RFQ_No__DCSC-17-RFQ-0025_-_Pre_-Adjudicated_Screening_Services_for_Youth_Entering_the_D_C__Courts'_Juvenile_Justice_System.pdf

DCSC-17-RFQ-0025

CONTRACTING OFFICER

THE DISTRICT OF COLUMBIA COURTS

REQUEST FOR QUOTATION

(This Is Not An Order) Page 1 of 1 ADDRESS REPLY: reginald.ramdat@dcsc.gov 616 H Street, N.W.; Suite 612, Washington, D.C. 20001 Please Contact: Reginald Ramdat Telephone No.: 202-879-2865 Facsimile No. : 202-879-2835 Your Quotation Must Be Received at the Above Address Not Later Than

January 30, 2017, by 1:00 p.m., EST

DELIVER, ALL CHARGES PREPAID, TO:

D.C. Superior Court

REQUISITION REFERENCE

DCSC-17-RFQ-0025 -

Pre Adjudicated Screening Services for Youth

NOTE: YOUR BID MUST BE INCLUSIVE OF DELIVERY COST

DC COURTS IS TAX EXEMPT.

ITEM NO. Articles or Services (Also District or Federal Stock No. If Any)

The D. C. Courts are soliciting resumes, and supplemental information from qualified applicants to provide Pre Adjudicated Screening Services for Youth entering the District of Columbia’s Juvenile Justice System under the supervision of CSSD staff. The Courts anticipate making multiple contract awards. The work to be performed shall be in accordance with Attachment 1 – Statement of Work (SOW) & Instructions.

The response must include a cover letter (limited to two (2) pages), a resume or curriculum vitae, any and all relevant licensing credentials specific to the field of criminal justice and social work, a minimum of three (3) references, of which at least two (2) must be professional references.

SUBMITTED BY_____________________________________

(Signature of Person Authorized to Sign)

TITLE____________________________DATE_____________

ATTACHMENT 1

STATEMENT OF WORK & INSTRUCTIONS

FOR

INITIAL INTAKE SCREENING & SUPPORT

FOR THE DISTRICT OF COLUMBIA COURT

SOCIAL SERVICES DIVISION (CSSD)

SECTION A:

A.1 INTRODUCTION:

This Statement of Work (SOW) is issued by the District of Columbia (D.C.) Courts, Superior Court, Family Court Social Services Division - CSSD. The CSSD has identified a need for four (4) qualified Independent Contractors to provide pre -adjudicated screening services for youth entering the District of Columbia’s juvenile justice system through the Juvenile Intake Services I and II Offices. An immediate need has been identified to ensure that all youth entering the District’s juvenile justice system are screened and administered a Risk Assessment Instrument utilized by the CSSD to determine the risk of youth not returning for a scheduled Initial Hearing or reoffending in the community prior to the Initial Hearing. The Courts anticipate making multiple contract awards. The contract period shall be for four (4) months with an option to extend the contract for an additional eight (8) months or a fraction or multiple fractions thereof. Selected Contractors will also be required to provide up to forty (40) hours of service delivery per week under this solicitation.

B.1 BACKGROUND:

The Superior Court of the District of Columbia, Court Social Services Division (CSSD) serves as the pre and post disposition juvenile probation agency for the Nation’s Capitol.

CSSD is responsible for serving and supervising all juveniles remaining under the jurisdiction of the Family Court, frequently referred to as the “front end” of the City’s juvenile justice system. Those juveniles include: 1.) All newly arrested youth entering the Court system in juvenile delinquency cases; 2.) Persons in Need of Supervision - PINS cases (e.g., youth referred for truancy and/or youth referred for habitual running away);

and 3.) Juveniles court-ordered to post-disposition probation case management, services coordination, and/or supervision/monitoring. The mission of CSSD is to determine if petitioning a case through the Court is appropriate based on the seriousness of the offense, delinquency history and social factors. If Court involvement is appropriate CSSD will assist in the rehabilitation of youth through the provision of comprehensive intervention services and probation supervision while enhancing public safety to prevent recidivism and protect the community. CSSD is responsible for all youth involved in DC’s juvenile justice system who are not committed to the Department of Youth Rehabilitation Services (DYRS); that is those who are awaiting trial and those on probation. The Court Social Services Division focuses on the strengths, challenges and identified needs of each individual youth within the context of the family. To ensure public safety and address the developmental needs of District youth under probation supervision, the CSSD enhances its therapeutic services delivery, supervision, and interventions with objectively based and culturally grounded innovations. To achieve these objectives, CSSD must identify the self-reported and also attempt to access the unacknowledged mental and behavioral health needs of every youth entering the City’s juvenile system. The CSSD Intake services operate 24 hours per day, 365 days per year.

Critical screening and identification must be staffed and orchestrated in a manner that covers all youth. Contingent upon the outcome of the screening assessment(s), youth may be eligible for a variety of therapeutic, diversion and intervention programming. The Contractors will coordinate with Child Guidance Clinic – CGC screeners to ensure the safety of the youth and to recommend appropriate mental health interventions and recommend treatment services to address the youth’s individual behavioral health needs.

