a0SOLICITATION, OFFER, AND AWARD DC Courts Third Party and Special Inspection

Services

Page of Pages

1 45

2. Reference Number

0016-00-100-4

3. Solicitation Number

DCSC-26-RFP-064

4. Type of Solicitation

Sealed Bid (IFB)

Sealed Proposals (RFP)

5. Date Issued

04/10/2026

6. Type of Market

Open

Set Aside

7. Issued By

District of Columbia Courts

Capital Project Facilities Management Division

510 4th Street N.W., Suite 214 Washington, D.C. 20001

8. Address Offer to:

District of Columbia Courts

Administrative Services Division

Procurement and Contracts Branch 510 4th Street N.W., Suite 326

Washington, D.C. 20001

ATTN: Kenneth L. Evans Jr

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

SOLICITATION

9. THE DISTRICT OF COLUMBIA COURTS REQUIRES PERFORMANCE OF THE WORKS DESCRIBED IN THESE DOCUMENTS (Title, date)

A Pre-Proposal Teleconference will be held on Friday, April 17, 2026 at 9:30 AM local time. The Site Visit will be held on N/A local time.

Offerors shall provide the following information no later than Tuesday, April 14, 2026, for all participants to (e-mail): kenneth.evans@dccsystem.gov

a) Full name of the attendee

b) Name of the company the attendee is affiliated with

c) and email address

10. The Contracting Officer shall issue the Notice to Proceed no later than __90__calendar days after contract award.

11. THE CONTRACTOR MUST FURNISH ANY REQUIRED BID, PERFORMANCE, PAYMENT AND WARRANTY BONDS

Bid Bond Yes__ __ No_ ___ _NA__% of the total amount of their proposal Performance and Payment Bond Yes__ __ No____ _NA _% Within __5___ Calendar days after receiving the notice to proceed

Warranty Bond Yes____ No ___ _NA__% Within _ N/A___ Calendar days after final acceptance

12. ADDITIONAL SOLICITATION REQUIREMENTS:

a. Sealed offers in original and __5__ copies to perform the w ork required are due at the place specified in Item 8 by Friday, May 8, 2026, at 3:00 PM (date).

b. Proposals shall be submitted in two parts, titled "Technical Proposal" and "Price Proposal."

c. A separate electronic copy (USB Drive) of the entire proposal should accompany the package.

d. Sealed envelopes shall be marked to show the Offeror's name and address, the solicitation number, and the date and time offers are due.

e. All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

CAUTION: See Section L for Proposal submission date and time, and late submissions, late modification, withdrawal or modification of proposals and late proposals. All offers are subject to all terms & conditions contained in the solicitation

13. For Information

Contact

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

Kenneth L. Evans Jr (Area Code)

(202)

(Number) 879-8776

(Ext) kenneth.evans@dccsystem.gov

14. Table of Contents

(X) Section Description Page

No.

(X) Section Description Page No.

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A Solicitation/Contract Form 1 X I Contract Clauses 24

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

ATTACHMENTS

X C Specifications/Work Statement 4 X J List of Attachments 29

X D Packaging and Marking 8 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E Inspection and Acceptance 9

X

K

Representations, certification and other statements of Contractors

X F Deliveries or Performance 10

X G Contract Administration Data 14 X L Instructions, conditions & notices to Contractors 35

X H Special Contract Requirements 20 X M Evaluation factors for award 43

15. 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.

SOLICITATION, OFFER, AND AWARD (Continue d) (Construction, Alteration, or Repair)

15A.

Name and Address of Contractor

15D. 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

15E. Signature and Corporate Seal

(Area Code)

(Number)

(Ext)

All written communications regarding this solicitation should be addressed to the Contracting Officer at the mailing address listed on page 1.

file:///C:/Users/MSteele/Desktop/3PS%20IDIQ%20RFP/kenneth.evans@dccsystem.gov file:///C:/Users/EvansKL/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/F2J4JWMC/kenneth.evans@dccsystem.gov

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

B.1 PROCUREMENT OBJECTIVES

The District of Columbia Courts (DCC) office of Contracting and Procurement, on behalf of

Capital Projects and Facilities Management Division (CPFMD), is seeking contractors to provide

Third-Party Inspection services and special material testing as certified by the District of

Columbia Department of Buildings (DOB).

B.2 CONTRACT TYPE

The DCC contemplates award of a Single (1) Indefinite Delivery Indefinite Quantity (IDIQ) contract. Each Task Order (TO) will be negotiated and awarded as a Firm-Fixed-Price (FFP) contract.

B.2.1 IDIQ MINIMUM AND MAXIMUM AMOUNTS

A. The IDIQ holder is entitled to a minimum guarantee of $10,000.00 over the potential five (5) year contract term consisting of a one-year base period + four (4) one-year option periods.

Note that invoicing of the minimum guarantee should be withheld until the expiration of the base period and the option years exercised.

B. The maximum order limit anticipated is $150,000 per contract year. The maximum amount

(capacity) of the IDIQ awarded is anticipated to be $750,000 for all TOs issued over the potential five (5) year contract term, consisting of a one-year base period and four (4) one-year option periods, however, the DCC reserves the right to award TOs in excess of the anticipated limit.

