Solicitation-_PgM_services_RFP.pdf

DISTRICT OF COLUMBIA COURTS

SOLICITATION, OFFER AND AWARD

FOR SUPPLIES, OR SERVICES

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: July, 9, 2018

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH OPENING DATE: August 20, 2018

616 H STREET, N.W., ROOM 612 OPENING TIME: 3:00 PM

WASHINGTON, D.C. 20001

SOLICITATION NUMBER: DCSC-18-RFP-0110

OFFER/BID FOR: DC Courts PgM Services MARKET TYPE: Open Market

TYPE OF SOLICITATION: Sealed

Proposals (RFP)

TABLE OF CONTENTS

a. Sealed offers in original and __4__ copies to perform the w ork required are due at the place specified in Item 8 by

August20, 2018 at 3:00 PM (date).

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

X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 45

X B Supplies or Services & Price /Cost 2 X I Contract Clauses 56

X C Description/Specs. Work Statement 5 X J List of Attachments 65

X D Packaging and Marking 25 X K Representation Certificates 67

X E Inspection and Acceptance 26 X L Instructions, Conditions, Notices 73

X F Deliveries and Performance 27 X M Evaluation Factors for Award 87

X G Contract Administration Data 39

OFFER (TO BE COMPLETED BY OFFEROR) Note: In sealed bid solicitations “Offer” and “Offeror” mean “Bid” and

“Bidder.”

The undersigned offers and agrees that, with respect to all terms and conditions accepted by the District of Columbia Courts under

“AWARD” below, this offer and the provisions of the RFP/IFB will constitute a Formal Contract.

OFFEROR

Name and title of Person Authorized to Sign Offer:

(Type or Print)

Name:

Street:

City, State:

Zip Code:

Signature

(Seal)

Date:

Area Code &

Telephone Number:

Impress

Corporate

Seal

Corporate (Seal)

(Secretary) _____________________________________ (Attest)

AWARD (To be completed by the District of Columbia Courts)

CONTRACT NO._________________________________________________AWARD AMOUNT $_______________________

ACCEPTED AS TO THE FOLLOWING ITEMS:

DISTRICT OF COLUMBIA COURTS

BY:___________________________________

CONTRACTING OFFICER

CONTRACT PERIOD: __________________________________________ ______________________________________

AWARD DATE

All written communications regarding this solicitation should be addressed to the Contracting Officer and should be directed by e-mail to Flor Rivera, Contract

Specialist at maria.rivera@dcsc.gov .

mailto:maria.rivera@dcsc.gov

This solicitation is open market procurement.

PART I

SECTION B - SUPPLIES OR SERVICES AND PRICE/COST

B.1 SERVICES : The District of Columbia Courts (the Courts) are seeking a qualified

Contractor who is interested in partnering with the Courts and the Capital Projects and

Facilities Management Division (CPFMD) to formulate a Program Management Office

(PgMO).

B.1.1 The Courts' objective for any resultant contract is to structure a framework that will support a successful partnership between the Courts, the CPFMD and the Contractor and will enable the Courts to achieve its yearly objectives within cost, scope, on schedule, and to acceptable levels of quality, safety and performance.

B1.2 TERM OF THE CONTRACT: The term of the contract will be three years (3) from date of award with one two (2) option years. The date of award shall be the date the

Contracting Officer signs the contract document.

B.2 CONTRACT TYPE: The Courts contemplate the award of a Cost-Plus-Fixed -Fee

(CPFF) contract resulting from this solicitation. For the consideration set forth below, the

Contractor shall provide the deliverables or outputs described in Section F in accordance with the performance standards specified in Section F based on the description/Specifications/Work Statement found in Section C of this solicitation document.

B.3 The Pre-Proposal Briefing (On-site Meeting) will be held on July 17, 2018 at 10:00 am at:

District of Columbia Courts

Capital Projects and Facilities Management Division

701 7 th

Street, N.W., Suite 617

Washington, D.C. 20001

Offerors shall provide the following information no later than July 15:

a) Full name of attendee

b) Name of the Company affiliated with

B.4 ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

The Offeror shall submit a price schedule, for a base period of three years and two option years, for the services specified and in accordance with Section C, Description/Specifications/Work Statement, of this Request for Proposal (RFP).

(a) The estimated cost for the 36-month base period of the performance of the work required hereunder, exclusive of fee is $__________. The fixed fee is $________. The estimated cost plus fixed fee is $__________.

(b) The estimated cost for the 24-month option period of the performance of the work required hereunder, exclusive of fee is $__________. The fixed fee is $________. The estimated cost plus fixed fee is $__________.

(c) Within the estimated cost plus fixed fee specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the

Contractor (and payment of fee) for performance hereunder is $___________. The

Contractor shall not exceed the aforesaid obligated amount.