Currently, the Court Social Services Division - CSSD is responsible for augmenting traditional intake methods through adjunct tools under the supervision of its Child Guidance Clinic - CGC, the behavioral health diagnostic assessment and clinical research branch of the Division. At this time, the Conners Behavioral Rating Scale (CBRS or Conners) is used during the intake phase to identify youth who show elevated risk for being sexually trafficked, substance abuse and need mental health intervention. The Intake Contractors and CGC Screeners will coordinate to discuss mental health and behavioral findings that may require emergency intervention. All related recommendations will be provided in a summary report and will be included in the Intake II casework packet which will be transferred to the Intake I Office and the findings will be presented by the Intake I probation officers before the Court at the Initial Hearing.

SECTION C:

CONTRACTOR TASKS AND RESPONSIBILITIES

C.1 Each Contractor will be responsible to complete the following activities:

1. Administering screening assessments to each youth admitted to Intake II;

2. Scoring the Risk Assessment Instrument – RAI and integrating other screening tool summaries with the Intake Summary Report and the casework packet;

3. Write documentation on Intake Data Collection Log, Night Intake OAG Transmittal and in Court View;

4. Review and Assess Truancy referrals and complete contact notices to the Probation Officer of Record, the educational institution making the referral and the Office of the Attorney General;

5. Assist in transporting youth home or to a Court designated facility in the community as needed;

6. Research court history to rule out any active Juvenile Custody Orders as requested by D.C. Jail and the Department of Youth and Rehabilitative Services – DYRS;

7. Transporting overnight casework to Juvenile Intake I Office by 7:30 AM as requested.

C.2 Administering Screening Assessment and Conduct Interview

The Contractor shall initiate the screening procedure upon receipt of the arrest package provided by law enforcement, receipt of the Lock Up List via email or by request from Intake I staff or Court officials who are forwarding the youth to Intake II for processing.

The Contractor shall conduct a search through the Court database system to assess delinquency history and determine if there are open cases before the Court. If the youth has been committed to DYRS or remanded to a shelter house placement in the community the Contractor shall contact the agency or the placement to inquire about the youth’s adjustment, Unusual Incident Reports, structured activities and related behaviors.

If no prior case information is found the Contractor shall initiate a Juvenile Social File. If there is a former closed case the Contractor shall re-open the case.

If no youth has been admitted for screening within an hour the Contractor shall contact the Juvenile Processing Center – JPC at MPD and inquire if youth are being held to be transported and processed. If there are youth present request Lock Up List information and begin the screening process prior to the youth’s arrival. If you are not given the requested information place documentation on the bottom of the Intake II Data Collection Log. document the time of the call and the officer unable to provide the requested information. All relevant findings shall be documented in Court View, the Intake II Data Collection Log, OAG, Intake Summary Report, Release/Detention forms.

C.3. Scoring the Risk Assessment Instrument

The Contractor shall complete the RAI based on the information in the arrest packet provided by law enforcement and the delinquency history in Court View. Accuracy of scoring is important. Consult with CGC Screeners if mental and behavioral health issues are identified. Attach the CGC Summary Report to the casework for the same youth and place in the overnight casework packet.

C.4 Documentation for Intake II Casework

Documentation for Intake II Data Collection Log, Night Intake II OAG Transmittal and Court View must be accurate and consistent with information provided in the interview with the youth and the parent/legal guardian. The contractor shall determine if the youth is released into the community until the scheduled Initial Hearing or if they should be held overnight in the Youth Services Center – YSC based on the policies and procedures of the Intake II Office. The Contractor shall provide copies of casework to the Supervisory Probation Officer- SPO of the Intake II Office for review.

C.5 Truancy Case Referrals

The Contractor shall review assigned truancy referrals and assess if there is adequate documentation, appropriate intervention attempted by the school, verify that contact was made with the parent or diligent effort was made to reach the parent. Verify that the youth does not have an open delinquency case before the Court, is a resident of the District of Columbia and is not older than 17 years and 10 months when the referral is received. Complete notification forms to the Probation Officer of Record if appropriate, referring educational institution, and the OAG. Document the recommendation in Court View. Complete cases and submit them to the SPO within 7 days of receipt.

C.6 Transporting Youth

The Contractor shall accompany Delinquency Prevention Unit staff or probation officers while transporting the youth to their homes and Court Ordered placements.

C.7 Clearing Cases for Release

The Contractor shall verify that referred youth have no active Juvenile Custody Orders upon request from D.C. Jail and DYRS. The Contractor shall provide the following authorized information (1) parent/guardian information; (2) verify if there are any active cases with conditions that might prevent the youth from being placed in the community;

(3) the names of all prescribed medication; (4) Court issued Stay Away Orders; (5) school information.

C.8 Transfer of Casework to Intake I

The Contractor shall verify that the information inside the casework packet has the accurate number of cases and that copies are made of each case. The Contractor shall verify the truancy referral package. The packages shall be hand delivered to a Deputy Clerk in Intake I Office Room 4206. If driving the Contractor, after submitting their name and license number to the executive office through the SPO, may park under the Moultrie Court Building, located at 500 Indiana Ave., NW Washington D.C.

