Courts within three (3) work days following the site visit date.

7) In the event of proposed changes, modifications, or alterations to the Construction

Contract, the AEP may be requested to review, evaluate and comment on all claims submitted by the Construction Contractor related to the Work.

8) On or before physical completion of the associated Construction Contract as determined by the Courts, and before final payment, the AEP shall:

a. Supervise the testing of all operating units and equipment to assure their conformance with the Specifications and furnish all engineering services necessary to insure such conformance.

b. Furnish to the Courts, a full set of annotated As-Built Drawings.

c. Assist the Courts in the preparation of Project Completion Reports.

d. Provide and AEP recommendation for both the issuance of Substantial

Completion and Final Completion having reviewed and accepted all necessary close-out documents.

C.10 TASK ORDER PROCESS. TRFPs under this contract may be assigned or competed between the two (2) IDIQ contract holders (called Firms or Offerors or Contractors).

C.10.1 Task Order Request for Proposal (TRFP):

After developing the Scope of Work for a Task Order (TO), the CO will request a proposal from the two (2) firms that have been awarded the IDIQ contract. Each TO will be negotiated and awarded as Firm-Fixed-Price (FFP) contract.

1. Task Order Request for Proposal – The DCC’s Contracting Officer shall transmit the

Scope of Work (SOW) and other relevant requirements via a Task Order Request for

Proposal (TRFP) to the offerors.

2. Response to Task Order Request for Proposals – Task Order Proposals, in response to a

TRFP, shall be submitted to the CO within Fifteen (15) working days, unless otherwise specified by the CO. Each Task Order Proposal shall consist of a price proposal containing the following information:

a) A brief description of the proposed services

b) A listing and qualifications of the proposed sub-consultant(s), if not previously approved by the DCC as the Offeror’s IDIQ teaming partner(s). It should include the background information, detailed resumes including name, educational background, expertise, pertinent experience and Professional

Licensure in the jurisdiction work is to be performed.

c) Price Proposal (native excel work sheet), inclusive of the number of hours proposed by the Offeror for in-house staff, teaming partners and sub-consultant’s technical personnel and other direct costs (ODC) necessary to complete the Task Order. All price proposals shall be submitted pursuant to the compensation provisions outlined in the IDIQ contract.

d) A detailed design submission schedule that includes all interim submissions, DCC review periods, and design meetings required. Reference CPFMD SOP

(Attachment, J14) for detailed requirements.

C.10.2 Task Order (TO) Negotiations:

The CO has the right to negotiate every task order as considered necessary. Award will be made to the Contractor that offers the best value.

C.10.3 Issuance and Administration of Task Order(s):

1. Issuance of Task Order - Individual Task Order proposals will be evaluated and negotiated based on the SOW provided with the TRFP letter. The DCC is under no obligation to issue Task Orders to the offeror. No compensation shall be provided for any time, efforts, or costs incurred for proposal, estimating, or negotiations. If an agreement cannot be reached, the Court may elect to commence negotiations with the next IDIQ holder firm, until an agreement is reached.

2. After the written Notice to Proceed (NTP) for a Task Order has been issued, the Offeror shall complete the work within the owner-specified schedule limits identified in the TO or the Offeror’s design submission schedule in the Task Order proposal, duly reviewed and approved by the CO.

3. Invoicing Fix Price Task Orders - Offeror shall submit invoice to the DCC upon achieving the approved milestone to be reviewed by the COTR. Any discrepancies shall be mediated by, and at the sole discretion of the CO. (See G.1.7)

4. It is the responsibility of the offeror to obtain written authorization to proceed with any change in scope of work prior to commencing the work.

5. Invoicing OIR - Offeror shall submit invoice for the OIR services provided under section B.2.2 after completing the assignment. It shall follow the procedure and provide back-up information as described in Attachment J.14. Invoice shall indicate the original funding, incremental drawdown of labor and ODC for the assignment, and indicate the remaining balance of the funds.

END OF SECTION C

SECTION D - PACKAGING AND MARKING

D.1 Unless otherwise specified, all documents prepared and submitted by the

Contractor to the DCC under this contract shall include the following information on the cover page of each document:

a) Name and business address of the contractor

b) Contract number

c) Contract Title

d) Task Order Number and Description

e) Point of Contact

f) Date of transmittal

END OF SECTION D

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

E.1.1 DEFINITIONS: "Services," as used in this clause, includes services performed, furnished or utilized in the performance of services.

E.1.2 The Offeror shall provide and maintain a quality monitoring system acceptable to the

DCC covering the services furnished under this contract. Complete records of all monitoring work performed by the Offeror shall be maintained and made available to the DCC during contract performance and for as long as the contract requires.

E.1.3 The DCC has the right to inspect all services called for by the contract during the term of the contract. The DCC will perform inspections in a manner that will not unduly delay the work.

E.1.4 If the DCC performs the inspections on the premises of the Offeror or subcontractor, the Offeror shall furnish, and shall require teaming partners and subcontractors to furnish, at no increase in the contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

E.1.5 If any of the services do not conform to the contract requirements, the DCC may require the Offeror to perform the services again in conformity with the contract requirements, at no increase in the contract amount. When the defects in services cannot be corrected by performance, the CO may:

(1) Require the Offeror to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

E.1.6 If the Offeror fails to promptly perform the services again or take the necessary action to ensure future performance in conformity with the contract requirements, the

DCC may - (1) by contract or otherwise, perform the services and charge to the

Offeror any cost incurred by the DCC that is directly related to the performance of such service or (2) terminate the contract for default.