B.5 BUDGET

Cost Element: Base Period Option Period

Labor (Salary + Fringe) $________ $________

Subcontractors//Consultants $________ $________

Other Direct Cost $________ $________

Indirect Costs $________ $________

Sub Total $________ $________

Fixed Fee $________ $________

Total Est. Cost plus Fee $________ $________

B.6 INDIRECT COSTS

For the Prime Contractor:

Indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated or predetermined rates and the appropriate bases:

Description Rate %

Indirect

Fringe Benefits

Fee

B.7 COST REIMBURSABLE

The costs allowable shall be limited to reasonable, allocable and necessary costs determined in accordance with:

(1) For the purpose of reimbursing allowable costs (except as provided in paragraph

(b)(2) of this clause, the term “costs” includes only—

(i) Those recorded costs that, at the time of the request for reimbursement, the Contractor has paid by cash, check, or other form of actual payment for items or services purchased directly for the contract;

(ii) When the Contractor is not delinquent in paying costs of contract performance in the ordinary course of business, costs incurred, but not necessarily paid, for—

(A) Supplies and services purchased directly for the contract and associated financing payments to subcontractors, provided payments determined due will be made—

(1) In accordance with the terms and conditions of a subcontract or invoice; and

(2) Ordinarily within thirty (30) calendar days of the submission of the Contractor’s payment request to the Court;

(B) Direct labor;

(C) Other direct in-house costs; and

(D) Properly allocable and allowable indirect costs, as shown in the proposal records; and

(iii) The amount of financing payments that have been paid by cash, check, or other forms of payment to subcontractors.

B.8 PAYMENT OF FIXED FEE

Payment of fixed fee may be made upon receipt of a proper invoice. Fixed Fee, shall be allocated based upon the proportion of the labor provided over the period covered by the invoice. In the event the Contractor does not provide the total Level of Effort stipulated in the contract budget, the total amount of fixed fee will be reduced in similar proportion.

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 PURPOSE

C.1.1 The Courts are seeking a Contractor to provide agency Program Management (PgM) services and be an integrated part of the existing CPFMD team. The Contractor will support the Courts to formulate a PgMO that will improve the CPFMD’s overall performance, support the Courts to meet their strategic goals, support the Courts to meet their financial goals, and improve project performance and resolve project level issues by refining and institutionalizing standards for managing projects across the organization’s program.

The Courts expectation is that the PgM firm will support the CPFMD in program management, budget planning, project planning, organizing, securing, managing resources, procurement planning, design management, construction management to achieve specific CPFMD goals. The PgM firm will integrate into CPFMD to conform the

PgMO for The Courts. The PgMO will lead the management and communication among multiple contractors, including the Courts Architect of Record (AOR), and the

Construction Management (CM) contractor, with clear roles defined for all players. Refer to Attachment J.11, Capital Projects and Facilities Management Division Standard

Operating Procedures (CPFMD SOP) for an organizational chart of the existing CPFMD team and a list of all CPFMD and contractor personnel.

C.2 BACKGROUND

C.2.1 The Courts is comprised of the DC Court of Appeals, the DC Superior Court and the DC

Court System. The CPFMD is part of the DC Court System—providing shared services to the DC Court of Appeals and the DC Superior Court. The DC Courts currently maintain 1.2 million gross square feet (GSF) of space within five (5) Courts-owned buildings in Judiciary Square and maintain the grounds surrounding those buildings.

C.2.2 The Courts’ Judiciary Square campus is comprised of the following five (5) Courts-owned buildings (Refer to Attachment J.12, “The District of Columbia Courts Facilities

Master Plan dated November 15, 2013” for a more detailed description of the campus):

500 Indiana Avenue N.W. (H. Carl Moultrie Courthouse)

515 5th St. NW (known as Building A)

510 4th St. NW (known as Building B)

410 E St. NW (known as Building C)

430 E St. NW (known as Building D/the Historic Courthouse)

C.2.3 Currently, the Courts temporarily house personnel in one (1) leased building near

Judiciary Square where alterations and improvements are made by the Courts prior to or during occupation of the leased building:

616 H St. NW (known as the Gallery Place building)

C.2.4 Additionally, the Courts lease seven (7) satellite offices throughout the District of

Columbia and one (1) disaster recovery (DR) site located in Germantown, Maryland where alterations and improvements are made by the Courts prior to or during occupation of the leased building. Over the next five years, the Courts anticipates making approximately $4.5 M in improvements to one satellite office.

C.2.5 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 comprising 462,660 occupiable square feet (OSF)/ 680,000 gross square feet (GSF), containing over 90 courtrooms and hearing rooms, and is the focus of most court activities. It is an 8-story building with a full level of parking below.

The H. Carl Moultrie Courthouse is south of Indiana Avenue opposite the DC Court of Appeals.

C.2.6 Located in close proximity to the Moultrie Courthouse are 515 5th Street, NW

(64,544 OSF/113,000 GSF), 510 4

th

Street, NW (68,713 OSF/107,000 GSF), 410 E

Street, NW (27,468 OSF, and 430 E Street, NW (59,779 OSF/115,300 GSF).