B.3 PRICING

A. Attachment K Offeror’s Pricing Schedules List and Professional Fees

B. Pricing Breakdown:

Offeror’s pricing shall include the professional services necessary to perform the services anticipated in the individual TOs of the IDIQ contract. Professional services at a minimum shall include the services outlined in Section C of this document. Additional instructions are provided in Section L of this document.

C. The price for the option period shall be as specified in Section J.11 of the contract.

B.4 AUTHORIZED WORKDAY / WEEK

B.4.1 The Contractor should build their construction schedule reflect weekday work from 6 PM to 6

AM (Monday-Friday) and align with the General Contractor (GC)’s work schedule. Some work will be required to be performed on the weekend. Weekend work will require a work plan to be submitted and approved in advance. Weekend hours are typically 7 AM to 7 PM unless limited or prohibited by Court's weekend activities.

B.4.2 Legal holidays: No work shall be done at any time on legal holidays.

New Year’s Day Independence Day

Birthday of Martin Luther King, Jr Labor Day

President’s Day Indigenous Peoples' Day

Inauguration Day Veterans Day

D.C. Emancipation Day Thanksgiving Day

Memorial Day Christmas Day

Juneteenth

B.4.3 Weekend and Weekday Overtime work hours; contractor is not entitled to overtime pay and must coordinate with security. Security is also needed for entrance into any secure area.

END OF SECTION B

SECTION C: SPECIFICATIONS/WORK STATEMENT

C.1 SCOPE

The DCC is seeking a qualified contractor to provide DOB certified Third-Party Inspection services and special material testing as specified in this solicitation to support the Judiciary Square campus and leased buildings.

C.2 APPLICABLE DOCUMENTS

Item No. Document Type Title Date

J.22

District of Columbia Third

Party Program Procedure

Manual

May 15, 2023

Refer to Attachment J.22 District of Columbia Third Party Program Procedure Manual revised May

15, 2023, and Section J: Attachments.

C.3 DEFINITIONS

Pass-through charges: Added value, excessive pass-through charge, subcontract, and subcontractor, as used in this provision, are defined in the clause of this solicitation entitled

“Limitations on Pass-Through Charges.”

C.4 BACKGROUND

C.4.1 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 DCC currently maintain 1.5 million gross square feet

(GSF) of space within six (6) Courts-owned buildings in Judiciary Square and the grounds. The

DCC Judiciary Square campus is comprised of the following six (6) Courts buildings and an underground garage:

Address Building Name Occupiable

SF (OSF)

Gross SF

(GSF)

500 Indiana Avenue NW H. Carl Moultrie Courthouse

(HCMC)

495,265 909,400

515 5th St. NW Building A 66,237 123,900

510 4th St. NW Building B 68,272 122,500

410 E St. NW Building C 28,979 54,000

430 E St. NW Building D / Historic Courthouse 58,642 146,550

515 D St. NW Recorder of Deeds (ROD) 33,435 44,600

449 5th St. NW Southwest Garage 250 Parking

Spaces 101,200

C.4.2 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.4.3 Currently, the DC Courts also house personnel in numerous leased buildings:

• Six (6) satellite offices throughout the District of Columbia – known as BARJ (Balanced and

Restorative Justice Program) satellite offices (total 42,500 OSF).

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

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

• 4209 9th St. 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)

• 2041 Martin Luther King Jr. Avenue SE - known as the Domestic Violence

Satellite Office (3,045 OSF)

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

OSF)

• Disaster Recovery (DR) site located in Germantown, MD. DCC lease rack space for IT back-up servers.

C.5 REQUIREMENTS

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

C.5.1 THIRD-PARTY INSPECTION AND SPECIAL MATERIAL TESTING SERVICES

Third-Party Code Inspectors shall ensure that construction is performed in accordance with all applicable local, national and international building codes. The Third-Party Code Inspectors shall possess in-depth knowledge and shall be proficient in interpreting drawings, specification, and product data for materials and equipment.

• Elevators

• Construction

• Mechanical

• Plumbing

• Electrical

• Fire and Life Safety

• Special Material Testing

• Specialty and other disciplines as approved by DOB

C.5.2 The Contractor shall ensure all inspectors are certified by DOB to provide all required

Construction Inspection Services.

C.5.3 The Contractor shall ensure all inspection services are conducted in accordance with the DOB Plan

Review Procedure Manual, applicable regulations and statutes. Refer to Attachment J.22 District of

Columbia Third Party Program Procedure Manual revised May 15, 2023.

C.5.4 Third-Party Inspectors shall complete and submit all inspection reports through the DCC Project

Management Information System (PMIS), Procore, using the Inspections module. Refer to

Attachment J.23: Sample Third Party Code Compliance Field Report for sample report template.

Non-compliance logs shall be attached to each inspection report submitted to the PMIS 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.5.5 Inspection services shall be required during both normal business hours and off hours. Normal business working hours are from 6:00AM to 6:00PM. Off-hour support is from 6:00PM to

6:00AM (Monday-Friday) and weekend hours are typically from 7:00AM to 7:00PM.