C.9 PERIOD OF PERFORMANCE:

The contract period shall be for four (4) months with an option to extend the contract for an additional eight (8) months or a fraction or multiple fractions thereof. The date of contract award shall be the date the Contracting Officer signs the contract document.

C.91. OPTION PERIOD:

The Courts may extend the term of this contract for an additional eight (8) months, or a fraction, or multiple fractions thereof, by written notice to the Contractor before the expiration of the contract, provided that the Courts shall give the Contractor a preliminary written notice of its intent to extend at least 10 days before the contract expires. If the

Courts exercise its option to extend the contract, Contractor shall be compensated at the same rate specified in the contract. The preliminary notice does not commit the Courts to an extension. The Contractor may waive the 10-day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract. If the Courts exercise this option, the extended contract shall be considered to include this option provision. The exercise of any option under this contract is contingent upon the appropriation of funds for the respective option period.

However, the availability of funds does not obligate the Courts to exercise this option year. The total duration of this contract including the exercise of any options under this clause, shall not exceed one (1) year.

C.10 MINIMUM QUALIFICATIONS AND EXPERIENCE:

Contractors selected for this solicitation shall have an undergraduate degree and/or a master’s degree, or currently pursuing an advanced level graduate degree in the field of criminal justice, social work, psychology, counseling or similarly related curricula. The response must include any and all relevant degrees, licensing credentials specific to the field of criminal justice and social work. Experience with the juvenile population is preferable.

C.11 SALARY/RATE:

Compensation shall be based on the following:

Bachelorette Degree with between 0 and 4 years of experience

$54,972.00 Annual $26.43 Per Hour 40 Hours Per Week

Bachelorette Degree with at least 5 years of experience

$62,303.00 Annual $29.95 Per Hour 40 Hours Per Week

Masters Degree between 0 and 4 years of experience

$66,510.00 Annual $31.98 Per Hour 40 Hours Per Week

Masters Degree with at least 5 years of experience

$75,377.00 Annual $36.24 Per Hour 40 Hours Per Week

C.12 DELIVERABLES:

All Deliverables shall be in a form and manner acceptable to the Courts. The Contractor shall provide to the Contracting Officer’s Technical Representative (COTR) the deliverables specified below within the designated time frames:

C.12.1 The Contractor shall submit a weekly report detailing the number of screenings conducted, and brief monthly progress reports summarizing weekly activities conducted via email. The report shall include the following information on each participant:

a. Date of Contact

b. Type of Contact

c. Site of Contact

d. Number of youth screened following referral

e. Number of youth screened within five (5) days of initial hearing

f. Brief outline detailing findings for each youth referred for a subsequent assessment

C.13 PAYMENT AND INVOICES

The Contractor shall be compensated at the established hourly rate. The Contractor shall submit an invoice for payment on a bi-weekly basis from the date of contract execution.

Invoices shall be prepared in duplicate and submitted to the Contracting Officer’s Technical representative (COTR) and the D.C. Courts Accounting Branch for review and approval. The COTR shall review and approve or reject invoices . Following approval, the invoices will be sent by the COTR to the Budget & Finances Division for the processing of payments. At a minimum, the Contractor’s Invoice shall include the following information:

1. Name and Address of the Contractor;

2. Contract Number/Contract Order Number;

3. Invoice Date;

4. Service Description;

5. Contractor’s Electronic Fund Transfer (EFT), routing identification (bank name and code);

6. Signature certifying that services were provided as agreed and invoiced;

7. Name, Title, and Phone Number of person to be notified in the event of a defective invoice; and

8. Time and attendance documentation and verification forms

C.13.1 Submit Invoices to:

Michael Barnes, Ph.D., Acting Deputy Director 510 4th St., NW Washington, DC 20001 202.508.1751

C.13.2 A duplicate copy of each invoice shall also be submitted to the D.C. Courts Accounting

Branch:

Accounting Supervisor Budget and Finance Division D.C. Courts

616 H Street, N.W., Suite 600 Washington, D.C. 20001

202-879-2813

C.13.3 Billing/Payment Certification

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.

C.14 Audits

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) days after written notification.

C.15 CONTRACTING OFFICER (CO):

Contracts will be entered into and signed on behalf of the Courts only by contracting officer. The name, address and telephone number of the Contracting Officer is:

Louis W. Parker Administrative Officer Administrative Services Division District of Columbia Courts

616 H Street, N.W., Suite 622 Washington, DC 20001

C.15.1 Authorized Changes by the Contracting Officer:

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract.