C.2.7 Over the next five (5) years, the Courts has four (4) major renovation initiatives ongoing and planned that requires the Courts to have a Contractor in place who has experience providing integrated agency PgM services for interrelated projects, over multiple sites, varying in scale and complexity. It is the expectation of the Courts that the Contractor facilitate full integration/communication and lead the Courts personnel, the Courts’ construction management (CM) teams, and other Courts’ contractors and vendors who will be procured to manage the following program initiatives:

C.2.7.1 Completion of the C Street Addition on the east side of the H. Carl Moultrie

Courthouse at 500 Indiana Ave N.W. and all interrelated projects in Judiciary Square

C.2.7.2 Completion of C Street Addition/Phase2B (Refer to Attachment J.13, C Street

Addition Phase 2B Furniture Plans—62,649 gross square feet (GSF), 6-level addition with green roof consisting of office space, public space, 6 trial courtrooms and judge’s chambers; goal of LEED Platinum certification

C.2.7.3 Completion of projects interrelated with completion of the C Street Addition— referred to by the CPFMD as Phase 2B concurrent projects, Phase 2B support projects and post Phase 2B projects:

C.2.7.3.1 HCMCB (West) Renovate 3rd Floor Courtroom Sets (approximately 17,200

GSF) that consists of courtrooms, jury rooms and witness rooms

C.2.7.3.2 HCMCB (East/Suite 4485) Renovate Interim Juvenile Intake & Re-Configure

Mental Health (approximately 3,000 GSF). Space type to be renovated consists of standard office space.

C.2.7.3.3 HCMCB (East/Suite C600) Re-Locate Security Closet to Support USMS (small security closet)

C.2.7.3.4 HCMCB (East/Suite C600) Re-Locate IT Closet to Support USMS (small IT closet)

C.2.7.3.5 HCMCB (East/C Level) Construct Reserve Offices and Renovate Public

Corridors (approximately 3,900 GSF). Space type to be renovated consists of standard office space and public corridors.

C.2.7.3.6 HCMCB (East/C600) Renovate for USMS Administrative Consolidation

(approximately 3,100 GSF). Space type to be renovated consists of standard office space.

C.2.7.3.7 HCMCB (East/4th Level) Construct Training & Conference Rooms, Juror’s

Lounge & Juror’s Business Center, Public Restrooms, Video Conference Rm

(approximately 15,700 GSF)

C.2.7.3.8 HCMCB (East/Suite 1195) Renovate Security Office (approximately 800 GSF).

Space type to be renovated consists of standard office space.

C.2.7.3.9 HCMCB (East/C Level) Renovate Press Rm, Pre-Trial Services & Forensic

Psychiatrists (approximately 1,300 GSF). Space type to be renovated consists of standard office space.

C.2.8 Relocation of DC Courts personnel from leased space at 616 H Street (Gallery

Place) to DC Courts-owned space in Judiciary Square:

C.2.8.1 Includes complete renovation of Building B at 510 4 th

Street—(4 floors, approximately 69,000 OSF/107,000 GSF, LEED Silver minimum req.). Space type to be renovated consists of standard office space, courtrooms, jury rooms and chambers.

C.2.8.2 Includes minor renovations of office space in Building A at 515 5 th

Street

(approximately 3,100 GSF). Space type to be renovated consists of standard office space.

C.2.9 Complete systematic multi-year renovation of 60+ courtroom sets (courtrooms, jury rooms and witness rooms) and chambers throughout DC Courts’ facilities in

Judiciary Square.

C.2.9.1 It will require that the Contractor updates of the DC Courts Design Standards

(Attachment J.14) to incorporate the latest/contemporary courtroom design trends and courtroom technologies sufficient to meet “DC Courts Strategic Plan 2018-

2022 Goal IV: Resilient and Responsive Technology” (Attachment J.15)

C.2.9.2 Requires emphasis and expertise on current innovative courtroom IT and security technologies.

C.2.10 Planning and completion of operation and maintenance facility projects using an average of $1.5-$2 million in operating funds annually.

C.2.11 The only initiative funded to date is the completion of the C Street Addition to the east side of the H. Carl Moultrie Courthouse at 500 Indiana Ave N.W. (Phase 2B), detailed in Sections C.2.7.1 – C.2.7.2) and all interrelated projects in Judiciary

Square (listed in sections C.2.7.3.1 – C.2.7.3.9), therefore the Contractor will be required to provide personnel to appropriate levels depending on capital and operating funding received in future years and provide personnel who are experienced enough to “dual hat” or fill more than one position should capital and operating funding received from the Office of Management and Budget (OMB) be minimal. In addition, the Contractor shall provide personnel who are flexible enough to provide support both at the program and the project level. Section F identifies key personnel who the DC Courts anticipate may be required to “dual hat” or fill more than one position.

C.2.12 The Court’s expectation is that the Contractor provide all program management services and owner’s representative services required to carry out all the Courts’ initiatives to support the Courts’ in planning future initiatives out to 2030. It is expected that these services will be fully integrated to have the effect of a unified

PgMO and will be sufficient to complete the following deliverables, at a minimum, within specified timeframes (summarized in Section F):

C.3 REQUIRED SERVICES

The Contractor who is interested in partnering with the Courts and the CPFMD to formulate and become an integrated part of the Program Management Office

(PgMO) will play a key role supporting the Courts to achieve the following objectives:

1. Improve the CPFMD’s overall performance

2. Support the CPFMD and DC Courts to meet strategic goals

3. Support the CPFMD and DC Courts to meet financial goals

C.4 IMPROVE THE CPFMD’S OVERALL PERFORMANCE

The Contractor selected shall provide sufficient services to formulate and become an integrated part of the Program Management Office (PgMO) operating with the objective to improve the CPFMD’s overall performance. In addition, the Contractor shall provide deliverables sufficient to justify that the objective is being met.