C.6 PROFESSIONAL RESPONSIBILITIES:

a. The Offeror shall provide the professional Third-Party Inspection services consistent with the professional skill, and diligence ordinarily exercised by Third-Party Inspection professionals practicing in the District of Columbia under similar circumstances.

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

c. Offeror shall designate a representative primarily responsible for the services provided under this IDIQ contract and shall be available to support all TO deliverables and the DCC.

The designated representative shall not be changed without prior written approval of the

DCC.

C.7 DIVISON OF RESPONSIBILITIES

C.7.1 Contractor Responsibilities: The successful Contractor shall be responsible for performing all the work stipulated in this Solicitation.

C.7.2 Construction Manager (CMa): A CMa shall be assigned to represent the Courts as the onsite representative. The CMa shall perform oversight responsibilities, including management and construction oversight of the Contractor’s operations and shall ensure that the final project results satisfy the Courts and that the Contractor meets all contract requirements. The CMa shall oversee, inform, and advise the Courts regarding the Contractor’s conformance or nonconformance with contract requirements.

C.7.3 Owner: The Owner is the person or entity identified as such in the Agreement and is referred to throughout the Contract Documents as if singular in number. The Owner shall designate in writing a representative who shall have express authority to bind the Owner with respect to all matters requiring the Owner's approval or authorization. Except as otherwise provided in this document, the Architect and CMa shall not have such authority. The term "Owner" means the

Owner or the Owner's authorized representative. The term “Court” shall, unless otherwise defined elsewhere in this contract, mean the Superior Court of the District of Columbia, the

District of Columbia Court of Appeals, or the District of Columbia Court System. The term

“District of Columbia Government” means all branches of the government of the District of

Columbia, including the District of Columbia Courts.

C.7.4 Contracting Officer (CO): The DC Courts’ Contracting Officer who possesses the appropriate contracting authority is the only DC Courts official authorized to contractually bind the DC

Courts through the execution of contract documents.

C.7.5 Contracting Officer’s Technical Representative (COTR): The COTR is responsible for the general administration of the contract and for advising the Contracting Officer regarding the

Offeror’s performance or nonperformance of contract requirements. In addition, the COTR is responsible for the day-to-day monitoring and supervision of the contract.

C.8 TO PROCESS

C.8.1 REQUEST FOR TO PROPOSAL

After developing the Scope of Work (SOW) for a TO, the DCC shall solicit price proposals through the IDIQ contract. Each TO shall be negotiated and awarded as Firm-Fixed-Price (FFP)

1. Request for TO Proposal – The DCC’s Contracting Officer shall transmit the SOW and other applicable requirements to the Offerors via a TO Request for Proposal (TRFP).

2. Response to TO Proposals – TO Proposals submitted in response to a TRFP shall be delivered to the CO within five (5) working days, unless otherwise specified by the CO.

Each TO Proposal shall include, at a minimum, the following information:

a. A brief description of the proposed services

b. Price Proposal (native excel file)

C.8.3 ISSUANCE AND ADMINISTRATION OF TO(S)

1. Issuance of TO - Individual TO proposals shall be evaluated and negotiated based on the

SOW provided with the TRFP letter. The DCC is under no obligation to issue TOs to the

Offeror. No compensation shall be provided for any time, efforts, or costs incurred in the preparation of proposals, estimates, or negotiations. If an agreement cannot be reached, the Court may elect to initiate negotiations with the next IDIQ contract holder, until an agreement is reached.

2. Upon issuance of a written Notice to Proceed (NTP) for a Task, the Offeror shall complete the work within the owner-specified schedule limits specified in the TO.

3. Invoicing TOs - Offeror shall submit invoices to the DCC upon achievement of approved milestones, subject to the review and approval by the COTR. Any discrepancies shall be resolved by the CO, whose decision shall be final.

a. The Offeror shall obtain written authorization in the form of a contract modification signed by the CO prior to implementing any change to the SOW.

END OF SECTION C

SECTION D: PACKAGING AND MARKING

D.1 All packaging and marking requirements for this contract shall, unless otherwise specified, be prepared and submitted by the Contractor to the DCC. Each document submitted under this contract shall include the following information on the cover:

a) Name and Business Address of the Contractor

b) Contract Number

c) Contract Title

d) TO Number and Description

e) Point of Contact

f) Purchase Order (PO) Number

g) Date of transmittal

END OF SECTION D

SECTION E: INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

E.1.1 As used in this clause, “Services” include all services performed, workmanship, and materials furnished or utilized in the performance of the contract.

E.1.2 The Contractor shall establish, maintain, and operate an inspection system acceptable to the Court that covers all services under this contract. Complete records of all inspection activities performed by the Contractor shall be maintained and made available to the Court during contract performance and such additional periods as required by the contract. The COTR is delegated the authority to inspect and accept all services, reports, and required deliverables or outputs, with the advice or assistance of the oversight independent contractor.