C.16 Contracting Officer’s Technical Representative (COTR):

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

Contracting Officer as to the Contractor’s compliance or noncompliance with the contract. In addition, the COTR is responsible for the day-to-day monitoring and supervision of the contract, of ensuring that the work conforms to the requirements of this contract and such other responsibilities and authorities as may be specified in the contract. The COTR or her Designee is authorized to place orders under this contract. The COTR for this contract is:

Michael Barnes, Ph.D., Acting Deputy Director 510 4th St., NW Washington, DC 20001 202.508.1751 Email: michael.barnes@dcsc.gov

b. The COTR shall not have authority to make any changes in the specifications or scope of work or terms and conditions of the contract.

c. The 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 also be required, at no additional cost to the Court, to take all corrective action necessitated by reason of the unauthorized changes.

C.17 CONTRACTOR’S CLEARANCE AND BACKGROUND REQUIREMENTS -

CRIMINAL BACKGROUND CHECKS

C.17.1 The District of Columbia Courts (Courts) shall require name based FBI fingerprint and

Child Protection Registry clearance criminal background checks by means of fingerprints and National Criminal Information Center checks and procedures through the D.C.

Metropolitan Police Department (MPD) and the Child Protection Registries of Washington, D.C. (DC), Maryland (MD) and Virginia (VA).

C.17.2 Within three (3) days of request by the Contracting Officer the Offeror/ Contractor shall submit a completed District of Columbia Courts Security Clearance Form with information for each employee, consultant, trainee, volunteer and other personnel of the Contractor providing services including but not limited to those having direct contact with children (under the age of 18) or with individuals with intellectual disabilities, or providing services for the Criminal Division so a criminal background check may be conducted.

C.17.3 Within three (3) days of request by the Contracting Officer the Offeror/ Contractor shall submit a completed and notarized Child Protective Registry forms for DC, MD and VA. The Contracting Officer shall obtain clearance, through the Child and Family Services Agency (CFSA) Child Protective Register (CPR), for all Contractor personnel providing services with direct contact with children (under the age of 18) and with individuals with intellectual disabilities, to include salaried personnel, consultants, trainees, volunteers and all other personnel.

C.17.4 The Contractor shall inform the Contracting Officer in writing, of any changes in staff, to include the full legal names of new or substituted key personnel under this contract. The Contractor shall inform the Contracting Officer of any changes prior to services being provided by replacement personnel. All key personnel changes are subject to the prior approval of the Contracting Officer.

mailto:michael.barnes@dcsc.gov

C.17.5 The Courts shall require a Child Protective Register check on an annual basis, and a MPD criminal background check every two (2) years for personnel listed in Sections C.17.2 and C.17.3 above.

C.17.6 The Offeror shall submit traffic record checks, with their proposal, on any personnel who would be required to drive motor vehicles to transport children or individuals with intellectual disabilities in the course of performing services under this contract. A pattern of disregard for traffic regulations, particularly where there has been a conviction for driving under the influence of intoxicants or drugs, may be cause for rejection.

C.17.7 The Courts reserves the right to reject any current or proposed person providing services under this contract based on the outcome of the criminal background, CPR or traffic record checks. No person who has been convicted of, pleaded nolo contendere, been found not guilty by reason of insanity, or is on probation before judgment or placement of a case upon a stet docket, for any of the offenses listed in sections (C.17.9)(1), (5), (7) or

(8) of this Article, shall be permitted to provide services with direct contact with children or individuals with intellectual disabilities.

C.17.8The offeror shall submit, with its offer, a signed District of Columbia Courts Background Check Statement affirmation (Attachment 3) for each person whom a criminal background check and Child Protective Registry check is required under Sections C.17.2 and C.17.3 of this Section stating whether or not the person:

(1) Has been convicted of any of the felony offenses listed in Section C.17.9 of this

Article, or their equivalent, in the District of Columbia, or in any state or territory;

(2) Has pleaded nolo contendere to any of the felony offenses listed in section C of this Article, or their equivalent, in the District of Columbia, or in any state or territory;

(3) Is on probation before judgment or placement upon a stet docket of a case involving any of the felony offenses listed in section C.17.9, or their equivalent, in the District of Columbia, or in any state or territory; and

(4) Has been found not guilty by reason of insanity, for any sexual offense or intra-family offense in the District of Columbia; or for any of the felony offenses listed in section C of this Article, or their equivalent, in the District of Columbia, or in any state or territory.

C.17.9 The list of felony offenses referred to in section C.17.8.1 of this Article are as follows:

(1) Murder, attempted murder, manslaughter, or arson;

(2) Assault, battery, assault with a dangerous weapon, mayhem, malicious disfigurement, or threats to do bodily harm;

(3) Burglary;

(4) Robbery;

(5) Kidnapping;

(6) Illegal use or possession of a firearm;

(7) Sexual offenses, including indecent exposure; promoting, procuring, compelling, soliciting, or engaging in prostitution; corrupting minors (sexual relations with children); molesting; voyeurism; committing sex acts in public; incest; rape; sexual assault; sexual battery; or sexual abuse; but excluding sodomy between consenting adults;

(8) Child abuse or cruelty to children;

(9) Unlawful distribution or possession of or possession with intent to distribute a controlled substance;

(10) Theft, fraud, forgery, extortion, blackmail, larceny, or identity theft.