Below is a list of items that the Courts deems essential to meeting this objective. This list of items is not meant to be prescriptive, but identifies the expectations of the Courts and should provide the Contractor with a baseline for developing a plan to meet the objective:

C.4.1 CPFMD Standard Operating Procedures (CPFMD SOP)

The Contractor selected shall promote an integrated team approach from inception and planning of the CPFMD’s program and projects to supporting the entire CPFMD team

(to include CPFMD personnel, contractor personnel and vendors) to successfully deliver all projects within scope, schedule, budget and to an acceptable level of quality and safety.

C.4.1.1 The Contractor shall provide all services necessary to lead the effort to release, coach and ensure compliance with the CPFMD Standard Operating Procedures (SOP) program-wide. A plan by which the Contractor will do so shall be provided to the

CPFMD leadership for acceptance within ninety (90) calendar days of contract award.

C.4.1.2 In an effort to standardize processes and identify responsibilities program-wide, the

CPFMD has made a considerable effort to develop a Standard Operation Procedures

(SOP) manual (Attachment, J11). The CPFMD SOP has not been officially released to the CPFMD personnel, contractor personnel or vendors for compliance.

C.4.1.3 The Contractor selected shall not only operate in compliance with the CPFMD SOP, but shall also support the CPFMD by providing sufficient services to complete the following tasks related to the CPFMD SOP:

a) Lead the effort to officially release the CPFMD SOP to the entire CPFMD team (to include all CPFMD personnel, contractor personnel, and vendors),

b) Ensure program-wide compliance with the CPFMD SOP once released

c) Revise the CPFMD SOP bi-annually to include all operational changes, improvements and lessons learned and any other relevant updates in alignment with industry standard practices

d) Ensure that the requirement to comply with the CPFMD SOP is incorporated into all future service contracts solicited and awarded by the CPFMD.

e) Provide contracting acquisition strategy and delivery method determination support based on the best fit for individual projects or contract type and revise the CPFMD SOP to reflect the implementation of different acquisition strategies and delivery methods employed by the CPFMD. (Note: Review of the most current version of the CPFMD

SOP will reveal that the most common acquisition strategy for projects that CPFMD executes has historically been design-bid-build, therefore the CPFMD SOP has been written within that project delivery context) .

C.4.2 CPFMD Naming Convention

The Contractor selected shall provide all services necessary to lead the effort to finalize, release and ensure compliance with the CPFMD naming convention program-wide. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within thirty (30) calendar days of contract award.

C.4.2.1 In an effort to standardize documentation and improve tracking efforts program-wide, the CPFMD has developed a naming convention to be used for all the projects. The naming convention has not been officially released to the CPFMD personnel, contractor personnel or vendors for compliance.

C.4.2.2 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to the CPFMD naming convention:

a. Lead the effort to review, finalize and release the CPFMD naming convention to the entire CPFMD team (to include CPFMD personnel, contractor personnel and vendors)

b. Ensure program-wide compliance with the CPFMD naming convention once released.

Compliance shall extend to all deliverables required by all CPFMD contracts—soft copy, hard copy, online, share point, shared file and shared drive documents, presentations, reports, drawings, schedules, etc.

c. Ensure that the requirement to comply with the CPFMD naming convention is incorporated into all contracts solicited and awarded by the CPFMD in the future.

C.4.3 CPFMD Document Control Standard .The Contractor shall provide all services necessary to lead the effort to finalize develop, release, coach and ensure compliance with a program and project document control standard. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within sixty (60) calendar days of contract award.

C.4.3.1 In an effort to standardize a file storage and retrieval processes program-wide, the

CPFMD has adopted standard hard copy (binder), soft copy (shared drive) and online

(www.procoretech.com) file structures by which to store and retrieve program and project files. The hard copy, soft copy and online file structures have not been reviewed, integrated and officially released to the CPFMD personnel, contractor personnel or vendors as a program-wide document control standard.

C.4.3.2 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to a program-wide document control standard:

http://www.procoretech.com)/

a) Lead the effort to review all soft copy, hard copy, online, share point software, etc.

formats for storing and retrieving program and project files with the intent of developing an integrated program-level and project-level document control standard.

b) Provide a program-wide document control standard that integrates soft copy, hard copy, online, share point software methods into a format that is consistent among hard copy, soft copy and online formats.

c) After acceptance of the document control standard by the CPFMD, finalize and release the document control standard to the entire CPFMD team (to include CPFMD personnel, contractor personnel and vendors) for compliance.

d) After release; plan, schedule and conduct tutorials/instructional sessions to demonstrate to the entire CPFMD team how to create, file, deliver and retrieve files, etc. in a manner that is consistent with the approved CPFMD document control standard

e) After tutorials, ensure program-wide compliance with the document control standard.

f) Ensure that the requirement to comply with the document control standard is incorporated into all contracts solicited and awarded by the CPFMD in the future.

C.4.4 CPFMD Electronic Data Standard. The Contractor shall provide all services necessary to lead the effort to develop, release, coach and ensure compliance with an electronic data standard. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within one hundred and twenty (120) calendar days of contract award.

C.4.4.1 An A/E contractor who has provided design services to the CPFMD for approximately fifteen (15) years is in the process of (1) transferring a back log of architectural studies, drawings and as-built records to a share point site to be accessed by DC Courts for retrieval in the future and (2) uploading drawings to newly purchased facilities management software (FM Systems) that will be used by the CPFMD in the future.