E.1.3 The Court has the right to inspect and test all services called for by the contract, to the extent practicable, at any time, and at any place during the term of the contract. Such inspections and tests shall be conducted in a manner that does not unduly delay the work.

E.1.4 If the Court conducts inspections or tests at the premises of the Contractor or any subcontractor, the Contractor shall furnish, at no additional charge, all reasonable facilities and assistance for the safe and convenient performance of these duties.

E.1.5 If any services do not conform to the contract requirements; the Courts may require the Contractor to re-perform the services in conformity with the contract requirements at no increase in the contract price. If the defects cannot be corrected by re-performance, the Courts may:

A) Require the Contractor to take all necessary actions to ensure future performance conforms to contract requirements; and/or

B) Reduce the contract price to reflect the reduced value of the nonconforming services performed.

E.1.6 If the Contractor fails to promptly re-perform the services or to take the necessary corrective action to ensure future performance in accordance with contract requirements, the Courts may:

(1) Perform the services by contract or otherwise, and charge the Contractor for any costs incurred by the Court that are directly related to the performance; or

(2) Terminate the contract for default.

END OF SECTION E

SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES

F.1 TERM OF CONTRACT

F.1.1 The IDIQ contract will be for a one-year base period and four (4) one-year option periods. The

IDIQ contract runs from the date of award through the end of the base year and any options that are exercised.

F.1.2 All TOs must be issued during the base year or option years only. While the Period of Performance

(POP) for a TO may extend beyond the final option year exercised. A TO cannot be issued outside the base year or exercised option years.

F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT

F.2.1 The Courts may extend the term of this contract for a period of one (1) year per option, up to four

(4) times, or for successive fractions thereof, by providing written notice to the Contractor prior to the expiration of the contract. The Courts will provide the Contractor with preliminary written notice of its intent to extend the Contract at least thirty (30) days before the contract expires; such preliminary notice does not obligate the Courts to exercise the option. The exercise of any option is subject to the availability of funds at the time the option is exercised. The Contractor may waive the thirty (30) day preliminary notice requirement by submitting a written waiver to the

Contracting Officer prior to expiration of the contract.

F.2.2 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

F.3 DELIVERABLES

F.3.1 All deliverables shall be as identified in each TO. The Offeror shall furnish all office supplies, materials, equipment, and employees required to meet and perform the requirements of each TO.

The Contractor shall provide the DCC’s COTR all deliverables with the following:

A. Native file format, B. Electronic PDF format;

F.3.2 Inspection Reports must comply with DOB requirements and include, at a minimum, the following:

• Project Name

• Contract Number (including TO number)

• DOB Building Permit Number

• Time

• Weather

• Hours

• Location of Inspection

• Type of Inspection

• Summary of Services Performed

• Non-compliance Log

F.3 STANDARD OF PERFORMANCE

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

Performance

Metric Required Service

Performance

Indicator Monitoring Method

Accuracy/

Completeness/

Technical

Proficiency

All work products shall be complete, accurate, and performed with techniques commensurate to the

SOW.

Draft and final work products shall be complete and accurate and be prepared in a technically competent and appropriate manner.

The COTR will review work products, which may include external peer review of deliverables, and the DCC reserves the right to conduct inspections and audits as necessary to ensure that the

Contractor’s services conform to the requirements of the applicable TO.

Timeliness All work products, including interim and final deliverables, shall be completed in accordance with the schedule to allow the

DCC to use them most effectively.

Contractor’s deliverables shall be provided in accordance with the schedule set forth in the contract and any schedules accepted by the Courts, unless otherwise modified with the concurrence of the

COTR.

The COTR will review deliverables based on the schedule and due dates defined in the TO and any updates accepted by the DCC during the contract period.

Responsiveness The Contractor shall be responsive to requests for clarification of submitted work products and to refinements to the work based on changing needs, provided such refinements are within the SOW.

The Contractor shall provide requested information and make adjustments to work products that a benefit the DCC in a timely manner without undue delay.

The COTR will review the

Contractor's ability to adjust task work in response to changing conditions, needs, and unforeseen circumstances.

Performance

Metric Required Service

Performance

Indicator Monitoring Method

Communication The Contractor shall proactively keep the DCC informed of all issues related to the performance of the task, including, but not limited to work progress, any issues affecting the

Contractor's ability to meet schedule or budget requirements and, any unforeseen logistical issues.

The Contractor shall provides regular updates on the progress of work under the TO and promptly notify the

COTR of any unanticipated circumstances that affect the program scope, schedule, budget, or operational logistics.

The COTR will review both regular and ad hoc updates, as well as other project-related communications.

F.4 KEY PERSONNEL - ROLES AND RESPONSIBILITIES

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

a) Project Manager

b) Building Professional-in-charge

c) Mechanical Inspector

d) Electrical Inspector

e) Fire Protection Inspector

One individual may serve in more than one key role, including Project Manager and Building

Professional-in-Charge, provided the Offeror clearly demonstrates that the individual is qualified to perform all assigned responsibilities and that adequate capacity and oversight will be maintained, subject to the approval of the Courts. The DCC reserves the right to reject proposed dual-role assignments that are deemed insufficient to meet the inspection demands of a specific project.