C.17.10The Court shall maintain a personnel file on each Contractor containing a cover letter, up-to-date resume or curriculum vitae detailing education and work experience as well as any current applicable licenses and certifications, a list of at least three (3) references, verification of the most recent college degree and a current job description detailing the work undertaken by the Contractor. The Contractor shall inform the COTR immediately of any and all issues arising, which may impede fulfillment of contractual obligations.

The Court shall provide orientation sessions for each contractor detailing administrative procedures, services encompassing those required by Contract scope, CSSD’s policies and practices to be adhered to under this contract.

C.17.11A Contractor that provides services as a covered child or youth services provider, as defined in section 202(3) of the Child and Youth, Safety and Health Omnibus Amendment Act of 2004, effective April 13, 2005 (D.C. Law 15-353; D.C. Official Code § 4-1501.01 et seq.), as amended (in this section, the “Act”), shall obtain criminal history records to investigate persons applying for employment, in either a compensated or an unsupervised volunteer position, as well as its current employees and unsupervised volunteers. The Contractor shall request criminal background checks for the following positions: All individuals providing direct service to the child, including volunteers.

C.17.12 The Contractor may not sub-contract services, nor can he or she make an offer of appointment to any individual (volunteer or other) whose position brings him or her into direct or indirect contact with CSSD youth.

C.17.13 Unless otherwise specified herein, the Court may conduct periodic criminal background checks throughout the duration of this contract.

C.18 MANDATORY REPORTING

The Contractor shall ensure that upon personally observing an incident of alleged or actual child abuse, neglect or fatality, having any other information indicating an alleged or actual risk to a child/children health or safety, he or she will make an immediate oral report and a written report within twenty-four (24) hours to the CFSA’s twenty (24) hour Child Abuse and Abuse and Neglect Hotline (202 671-SAFE).

C.18.1 The Contractor shall ensure that notification is made within (24) hours to the assigned

COTR, Probation Officer, and Office of the Director.

C.18.2 The Contractor shall ensure that the written report includes, but need not be limited to, the following information if the person making the report knows:

a. The child/children who is the subject of the report;

b. Each of the child/children siblings;

c. Each of the child/children parents or other persons responsible for the child/children’s care

d. The nature and extent of the abuse or neglect of the child/children and any previous abuse or neglect, if known; and

e. All other information which the person making the report believes may be helpful in establishing the cause of the abuse or neglect and the identity of the person responsible for the abuse or neglect.

C.19 CONFIDENTIALITY:

During the course of this contract, the Contractor will have access to information that is deemed confidential by Federal and/or District Laws. Likewise, Contractors in this position will be held to Standard 4 (Privacy and Confidentiality) of the Ethical Principles of Psychologists and Code of Conduct by the American Psychological Association (2002 with 2010 Amendments). A copy of this document will be provided upon orientation.

The Contractor shall protect and hold strictly confidential all information to which the Contractor has access during the course of work under this contract. Contractor shall not disclose, directly or indirectly, any such information to third parties or use it for any purpose other than the work under this contract. Upon conclusion of work under this contract, the Contractor shall return any and all information and materials obtained from CSSD and any copies to CSSD.

C.20 COMPLETION OF CONTRACT:

Contractor shall have fulfilled its obligation when the Court determines the Contractor has consistently provided services as described in the Statement of Work (DC Courts Contract) until the end of the contract period.

C.21 COURTS RESPONSIBILITIES:

C.21.1 The Court shall evaluate the effectiveness of services provided by selected Contractors based upon on the above factors delineated in paragraph C.1 on through paragraph C.1.8

C.21.2 The Court shall work closely with Contractors.

C.21.3 The Court shall provide space for Contractors to fulfill obligations.

C.21.4 The Contractor shall be prepared to commence delivery of services detailed herein beginning upon notification by the Court..

C.21.5 The Court is responsible for providing all training, assessment and support materials.

SECTION D:

D.1 QUESTIONS CONCERNING THIS REQUEST MUST BE DIRECTED BY

EMAIL TO:

Reginald Ramdat Senior Contract Specialist

Procurement and Contracts Branch Administrative Services Division District of Columbia Courts Telephone: 202-879-2865 Email Address: reginald.ramdat@dcsc.gov

D.2 All questions must be submitted by email no later than January 18, 2017 by 1:00 p.m.

D.3 REQUEST FOR QUOTATION (RFQ) SUBMISSION:

Eligible offerors must submit a response to this request on or before close of business 1:00 p.m., January 30, 2017. The response must include a cover letter (limited to two (2) pages), a resume or curriculum vitae, any and all relevant licensing credentials specific to the field of criminal justice and social work, a minimum of three (3) references, of which at least two (2) must be professional references. Each Offeror shall submit one (1) original and three (3) copies (if mail or hand delivery) of their response. Each response shall be properly indexed and include all information requested in this RFQ. Offerors may submit responses either by e-mail, U.S. mail or by hand delivery/courier services.