E.1.7 Acceptance of deliverable items shall be by the Contracting Officer’s Technical

Representative. Acceptance or use of documents developed under this contract shall not in any way relieve the Offeror of responsibility for the design.

E.1.8 Inspection of any/ all work product shall be conducted by the COTR (or the authorized designee). Inspection shall consist of an examination of the deliverable for - (1) compliance with the Statement of Work (2) compliance with the approved

TO schedule of submissions (3) thoroughness with respect to content (4) quality with respect to generally acceptable professional standards.

E.1.9 The COTR shall provide Offeror written comments and recommendations on the content and quality of each deliverable.

END OF SECTION E

SECTION F - DELIVERIES AND PERFORMANCE

F.1 DELIVERABLES

F.1.1 All deliverables shall be as identified in the Task-Order (TO). The Offeror shall furnish office supplies, materials, equipment, and employees required to meet and perform the requirements of the TO.

The Contractor shall provide the DCC’s COTR with electronic native file format, electronic pdf format and hard copy of each deliverable as specified in each Task-Order.

F.2 STANDARD OF PERFORMANCE

The DCC will measure the amount and quality of the services required by the contract against the representations made by the Offeror in the written proposal provided during the solicitation process.

Performance Metric

Required Service Performance Indicator

Monitoring Method

Accuracy/ completeness/ technical proficiency

All work products must be complete, accurate, and conducted with techniques commensurate to the work

Draft and final work products are complete and accurate and were conducted in a technically-competent and appropriate manner.

The COTR review of work products may include external peer review of deliverables. The DCC reserves the right to perform any inspection and audit as deemed necessary to assure that the Contractor’s services conform to prescribed requirements of the task order.

Timeliness All work products -both interim and final

- must be completed on schedule for the

DCC to use them most effectively.

Contractors’ deliverables are provided on schedule as indicated in the contract and all accepted schedules submitted by the

Contractor unless modified with COTR concurrence.

The COTR will review deliverables with respect to the schedule/due dates defined in the task order and any updates accepted by the DCC during the contract period.

Performance Metric

Required Service Performance

Indicator

Monitoring

Method

Responsiveness The Contractor shall be responsive to requests for clarifications on submitted work products or to refinements to the work based on changing needs

(within the scope of work).

The Contractor is able to provide requested information or make adjustments to work products that provide a benefit(s) to the

DCC without undue delays.

The COTR will review the Contractor's ability to adjust task work in response to changing conditions, needs, and unexpected circumstances.

Communication The Contractor shall proactively keep the

DCC apprised of all issues related to the conduct of the task including, but not limited to progress of work, any issues that affect Contractor's ability to meet schedule or budget requirements and unforeseen logistical issues.

The Contractor provides both regular updates on the progress of work under the task order and notifies the COTR of any unanticipated circumstances that affect either the analytics/logistics of the program scope.

schedule, or budget.

The COTR will review both regular and ad hoc updates and project-related communication

F.3 KEY PERSONNEL - ROLES AND RESPONSABILITIES

The following positions are designated as key personnel and shall be identified as leaders in the organization chart. It is the Court’s view that the expertise of identified key personnel are essential to meeting the Court’s objectives:

a) Principal

b) IDIQ Manager

c) Design QC Manager / Subject Matter Expert (SME)

d) Senior Architect

e) Senior Civil Engineer

f) Senior Structural Engineer

g) Senior Electrical Engineer

h) Senior Mechanical Engineer

i) Senior Cost Estimator

It is important to note that junior positions within the organization shall have five years of experience or less.

Intermediate level positions shall require between five to ten years of experience. Senior positions, as outlined above, should have ten or more years of experience. This structure ensures that personnel at each level have the appropriate expertise and experience to effectively contribute to the success of a typical AEP task order project.

Changes to Key Personnel

The personnel specified above are deemed key team personnel for success of a typical

AEP task order project. Offeror shall notify the CO and the COTR as soon as possible regarding substitutions.

No replacement shall be made by the Offeror without the written consent of the CO.

F.3.1 Qualifications for Key Personnel

Resumes provided by the Offeror should include years of experience, summary of experience relevant to the DCC facilities and requirements, education, professional credentials, registrations, certifications and all awards and industry recognition. The key personnel are expected to fulfill the following responsibilities, meet the following minimum qualifications and possess the following credentials:

A. Principal: Senior executive such as Vice President who will oversee the work at an executive level, and to whom the IDIQ Manager reports directly.

B. IDIQ Manager: Professional, licensed Architect or Engineer who is responsible for identifying/consolidating the necessary professional team to carry out each individual task order, he /she will be responsible for the management of the AEP professionals (i.e., Architect, Civil, Structural, Mechanical, Electrical Engineer etc.) and the completion of all TOs issued via the IDIQ contract. Minimum Ten (10) years of experience. He/she shall be the designated POC and shall serve as the sole liaison for all TOs issued via the IDIQ contract, all OIR services provided via the IDIQ contract, and all overall IDIQ contract matters.

C. Design QC Manager / Subject Matter Expert (SME): Licensed professional who is experienced in controlling quality of AEP design delivery.