F.4.1 CHANGES TO KEY PERSONNEL

The personnel identified above are deemed key team personnel for the successful performance of a typical third-party TO contract. The Offeror shall notify the CO and the COTR as soon as possible of any proposed substitutions. No replacement shall be made by the Offeror without the prior written consent of the CO.

F.4.2 QUALIFICATIONS FOR KEY PERSONNEL

Resumes submitted by the Offeror shall include years of experience, a summary of experience relevant to the DCC’s facilities and requirements, education, professional credentials, registrations, certifications, and any awards and industry recognition. Key personnel are expected to fulfill the responsibilities described herein, meet the following minimum qualification requirements, and possess the required credentials:

A. Project Manager (PM): The PM shall serve as the lead Third-Party Code Inspection representative and the primary point of contact for the Third-Party Code Inspection team.

The PM is responsible for ensuring the delivery of the inspection services under the contract and shall lead the team in scheduling the appropriate inspectors and recommending approvals or rejections of inspection. The PM shall notify the general contractor and the DC Courts’ team, both orally and in writing, when unsafe working conditions are observed, and shall complete written inspection reports for each inspection performed.

B. Building Professional-in-Charge: Comply with the latest published version of the District of Columbia Third-Party Program Procedure Manual

C. Mechanical Inspector: Comply with the latest published version of the District of

Columbia Third-Party Program Procedure Manual

D. Electrical Inspector: Comply with the latest published version of the District of Columbia

Third-Party Program Procedure Manual

E. Fire Protection Inspector: Comply with the latest published version of the District of

Columbia Third-Party Program Procedure Manual

END OF SECTION F

SECTION G: CONTRACT ADMINISTRATION

G.1 PAYMENT/INVOICES

G.1.1 The Courts will make invoice payments under the terms and conditions specified in the contract.

The Contractor will be compensated upon completion and acceptance of the work as specified in the contract. Payments shall be considered as being made on the day a check is dated or the date of an electronic funds transfer. The contractor shall be compensated as set forth below.

G.1.2 Effective June 8, 2018 all invoices and payment request shall be submitted electronically through the U.S. Department of the Treasury’s Invoice Processing Platform (IPP) System using the “Bill to Agency” of Interior Business Center-FMD. The IPP website address is https://www.ipp.gov.

In addition, it is the vendor’s (Contractor’s) responsibility to be System for Awards Management

(SAM) registered and in IPP. The vendors (contractors) must be SAM registered in order to register in IPP. The SAM website address is https://www.sam.gov.

G.1.3 After contract and purchase order (PO) award, in order to receive payment, the Contractor must use the IPP website to register, access, and submit all invoice requests for payment(s). Assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email at

IPPCustomerSupport@discal.treasury.gov or by phone (866) 973-3131.

G.1.4 Payment request means any request for contract financing payment or invoice payment by the

Contractor. To constitute a proper invoice, at a minimum, the Contractor’s electronic invoice shall include the following information:

• Name and address of the Contractor

• Contract number

• Project name and address

• TO (TO) number

• Purchase Order (PO) number

• Invoice date

• Invoice number

• Name of the Contracting Officer Technical Representative (COTR)

• COTR email address

• Description, quantity, unit of measure, and extended price of the services or supplies rendered

• Original contract sum, change order value, sum to date, total complete to date, current payment due, and balance to finish

G.1.5 Once the electronic invoice has been submitted through IPP, no later than 2 business days from the electronic submission, the Contractor must email and/or mail to the COTR a copy of the electronic invoice along with all the required supporting documentation as stated in the contract.

G.1.6 The COTR shall review each electronic invoice for certification of receipt of satisfactory services prior to authorization of payment.

G.1.7 The invoice forms to be reported with the following elements:

https://www.ipp.gov/ https://www.sam.gov/ mailto:IPPCustomerSupport@discal.treasury.gov

TOTAL EXPENDITURES

(Document Number: XXX-X-XX-XXXX-XX)

Line

Item

Description Approved

Budget

Amt.

Voucher To

Date

Amt.

Voucher

This Period

Balance of

Approved

Budget

0001 $XXXX.XX $XXXX.XX

0002 $XXXX.XX $XXXX.XX

Total $XXXX.XX $XXXX.XX

Description Contract

Quantity Unit

Contract

Rate

Contract

Total

Amount

Completed

Previously

Amount

Completed

This

Period

Balance to Finish

Code

Compliance

Inspection

X Visits $XXX.XX $XXX.XX $XXX.XX $XXX.XX $XXX.XX

Project

Manager

Visit

X Hours $XXX.XX $XXX.XX $XXX.XX $XXX.XX $XXX.XX

TOTAL -- -- -- $XXX.XX $XXX.XX $XXX.XX $XXX.XX

The invoice shall include a certification, signed by an authorized representative of the Contractor, as follows:

The undersigned hereby certifies to the best of my knowledge and belief that the fiscal report and any attachments have been prepared from the books and records of the Contractor in accordance with the terms of this contract and are correct: the sum claimed under this contract is proper and due, and all the costs of contract performance (except as herewith reported in writing) have been paid, or to the extent allowed under the applicable payment clause, will be paid currently by the

Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the quantities and amounts involved are consistent with the requirements of this

Contract; all required Contracting Officer approvals have been obtained; and appropriate refund to The Court will be made promptly upon request in the event of disallowance of costs not reimbursable under the terms of this contract.