A. Offerors submitting their responses by e-mail must e-mail their responses to the following address:

Reginald.ramdat@dcsc.gov

B. Offerors submitting their responses by U.S. mail must mail their responses to the following address:

District of Columbia Courts Administrative Services Division

Procurement and Contracts Branch Attn: Reginald Ramdat, Senior Contract Specialist 616 H Street, N.W., Suite 612 mailto:reginald.ramdat@dcsc.gov mailto:Reginald.ramdat@dcsc.gov

Washington, D.C. 20001

C. Offerors submitting their responses by hand delivery/courier services must hand deliver their responses to the following address:

District of Columbia Courts Administrative Services Division

Procurement and Contracts Branch Attn: Reginald Ramdat, Senior Contract Specialist 701 7th Street, N.W., Suite 612 Washington, D.C. 20001

D.4 APPLICABILITY OF GENERAL PROVISIONS APPLICABLE TO THE

D.C. COURTS CONTRACTS:

The General Provisions Applicable to D.C. Courts Contracts (Attachment 2) shall be applicable to the contract resulting from this solicitation.

D.5 RESTRICTION ON DISCLOSURE AND USE OF DATA:

Offerors who include in their proposals data that they do not want disclosed to the public or used by the Courts except for use in the procurement process shall so state in their proposal.

D.6 ETHICS IN PUBLIC CONTRACTING:

The Offeror shall familiarize itself with the Court's policy entitled "Ethics In Public Contracting". The Offeror shall abide by such provisions in submission of its proposal and performance of any contract awarded.

D.7 DISPUTES:

Any dispute arising under or out of this contract is subject to the provisions of Chapter 8 of the Procurement Guidelines of the District of Columbia Courts.

D.8 LAWS AND REGULATIONS:

All applicable laws, Courts rules, procurement guidelines and regulations shall apply to the contract throughout, and they will be considered to be included in the contract the same as though herein written out in full.

D.9 NON-DISCRIMINATION:

The Contractor agrees that it will comply with the nondiscrimination requirements set forth in D.C. Code, Section 2-1402.11(2001) which will be incorporated into any contract awarded. The Contractor agrees to comply with requests from the Courts to support the Contractor's adherence to this section.

D.10 DISCLOSURE OF INFORMATION:

D.10.1 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.

D.10.2 In performance of this Contract, the Contractor agrees to assume responsibility for protection of the confidentiality of Courts records and that all work shall be performed under the supervision of the Contractor or the Contractor’s responsible employees.

D.10.3 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.

D.10.4 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.

D.11 PUBLICITY:

The Contractor shall at all times obtain the prior written approval from the Court’s Contracting Officer before it, any of its officers, agents, employees or subcontractors, either during or after expiration or termination of the contract, make any statement or issue any material, for publication through any medium of communication, bearing on the work performed or data collected under this contract.

D.12 TYPE OF CONTRACT:

This is a firm-fixed hourly rate contract.

D.13 GOVERNING LAW:

This contract shall be construed in accordance with the laws of the District of Columbia, the D.C. Courts and federal government.

SECTION E:

E.1 EVALUATION CRITERIA:

The following criteria with a point system of relative importance with an aggregate total of one hundred points will be utilized to evaluate each response:

Item No.

EVALUATION CRITERIA MAXIMUM

POINTS

A. QUALIFICATION:

Relevant Qualification/Education. (Please refer to Section C.10)

0 - 60

B. EXPERIENCE:

Relevant Experience. (Please refer to Section C.10)

0 – 40

TOTAL 100

E.2 Contract award will be based on the evaluation criteria. The Court may schedule interviews with the offerors who are determined to be highly qualified based on the evaluation criteria set forth above.

PLEASE NOTE: ALL CHILD PROTECTION REGISTER CHECK FORMS MUST HAVE

ORIGINAL SIGNATURE AND MUST BE HAND-DELIVERY/COURIER OR MAIL TO:

Ms. Dianne King, Esq.

Attorney Advisor Administrative Services Division DC Courts 616H Street, N.W.

Suite 616

(202) 879-4261

FAX OR E-MAIL COPIES OF THE FORMS WILL NOT BE ACCEPTED.

DISTRICT OF COLUMBIA COURTS

GENERAL PROVISIONS

FOR USE WITH COURTS’

SUPPLY & SERVICES CONTRACTS

(Revised 2008)

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH

SUITE 622

616 H STREET, N.W.,

WASHINGTON, D.C. 20001

Revised 2008

ATTACHMENT A

D.C. COURTS GENERAL CONTRACT PROVISIONS

(Revised 2008)

1. Definitions

2. Changes

3. Transfers

4. Waiver

5. Indemnification

6. Patents and Copyrights

7. Covenant Against Contingent Fees

8. Quality

9. Health And Safety Standards

10. Inspection Of Supplies

11. Inspection Of Services

12. Payment

13. Taxes

14. Appointment of Attorney

15. Termination for Default

16. Termination for Convenience of the Court

17. Termination of Contracts for Certain Crimes and Violations

18. Protests and Disputes

19. Independent Contractor Relationship

20. Security

21. Officials not to Benefit

22. Retention and Examination of Books

23. Recovery of Debts Owed the Court

24. Appropriation of Funds

25. Non-Discrimination in Employment

26. Buy American Act

27. Service Contract Act of 1965

28. Walsh-Healey Public Contracts Act……………………… ……………………… 23

29. Governing Law

30. Multiyear Contract

1. Definitions.

The term “Contracting Officer” shall mean the Executive Officer of the District of Columbia Courts or her or his authorized representative. The term “Court” shall, depending on how that term is 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. If the Contractor is an individual, the term “Contractor” shall mean the Contractor, his or her heir(s), executors and administrators. If the Contractor is a corporation, the “Contractor” shall mean the Contractor and its successor. The term “District of Columbia government” shall mean all the branches of the government of the District of Columbia, including the District of Columbia Courts.