C.4.4.2 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to an electronic data standard:

a) Develop requirements (to be validated by the CPFMD leadership) for an electronic data standard that facilitates the provision of timely, accurate and consistent electronic data that will be used to populate FM Systems and other project management and facility management software that the CPFMD is currently using and is planning to use in the future.

b) After requirements are validated, propose an electronic data standard for acceptance by the CPFMD leadership that refers to all drawings, text documents, presentations, cataloging and indexing attributes, and databases used in the design, construction and commissioning efforts.

c) After acceptance of the electronic data standard by the CPFMD, finalize and release the electronic data standard to the entire CPFMD team (to include CPFMD personnel, contractor personnel and vendors).

d) After release of the electronic data standards, plan, schedule and conduct tutorials/instructional sessions as required to demonstrate to the entire CPFMD team members who will review electronic submissions how to identify if electronic data standards are being met.

e) After tutorials, ensure program-wide compliance with the electronic data standard

f) Ensure that the requirement to comply with the electronic data standard is incorporated into all contracts solicited and awarded by the CPFMD in the future.

C.4.5 CPFMD Division 01—General Requirements Specification (Attachment, J.17). The

Contractor selected shall provide all services necessary to lead the effort to review, complete customization, release and ensure compliance with the CPFMD’s Division

01—General Requirements specification. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within sixty (60) calendar days of contract award.

C.4.5.1 In an effort to standardize operational specifications program-wide, the CPFMD has slightly customized the Division 01—General Requirements section of the Construction

Management Institute’s (CSI’s) Master Format standard to develop general requirements for all capital projects awarded by the DC Courts.

C.4.5.2 The customized Division 01—General Requirements specification has been incorporated as a requirement in some construction contracts awarded by the CPFMD, but has not consistently been incorporated as a requirement in all contracts awarded by the CPFMD program-wide. In order to be able to do that, the Division 01—General

Requirements specification requires further customization.

C.4.5.3 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to the CPFMD Division 01—General

Requirements specification:

a) Lead the effort to further customize the existing Division 01—General Requirements specification for acceptance by the Courts.

b) After acceptance by the Courts, ensure compliance with the Division 01—General

Requirements specification once customization is complete and a revised version is released.

c) Ensure that the requirement to comply with the Division 01—General Requirements specification is attached to all contracts solicited and awarded by the CPFMD in the future as a standard requirement.

C.4.6 CPFMD Integrated Program Schedule (CPFMD IPS) (Attachment, J.18)

The Contractor selected shall be responsible for managing the program schedule and shall provide all services necessary to lead the effort to complete, maintain, and publish quarterly updates of the CPFMD IPS. A plan by which the Contractor will do so shall be provided to the CPFMD leadership for acceptance within sixty (60) calendar days of contract award.

C.4.6.1 The CPFMD has begun the effort to overhaul the existing CPFMD IPS to include all ongoing and planned projects through 2023 so that it may be used as a tool to track progress of ongoing projects against the planned and budgeted program as well as help plan and award future projects and required contractor personnel and vendors according to the budgeted elements of the Courts’ master planning documents.

C.4.6.2 The Contractor selected shall support the CPFMD on all schedule-related activities program-wide by providing sufficient services to complete the following tasks, at a minimum, related to the CPFMD IPS:

a) Complete the CPFMD IPS to include all ongoing, planned and budgeted projects through the end of fiscal year 2025. The CPFMD IPS shall be fully cost-loaded and shall capture all critical path relationships and touch points program-wide.

b) Once completed, maintain the CPFMD IPS in alignment with all Courts’ planning documents as they are updated and in compliance with the CPFMD naming convention released by the Contractor.

c) Develop standard project schedule submission requirements for all CPFMD construction contracts awarded. Schedule submission requirements should address the following, at a minimum:

i. General schedule submittal format and content

ii. Initial schedule, baseline schedule, and integrated project

iii. schedule requirements

iv. Resource loading and cost loading requirements

v. Activity, critical path, and narrative requirements

vi. Major completion milestone and milestone roll-up

vii. requirements

viii. Schedule acceptance criteria and process

d) After standard project schedule submission requirements are developed; plan, schedule and conduct tutorials/instructional sessions as required to ensure the entire CPFMD team

(to include all CPFMD personnel, contractor personnel and vendors) are informed of the new requirement to be enforced program-wide.

e) After standard project schedule submission requirements are developed ensure inclusion in CPFMD Division 01—General Requirements specification.

f) After standard project schedule submission requirements are developed, the Contractor shall review all project schedule submissions to ensure program-wide compliance with standards.

g) Assist the DC Courts with earned value analysis of integrated project schedules and the

CPFMD IPS and developing “what if” scenarios in response to program scope, budget and schedule information calls and presentation requests from the CPFMD team members, members of the DC Courts Executive Office, the Clerk of the Courts, the

Chief Judges, members of the Joint Committee on Judicial Administration, DC Courts

Building and Grounds Committee, OMB, the US Marshall Service, and other relevant stakeholders.

h) Support the CPFMD during the planning phase of all projects program-wide by developing individual project planning schedules.

i) Review all requested project schedule changes and proposed recovery schedules program-wide to identify impacts to CPFMD IPS prior to acceptance

j) Attend weekly project progress meetings as necessary to support project managers and construction managers program-wide regarding project schedule discussions.

k) Review all schedule submissions program-wide to ensure that they are aligned with the

CPFMD IPS prior to acceptance by the Courts.