NAME: ___________________________________

TITLE: ___________________________________

DATE: ___________________________________

G.2 PROMPT PAYMENT ACT

The Courts will pay interest (late charge) on each electronically receipted and approved invoice pursuant to the Prompt Payment Act, 31 U.S.C. 3901 et seq.

G.2.1 TAX EXEMPT

The Courts is exempt from taxation pursuant to D.C. Code 47-2005(1).

G.3 BILLING/ PAYMENT CERTIFICATION

G.3.1 Payment to the Contractor for services satisfactorily performed shall be made by the Courts once the Contractor’s certified invoice has been approved by the COTR, or in the case of a dispute, subject to final determination by the Contracting Officer.

G.3.2 Based upon Applications for Payment submitted to the Courts by the Contractor, the Courts shall make progress payments on account of the Contract Sum to the Contractor as provided below and elsewhere in the Contract Documents.

G.3.3 The period covered by each Application for Payment shall be one calendar month ending on the last day of the month. One Application for Payment is required per TO, not an aggregate of all

TOs in one Application for Payment.

G.3.4 Notwithstanding any other payment terms in this contract, the Courts will make invoice payments under the terms and conditions in accordance with the Courts policies. The Courts shall make progress payments monthly as the work proceeds or at more frequent intervals as determined by the Contracting Officer, based on percentages of work accomplished which meets the standards of quality established under the contract, as approved by the Contracting Officer.

G.3.5 In the event DCC choose to delete specific portions of work, these identified and approved costs will be the firm costs deleted from the contract SOW. The contractor will not be allowed to modify these costs at a later date when determining potential contract cost credits.

G.3.6 Applications for Payment shall indicate the percentage of completion of each portion of the work as of the end of the period covered by the Application for Payment.

G.3.7 REFUND OF UNEARNED AMOUNTS

If the Contractor, after making a certified request for progress payments, discovers that a portion or all of such request constitutes a payment for performance by the Contractor that fails to conform to the specifications, terms, and conditions of this contract (hereinafter referred to as the

“unearned amount”), the Contractor shall—

(1) Notify the Contracting Officer of such performance deficiency; and

(2) Be obligated to pay the Government an amount (computed by the Contracting Officer in the manner provided in paragraph (j) of this clause) equal to interest on the unearned amount from the 8th day after the date of receipt of the unearned amount until—

(i) The date the Contractor notifies the Contracting Officer that the performance deficiency has been corrected; or

(ii) The date the Contractor reduces the amount of any subsequent certified request for progress payments by an amount equal to the unearned amount.

G.3.8 TITLE, LIABILITY, AND RESERVATION OF RIGHTS

All material and work covered by progress payments made shall, at the time of payment, become the sole property of the Government, but this shall not be construed as—

(1) Relieving the Contractor from the sole responsibility for all work upon which payments have been made; or

(2) Waiving the right of the Government to require the fulfillment of all of the terms of the

G.4 AUDITS

G.4.1 At any time or times before final payment and three (3) years thereafter, the Contracting Officer may have the Contractor’s invoices or vouchers and statements of costs audited. Any payment may be reduced by amounts found by the Contracting Officer not to constitute allowable costs as adjusted for prior overpayment or underpayment. In the event that all payments have been made to the Contractor by the Courts and a discrepancy of overpayment is found, the Courts shall be reimbursed for said overpayment within thirty (30) calendar days after written notification.

G.5 CONTRACTING OFFICER AND CONTRACTING OFFICER’S TECHNICAL

REPRESENTATIVE (COTR)

G.5.1 CONTRACTING OFFICER (CO)

The District of Columbia Courts’ Contracting Officer who has the appropriate contracting authority is the only Courts official authorized to contractually bind the Courts through signing contract documents. All correspondence to the Contracting Officer shall be forwarded to:

Geoffrey A. Mack, CO

CC: Kenneth L. Evans Jr

Senior Contract Specialist

District of Columbia Courts

510 4th Street N.W., Suite 326

Washington, D.C. 20001

G.5.2 CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR)

The COTR is responsible for general administration of the contract and advising the Contracting

Officer as to the Contractor’s performance or non-performance of the contract requirements. In addition, the COTR is responsible for the day-to-day monitoring and supervision of the contract.

The COTR shall be:

Aimee Miller

District of Columbia Courts

Capital Projects and Facilities Management Division

510 4th Street N.W., Suite 214 aimee.miller@dccsystem.gov

G.6 AUTHORIZED REPRESENTATIVE OF THE CONTRACTING OFFICER

G.6.1 The CO is the only person authorized to approve changes in any of the requirements of this file:///C:/Users/EvansKL/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/F2J4JWMC/kenneth.evans@dccsystem.gov file:///C:/Users/EvansKL/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/F2J4JWMC/aimee.miller@dccsystem.gov

G.6.2 The Contractor shall not comply with any order, directive or request that changes or modify the requirements of this contract, unless issued in writing and signed by the CO.