2. Changes.

The Contracting Officer may at any time, by written order, and without notice to the sureties, if any, make changes in this contract within the general scope hereof. If such change causes an increase or decrease in the cost of performance of this contract, or in the time required for performance, an equitable adjustment shall be made. Any claim for adjustment under this paragraph must be asserted within ten (10) days from the date the change is offered, provided however, that the Contracting Officer, may, in his or her discretion receive, consider and adjust any such claim asserted at any time prior to the final settlement of the contract. If the parties fail to agree upon the adjustment to be made, the dispute shall be determined in accordance with Clause 18. Nothing in this clause shall excuse the Contractor from proceeding with the contract as changed.

3. Transfers.

This contract or any interest herein shall not be transferred by either the Court or the Contractor except upon written permission of the other party.

4. Waiver.

The waiver of any breach of this contract will not constitute a waiver of any subsequent breach thereof, nor a waiver of this contract.

5. Indemnification (Revised 11/24/08).

(a) The Contractor shall indemnify and save harmless the Court and its officers, agents and employees from and against any and all claims, losses, liabilities, penalties, fines, forfeitures, demands, causes of action, suits and expenses incidental thereto (including the cost of defense and attorneys' fees) resulting from, arising out of, or in any way connected to any act, omission or default of the Contractor, its officers, agents, employees, servants or its subcontractors, or any other person acting for or by permission of the Contractor in the performance of this contract, regardless of whether or not any damage resulting from the

Contractor's act, omission or default is caused in part by the Court. The Contractor assumes all risks for direct and indirect damage or injury to the property or persons used or employed in performance of this Contract. The Contractor shall also repair or replace any Court property that is damaged by the Contractor, Contractor's officers, employees, agents, servants, subcontractors, or any other person acting for or by permission of the Contractor While performing work hereunder.

(b) The indemnification obligation under this clause shall not be limited by the existence of any insurance policy or by any limitation on the amount or type of damages, compensation or benefits payable by or for Contractor or any subcontractor, and shall survive the termination of this Contract. The Court agrees to give Contractor written notice of any claim of indemnity under this clause. Additionally, Contractor shall have the right and sole authority to control the defense or settlement of such claim, provided that no contribution or action by the Court is required in connection with the settlement. Monies due or to become due the Contractor under the contract maybe retained by the District as necessary to satisfy any outstanding claim which the District may have against the Contractor.

(c) The Contractor shall indemnify and save harmless the Court and its officers, agents, Servants and employees from liability of any nature or kind, including costs and expenses, for or on account of the use of any patented or unpatented invention, item or process, manufactured or used in the performance of this contract, including their use by the Court, unless otherwise specifically stipulated in the contract.

(d) The Contractors hall indemnify and save harmless the Court and its officers, agents, Servants and employees against any claim for copyright infringement relating to any work produced, used or delivered under this contract.

6. Patents and Copyrights.

(a) The Contractor shall not make application for a patent or copyright on any invention, item or process produced under this contract except with the written permission of the Court.

The Court shall have an irrevocable nonexclusive royalty free license with the right to sublicense in any invention conceived or first actually reduced to practice in the course of or under this contract or any subcontract thereunder.

(b) All reports, programs, manuals, discs, tapes, card desks, listing, and other materials prepared by or worked upon by the Contractor’s employees under this Agreement shall belong exclusively to the Court.

(c) Contractor agrees not to publish or disclose any material first prepared under this Agreement without prior permission of the Court.

(d) Contractor will not knowingly include any work copyrighted by others in any material prepared under this Agreement unless it obtained either prior permission from the Court or an irrevocable royalty free license for the Court in such work.

(e) Contractor agrees to give the Court all assistance reasonably required to protest the rights defined in these provisions.

7. Covenant Against Contingent Fees.

The Contractor warrants that no person or agency has been employed or retained to solicit or secure the contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting a bona fide employee or agency maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, the Court shall have the right to terminate this contract without liability or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of the commission, percentage, brokerage, or contingent fee.

8. Quality.

Contractor’s workmanship shall be of the highest grade, and all materials provided under this Contract shall be new, of the best quality and grade, and suitable in every respect for the purpose intended.

9. Health And Safety Standards.

Items delivered under this contract shall conform to all requirements of the Occupational Safety and Health Act of 1970, as amended (“OSHA”), and Department of Labor Regulations under OSHA, and all Federal requirements in effect at time of bid opening/proposal submission.