C.4.7 The District of Columbia Courts Facilities Master Plan (Attachment, J.12). The

Contractor shall provide all services necessary to lead the effort to track and facilitate all updates to and completion of all interrelated DC Courts planning documents. Projects awarded by the CPFMD are primarily initiated from the following three (3) existing planning documents:

C.4.7.1 The most recent version of “The District of Columbia Courts Facilities Master Plan dated November 15, 2013” is a comprehensive facilities master plan for the DC Courts’ properties addressing long term space needs, required improvements to infrastructure and the physical environment and the planned consolidation of the mandated Family

Court (required per the District of Columbia Family Court Act of 2001). “The District of Columbia Courts Facilities Master Plan” includes the restoration of historic buildings, expansion of the existing Courts structures, construction of below-grade parking, and the restoration of green spaces as shown in L’Enfant’s plan—all within the context of a rapidly evolving and publicly oriented area of Washington, D.C.

C.4.7.2 The DC Courts is currently working with an A/E and master planner to execute a comprehensive update of this plan to reflect progress that has been made since 2013 and to plan campus and facility improvements through the year 2030.

C.4.7.3 The Contractor selected shall provide sufficient services to support the CPFMD to complete the following tasks related to “The District of Columbia Courts Facilities

Master Plan:”

a) Coordinate the ongoing A/E and master planner’s effort to revise “The District of

Columbia Courts Facilities Master Plan dated November 15, 2013.”

b) Track completion of scope, requirements and projects identified in “The District of

Columbia Courts Facilities Master Plan” once revised.

c) Ensure that scope, requirements and projects identified in “The District of Columbia

Courts Facilities Master Plan” are incorporated into project scopes of work as future projects are planned and initiated from “The District of Columbia Courts Facilities

Master Plan.”

C.4.8 The Judiciary Square Master Plan - Washington, D.C. (Attachment J.16)

“The Judiciary Square Master Plan – Washington, D.C. dated 4 March 2005” is the DC

Courts’ vision to re-invigorate the historic Judiciary Square by reintroducing green space to the area, creating a strong perimeter to enhance historic character and to resolve important existing technical issues with access, service, circulation, and security. Most of “The Judiciary Square Master Plan” scope has been completed, however, there are some key components of “The Judiciary Square Master Plan” remaining to be completed that must be coordinated and integrated into the scope of future CPFMD projects.

C.4.8.1 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to “The Judiciary Square Master Plan:”

C.4.8.2 Coordinate the effort to determine scope, requirements and projects identified “The

Judiciary Square Master Plan” that are remaining to be completed.

C.4.8.3 Track completion of scope, requirements and projects identified in the “The Judiciary

Square Master Plan” once identified.

C.4.8.4 Ensure that scope, requirements and projects identified in “The Judiciary Square

Master Plan” are incorporated into project scopes of work as future projects are planned and initiated from “The Judiciary Square Master Plan.”

C.4.9 The District of Columbia Courts Facilities Condition Assessment (DC Courts

FCA) (Attachment, J.19)

“The District of Columbia Courts Facilities Condition Assessment (DC Courts FCA)

Final Summary of Findings dated March 4, 2013” was completed to determine the overall condition of all DC Court assets, identify and prioritize the buildings mechanical, electrical and plumbing systems and necessary requirements, recommend actions to be taken for these requirements, and determine anticipated capital renewal.

The CPFMD uses the DC Courts FCA to assist in developing the annual capital budget and identify projects to be completed to maintain a low Facility Condition Index

(FCI), a key benchmark indicator which quantifies the condition of a building.

Since the completion of the DC Courts FCA in 2013, the Courts has updated the DC

Courts FCA in-house as part of the annual budget planning process.

C.4.9.1 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to the DC Courts FCA:

a) Lead the effort to update the DC Courts FCA on a quarterly basis.

b) Facilitate the completion of requirements, scope, facility projects identified in the DC

Courts FCA.

c) Track the completion of requirements, scope, projects identified in the DC Courts

FCA.

d) Ensure that additional necessary facility requirements are incorporated into the DC

Courts FCA during quarterly reviews with the CPFMD O&M team.

e) Ensure that DC Courts FCA requirements are incorporated into project scopes of work as future projects are planned and initiated.

C.4. 10 DC Courts Design Standards (Attachment J.14). The Contractor selected shall provide all services necessary to review, revise, release and ensure program-wide compliance with the DC Courts Design Standards. The DC Courts Design Standards that the CPFMD currently maintains requires an update reflective of contemporary design, information technology (IT), and security elements in courtroom and court-related facilities. A plan by which the Contractor will do so shall be provided to the

CPFMD

leadership for acceptance within sixty (60) calendar days of contract award.

C.4. 10.1 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to the DC Courts Design Standards:

a) Lead the effort to update the existing DC Design Courts Standards

b) Once update is complete, oversee all continuous revisions to the DC Courts Design

Standards to reflect owner requirement changes or owner-requested improvements and ensure updated versions are distributed, in a consistent and standard format, to all

PgMO team members for use.

c) Ensure that the requirement to comply with the DC Courts Design Standards is incorporated into all relevant design, construction and vendor contracts solicited and awarded by the CPFMD in the future.