G.6.3 In the event the Contractor effects any change at the instruction or request of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any cost increase incurred as a result thereof.

G.7 CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR)

G.7.1 The COTR is responsible for general administration of the contract and advising the CO as to the

Contractor’s compliance or noncompliance with the contract. The COTR has the responsibility of ensuring the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in the contract. These include:

a. Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

b. Perform or cause to be performed, inspections necessary in connection with above and require the Contractor to correct all deficiencies; perform acceptance for the Government.

c. Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents shall be signed as "Cognizant Technical Officer" with a copy furnished to the Contracting Officer.

d. Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

e. Monitor the Contractor's performance and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work or problems.

f. Obtain necessary permits and appropriate identification if access to Government facilities is required. If to be provided, ensure that Government-furnished property is available when required.

G.7.2 Keeping the CO fully informed of any technical or contractual difficulties encountered during the performance period and advising the CO of any potential problem areas under the contract;

G.7.3 Coordinating site entry for Contractor personnel, if applicable;

G.7.4 Reviewing invoices for completed work and recommending approval by the CO if the

Contractor’s costs are consistent with the negotiated amounts and progress is satisfactory and commensurate with the rate of expenditure;

G.7.5 Reviewing and approving invoices for deliverables to ensure receipt of goods and services. This includes the timely processing of invoices and vouchers in accordance with the Courts payment provisions; and

G.7.6 Maintaining a file that includes all contract correspondence, modifications, records of inspections

(site, data, equipment) and invoice or vouchers.

G.7.7 The address and email of the COTR is:

Aimee Miller

Capital Projects and Facilities Management Division

510 4th Street N.W., Suite 214 aimee.miller@dccsystem.gov

G.7.8 The COTR shall NOT have the authority to:

a. To award, agree to or sign any contract, delivery order, or TO. Only the CO shall make contractual agreements, commitments or modifications;

b. Grant deviations from or waive any of the terms and conditions of the contract;

c. Increase the dollar limit of the contract or authorize work beyond the dollar limit of the contract,

d. Authorize the expenditure of funds by the Contractor;

e. Change the period of performance; or

f. Authorize the use of Courts property, except as specified in the contract.

G.7.9 THE RESULTANT CONTRACTOR IS HEREBY FOREWARNED THAT ABSENT THE

REQUISITE AUTHORITY OF THE COTR TO MAKE ANY SUCH CHANGES,

CONTRACTOR MAY BE HELD FULLY RESPONSIBLE FOR ANY CHANGES NOT

AUTHORIZED IN ADVANCE, IN WRITING, BY THE CONTRACTING OFFICER,

MAY BE DENIED COMPENSATION OR OTHER RELIEF FOR ANY ADDITIONAL

WORK PERFORMED THAT IS NOT SO AUTHORIZED, AND MAY BE ALSO BE

REQUIRED, AT NO ADDITIONAL COST TO THE COURTS, TO TAKE ALL

CORRECTIVE ACTION NECESSITATED BY REASON OF THE UNAUTHORIZED

CHANGES.

END OF SECTION G

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SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1 OFFEROR REQUIREMENTS

The DCC will consider only those firms that are able to demonstrate compliance with the following minimum qualifications requirements:

H.1.1 EXPERIENCE

• The firm shall employ licensed engineers, architects, or other qualified professionals with relevant education in civil, structural, or architectural engineering. Firms with personnel holding relevant academic backgrounds in these disciplines are preferred. The firm and/or its assigned key personnel shall hold a current certification with the Department of

Buildings (DOB), required. The firm shall demonstrate a working knowledge of applicable local, national, and international building codes, as supported by prior project experience.

The firm shall have demonstrated experience reading, interpreting, and working across all divisions of construction documents on comparable projects. The firm shall have prior experience providing commissioning, inspection, or special inspection services on projects of similar scope. Experience with courthouse facilities, historic structures, and occupied facilities undergoing modernization is desired. The firm shall have demonstrated experience coordinating directly with general contractors and subcontractors in a third-party inspection or oversight capacity. The firm shall demonstrate a track record of effective communication and coordination with clients, building personnel, contractors, and consultants, as supported through references or prior project documentation. All firm personnel assigned to this contract shall have completed OSHA 10-Hour Construction Course Training at minimum.

Documentation shall be provided upon request. The firm shall demonstrate organizational proficiency in Microsoft Office applications, including Word, Excel, and Outlook, and shall have the capability to utilize a Project Management Information System (PMIS).

Experience with a PMIS is required. DCC prefers firms who have successfully provided third-party inspection and special inspection services to other government agencies within the last ten (10) years from the date of the proposal submission. Firms with demonstrated government agency experience will be rated more favorably.

H.1.2 CAPACITY

Firms shall have the capacity to deliver the required services for multiple concurrent TOs. Third-

Party Code Inspector(s) shall submit inspection reports within two (2) business days of each inspection to the construction project COTR and (CMa) representative. The Third-Party Code

Inspector(s) shall be available to perform site inspections within 72 hours of a request.