10. Inspection Of Supplies.

(a) “Supplies,” as used in this clause, includes, but is not limited to raw materials, components, intermediate assemblies, end products, and lots of supplies.

(b) The Contractor shall be responsible for the materials or supplies covered by this contract until they are delivered at the designated point, but the Contractor shall bear all risk on rejected materials or supplies after notification of rejection. Upon the Contractor’s failure to cure within ten (10) days after date of notification, the Court may return the rejected materials or supplies to the Contractor at the Contractor’s risk and expense.

(c) The Contractor shall provide and maintain an inspection system acceptable to the Court covering supplies under this contract and shall tender to the Court for acceptance only supplies that have been inspected in accordance with the inspection system and have been found by the Contractor to be in conformity with contract requirements. As part of the system, the Contractor shall prepare records evidencing all inspections made under the system and the outcome. These records shall be kept complete and made available to the Court during contract performance and for as long afterwards as the contract requires. The Court may perform reviews and evaluations as reasonably necessary to ascertain compliance with this paragraph. These reviews and evaluations shall be conducted in a manner that will not unduly delay the contract work. The right of review, whether exercised or not, does not relieve the Contractor of the obligations under this contract.

(d) The Court has the right to inspect and test all supplies called for by the contract, to the extent practicable, at all places and times, including the period of manufacture, and in any event before acceptance. The Court will perform inspections and tests in a manner that will not unduly delay the work. The Court assumes no contractual obligation to perform any inspection and test for the benefit of the Contractor unless specifically set forth elsewhere in the contract.

(e) If the Court performs inspection or test on the premises of the Contractor or subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, without additional charge, all reasonable facilities and assistance for the safe and convenient performance of these duties. Except as otherwise provided in the contract, the Court will bear the expense of Court inspections or tests made at other than Contractor’s or subcontractor’s premises; provided, that in case of rejection, the Court will not be liable for any reduction in the value of inspection or test samples.

(1) When supplies are not ready at the time specified by the Contractor for inspection or test, the Contracting Officer may charge to the Contractor the additional cost of inspection or test.

(2) Contracting Officer may also charge the Contractor for any additional cost of inspection or test when prior rejection makes reinspection or retest necessary.

(f) The Court has the right either to reject or to require correction of nonconforming supplies. Supplies are nonconforming when they are defective in material or workmanship or otherwise not in conformity with contract requirements. The Court may reject nonconforming supplies with or without disposition instructions.

(g) The Contractor shall remove supplies rejected or required to be corrected. However, the Contracting Officer may require or permit correction in place, promptly after notice, by and at the expense of the Contractor. The Contractor shall not tender for acceptance corrected or rejected supplies without disclosing the former rejection or requirement for correction, and when required, shall disclose the corrective action taken.

(h) If the Contractor fails to remove, replace, or correct rejected supplies that are required to be replaced or corrected within ten (10) days, the Court may either (1) by contract or otherwise, remove, replace or correct the supplies and charge the cost to the Contractor or (2) terminate the contract for default. Unless the Contractor corrects or replaces the supplies within the delivery schedule, the Contracting Officer may require their delivery and make an equitable price reduction. Failure to agree to a price reduction shall be a dispute.

(i) If this contract provides for the performance of Court quality assurance at source, and if requested by the Court, the Contractor shall furnish advance notification of the time (i) when Contractor inspection or tests will be performed in accordance with the terms and conditions of the contract, and (ii) when the supplies will be ready for Court inspection.

(j) The Court request shall specify the period and method of the advance notification and the Court representative to whom it shall be furnished. Requests shall not require more than 2 business days of advance notification if the Court representative is in residence in the Contractor’s plant, nor more than 7 business days in other instances.

(k) The Court will accept or reject supplies as promptly as practicable after delivery, unless otherwise provided in the contract. Court failure to inspect and accept or reject the supplies shall not relieve the Contractor from responsibility, nor impose liability upon the Court, for non-conforming supplies.

(l) Inspections and tests by the Court do not relieve the Contractor of responsibility for defects or other failures to meet contract requirements discovered before acceptance.

Acceptance shall be conclusive, except for latent defects, fraud, gross mistakes amounting to fraud, or as otherwise provided in the contract.

(m) If acceptance is not conclusive for any of the reasons in subparagraph (l) hereof, the Court, in addition to any other rights and remedies provided by law, or under provisions of this contract, shall have the right to require the Contractor (1) at no increase in contract price, to correct or replace the defective or nonconforming supplies at the original point of delivery or at the Contractor’s plant at the Contracting Officer’s election, and in accordance with a reasonable delivery schedule as may be agreed upon between the Contractor and the Contracting Officer; provided, that the Contracting Officer may require a reduction in contract price if the Contractor fails to meet such delivery schedule, or (2) within a reasonable time after receipt by the Contractor of notice of defects or noncompliance, to repay such portion of the contract as is equitable under the circumstances if the Contracting Officer elects not to require correction or replacement.