C.4. 11 The Contractor selected shall standardize and institutionalize operating processes and procedures that are aligned with industry standard practices.

C.4. 12 CPFMD PgM Plan (PgMP). The Contractor selected shall submit a draft written

PgM Plan (PgMP) for review by the Courts within thirty (30) calendar days of contract award. The PgMP shall include, at a minimum, the Contractor’s proposed

PgM Organizational Chart, PgM Governance Strategy/Plan, PgM Benefits

Management Strategy/Plan, PgM PgM Stakeholder Management Plan, Financial/Budget Management Plan, PgM Integration Management Plan, PgM

Resource Management Plan, PgM Communications Management Plan, PgM

Procurement Management Plan, PgM Risk Management Plan, PgM Schedule

Management Plan, PgM Quality Management Plan, PgM Safety Management Plan, PgM Scope Management Plan, PgM Change Management Plan.

C.4. 12.1 The Contractor selected shall address, at a minimum, the following within the PgMP:

a. The PgMP shall clearly define the vision, implementation strategy, scope, schedule and budget management criteria for the program.

b. The PgMP shall identify how the Contractor’s formulation of an integrated PgMO will provide the support, assurance and standardization required to improve project performance and resolve project-level issues.

c. The PgMP shall clearly identify the roles, responsibilities and authority of the program team and the policies, procedures and standards for the program.

d. The PgMP shall address how PgMP will be integrated with Construction

Management Plans (CMPs) and Project Management Plans (PMPs) provided by other Courts personnel, contractors and vendors program-wide.

e. The PgMP shall identify how project and program efforts will be tracked, measured and reported to the DC Courts in a way that (1) illustrates overall project and program progress and health and (2) that DC Courts’ financial and strategic objectives are being met at both the project and program level. The

PgMP shall also specify how, when, where and to whom reports will be delivered for review and acceptance.

C.4.13 Program Reporting. The DC Courts have recently implemented a monthly and quarterly program-wide reporting and meeting requirement (Attachment J.20, CPFMD Program Alignment with Program Budget) as a first-step effort to track program spending against the annual capital and operating funds received. Below is a list of program and project reports and meetings currently required, at a minimum that should be considered when developing the tracking, reporting and meeting requirements to be included in the PgMP. It is the Courts’ expectation that the Contractor selected improve upon and update the reporting requirements as necessary to ensure that project and program reporting is complete, accurate and aligned all program objectives, planning documents (scope), schedule and budget:

1) Program-Wide Reporting (minimum required)

a) Monthly Report Summary (compiled from all project reports)

b) Monthly Lessons Learned Summary and Distribution (compiled from all project reports and transitioned to live log to be shared in real time as they are added to the log)

c) Quarterly Report Summary/Program Health Update (compiled from project reports)

d) Annual Report Summary (to include all aspects of program identified in

PgMP)

2) Project Reporting (minimum required)

a) Daily Construction Report (during construction)

b) Weekly Project Progress Report for each project (throughout project life-cycle)

c) Monthly Reports/Project Health Update (throughout project life-cycle)

d) Monthly GC Performance Report (during the Period of Performance (POP) of the GC’s contracts)

e) Quarterly Report/Project Health Update (throughout project life-cycle)

f) Incident Reports (within 24 hours of incident)

g) Claims (as requested by COTR)

3) Program-Wide Meetings (minimum required)

a) Quarterly CPFMD Budget & Program Alignment Meetings

b) Quarterly CPFMD Budget Planning Team Meetings

c) Quarterly Lessons Learned Meeting

4) Project Meetings (minimum required)

d) Weekly Project Progress Meetings

C.4.14 The PgMP shall identify how the Contractor will manage updates to all contents of the PgMP after the first version is accepted by the Courts and ensure that updates are distributed to all relevant Courts personnel program-wide.

The PgMP shall identify schedule milestones for accomplishing all items and activities identified in the PgMP.

C.4.15 Program Governance: In partnership with the Courts, the Contractor shall govern the program (as the Contractor details in the accepted PgMP) to ensure that both projects and strategic decision-making are focused on consistently achieving program objectives/goals, addressing program risks and fulfilling the expectations of the stakeholders involved.

C.4.16 Program Resource Management: The Contractor shall be responsible for resource allocation and capacity management (as the Contractor details in the accepted PgMP) to ensure that the PgMO has adequate resources in place for timely completion of tasks as work load increases or decreases.

C.4.17 Program Integration Management: The Contractor shall ensure that all construction management plans, project management plans, and any other management plans proposed program-wide are fully integrated and aligned with the accepted PgMP and that all Courts personnel, CPFMD personnel, contractor personnel and vendor efforts/activities are fully coordinated to ensure program objectives are met.