H.2 OTHER CONTRACTORS AND CONSULTANTS

H.2.1 The Contractor shall not commit or permit any act that interferes with the performance of work by any other DCC Contractor or by any DCC employee.

H.2.2 Any contractors or consultants that assisted in the preparation of the RFP shall not participate in the resulting proposal and shall not assist in the successful contractor in implementing the contract in any consulting capacity.

H.3 DISCLOSURE OF INFORMATION

H.3.1 Any information made available by the District of Columbia Courts shall be used only for the purposes of carrying out the provisions of this contract and shall not be divulged nor made known in any manner to any person except as may be necessary in the performance of the contract.

H.3.2 In performance of this Contract, the Contractor agrees to assume responsibility for protection of the confidentiality of DCC records and that all work shall be performed under the supervision of the Contractor or the Contractor’s responsible employees.

H.3.3 Each office or employee of the Contractor to whom information may be available or disclosed shall be notified in writing by the Contractor that information disclosed to such officer or employee can be used only for a purpose and to the extent authorized herein, and that further disclosure of any such information, by any means, for a purpose or to an extent unauthorized herein, may subject the offender to criminal sanctions.

H.3.4 No information regarding the Contractor’s performance of the contract shall be disclosed by the

Contractor to anyone other than the District of Columbia Courts officials unless written approval is obtained in advance from the Contracting Officer.

H.4 DC COURTS’ RESPONSIBILITIES

The DCC will provide the Contractor with access to the available building site and building documents relevant to the TO assigned to the Contractor.

H.5 SECURITY REQUIREMENTS

The DCC is a unique environment for Contractors to perform work. There are levels of security that can hinder access to all areas of the buildings, such as, high-traffic areas, cell blocks, and secure areas for Judge and Jurors. Working in a building that includes many different levels of security can be challenging. The Contractor is required to obtain Court clearances for their project team and their subcontractors and obtain permission to work in secure areas. The DCC requirement for Contractor personnel to obtain a badge to have access to the buildings will be notified at the time of the award. The DC Courts will notify the Contractor of all such requirements as soon as practicable. If the procedures to acquire the security change, the

Contracting Officer will notify the Contractor of any new requirements as soon as practicable.

The Contractor shall satisfy security requirements as designated by the Contracting Officer.

Contractors should understand that some secure areas require work to be performed during off hours or with the accompaniment of Court Security Officers (CSO’s). These secure areas include the Executive office, Clerk of the Court’s office area, Judges’ Chambers, and U.S. Marshals

Space. A CSO and U.S. Marshal must be retained for security use by the Contractor when entering these areas.

H.6 CONTRACTOR MANAGEMENT RESPONSIBILITY

The Contractor’s Project Manager shall serve as the Contractor's Authorized Representative for the technical and administrative performance of all services required hereunder. The PM shall be the single point of contact through whom all Contractor and Court communications, work, coordination and technical direction shall flow.

H.7 SUSPENSION OF THE WORK

(a) The Contracting Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period that the CO determines appropriate for the convenience of the DCC.

(b) If the performance of all or any part of the work is, for an unreasonable period of time, suspended, delayed, or interrupted (1) by an act of the CO in the administration of this contract, or (2) by the CO’s failure to act within the time specified in this contract (or within a reasonable time if not specified)an adjustment shall be made for any increase in the cost of performance of this contract (excluding profit) necessarily caused by the unreasonable suspension, delay, or interruption, and the contract modified in writing accordingly.

However, no adjustment shall be made under this clause for any suspension, delay, or interruption to the extent that performance would have been so suspended, delayed, or interrupted by any other cause, including the fault or negligence of the Contractor, or for which an equitable adjustment is provided for or excluded under any other term or condition of this contract.

(c) A claim under this clause shall not be allowed:

1. For any costs incurred more than twenty (20) calendar days before the Contractor shall have notified the Contracting Officer in writing of the act or failure to act involved

(but this requirement shall not apply as to a claim resulting from a suspension order);

and

2. Unless the claim, in an amount stated, is asserted in writing as soon as practicable after the termination of the suspension, delay, or interruption, but not later than the date of final payment under the contract.

H.8 USE OF PREMISES

H.8.1 The Contractor shall comply with the regulations governing the operation of premises, which are occupied and shall perform his contract in such a manner as not to interrupt or interfere with the conduct of Court.

H.8.2 Any work necessary to be performed after regular working hours, on Saturdays, Sundays or legal holidays, shall be performed without additional expense to the Court.

H.8.3 The Contractor shall use only such entrances to the work area as designated by the COTR.

H.8.4 Any work, once started, shall be completed as rapidly as possible and without unnecessary delay.

H.8.5 All work shall be performed in such manner as to cause minimum interference with or disruption of normal activities and traffic in the building, and minimum noises or disturbances to the occupants.

H.9 ACCESS TO BUILDING

H.9.1 Contractor will be given access to all buildings where work will be performed.

H.9.2 Contractor will be given access to buildings only on…