C.4.18 Program Procurement Planning: The Contractor shall be responsible for proactively planning procurement (as the Contractor details in the accepted

CPFMD PgMP) program-wide by partnering with the Courts to complete all procurement-related activities to include, but not limited to, the following:

a) Developing procurement strategies, schedules, support the planning and the coordination of additional professional services including architects, interior designers, planners, project managers, construction managers, general contractors;

and any other professional services required to complete program or project tasks.

b) Developing Independent Government Estimates (IGEs) for all RFPs released program-wide

C.4.19 Program Communications Management: The Contractor shall be responsible for proactively managing communications (as the Contractor details in the accepted PgMP) at the program level to ensure that basic status reporting and broader specialized communication with outside agencies and high-level stakeholders is executed seamlessly and in full partnership with the Courts.

C.4.20 Program Risk Management: The Contractor shall be responsible for determining how risk will be managed and mitigated at the program level and proactively managing scope, schedule and budget risk (as the Contractor details in the accepted CPFMD PgMP) in order to minimize risk during project delivery.

C.4.21 Program Quality Management: The Contractor shall be responsible for overall quality on the program (as the Contractor details in the accepted

PgMP) by developing and enforcing design and construction quality assurance standards, policies and procedures that will ensure quality design, new construction, renovation, repair, replacement and renewal projects.

C.4.22 Program Safety Management: The Contractor shall be responsible for overall safety on the program (as the Contractor details in the accepted

PgMP) by developing and enforcing safety standards, policies and procedures that will ensure safety on all projects program-wide.

C.4.23 Program Design Management: The Contractor shall be responsible for all program-level design related program activities to include, but not limited to, the following:

a) Facilitating update and tracking completion of all Courts master planning documents

b) Accepting or rejecting drawing packages for all projects on behalf of the

Courts

c) Distributing all project drawing packages and ensuring all required subject matter experts are performing reviews

d) Scheduling and leading all design-related meetings program-wide

e) Ensuring that designs adhere to the DC Courts Design Standards, the CPFMD

Naming Convention, the CPFMD Electronic Data Standards, the CPFMD

Document Control Standards, the CPFMD Division 01—General Requirements specification and all other applicable general and Courts-specific requirements, standards and codes

f) Ensuring that all drawing comments are resolved prior to Courts acceptance

g) Field-verifying design drawings to ensure stakeholder requirements are met

h) Facilitating PgMO receipt of all design-related closeout documents, file closeout documents,and confirming accurate documentation of the as-built condition prior to acceptance by the Courts.

i) Development of design document filing and storage/archiving system (hard and soft copy)

C.4.24 Program Asset Management: The Contractor shall be responsible for the capture and management of all fixed assets throughout Courts-owned and leased buildings. The Contractor shall be responsible for all asset management-related activities to include, but not limited to, the following:

a) Developing a program-wide strategy for the capture of all existing fixed assets

(and corresponding warranty and preventative maintenance data) into the asset management program currently utilized by the Courts (Manager Plus)

b) Developing a program-wide strategy for the capture of all new fixed assets (and corresponding warranty and preventative maintenance data) into the asset management program currently utilized by the Courts (Manager Plus)

c) Managing the prioritizing, scheduling and completion of preventative maintenance activities, periodic warranty walks/inspections and fixed asset replacements in all Courts-owned and leased facilities

d) Developing cost estimates, acquisition strategies and RFPs for the repair, renewal and replacement of fixed assets in all Courts-owned and leased facilities

C.4.25 Program Space & Move Management: The Contractor shall be responsible for the management of space and all moves throughout Courts-owned and leased buildings. The Contractor shall represent the CPFMD PgMO throughout all requirements gathering efforts and shall be responsible for all space-related program activities to include, but not limited to, the following:

a) Development of a program-wide strategy for start-up and implementation of a newly purchased space and moveable asset management program (FM Systems).

b) Managing all aspects of the Courts building and space use inventory

c) Coordinating space allocations and requests for additional space

d) Developing planning-level blocking and conceptual designs for space use changes or improvements for all Courts divisions

e) Assisting in planning and design for reconfigured or new space for Courts personnel.

f) Providing space use statistics, customized space analysis, and floor plans to all

Courts divisions as necessary

g) Providing assistance with all move-related activities to include planning, pre-construction space de-commissioning, pre-move preparation and coordination, transport and on-site supervision and post-move follow-up activities.

h) Keeping the Courts program of record (POR) updated and aligned with the

Courts’ space and moveable asset management program (FM Systems)

i) Reviewing as-built documentation delivered for all projects, ensuring completion and compliance with the CPFMD Electronic Data Standard prior to Courts acceptance

j) Entering as-built documentation into the Courts space and moveable asset management program (FM Systems)

C.4.26 Program Scope Management: The Contractor shall ensure that the program requirements are met across multiple project scopes of work (SOWs) by providing draft SOW templates, incorporating lessons learned into SOW templates, and distributing updates as SOW templates are improved.

C.4.27 Program Scope Change Management: The Contractor shall review and track all proposed project scope changes program-wide prior to acceptance by the

Courts to ensure there is no overlap or gaps in scope coverage and all program requirements are met and shall be responsible for all scope change-related activities to include, but not limited to, the following:

a) Ensuring that all stakeholder and owner-requested changes are accurately captured, and program impact is assessed prior to Courts acceptance and implementation.

b) Reviewing and validating all proposed change order costs program-wide prior to

Courts acceptance and implementation.

c) Presenting cost analysis data to support change order cost-related recommendations to the Courts

C.4.28 Program Construction Management: The Contractor shall oversee CM…