DCSC-18-RP-0023_Phase_2A_C_Street_Addition_Furinture_Solicitation_.pdf

Phase 2A C Street Addition Furniture

DCSC-18-RP-0023

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

This solicitation is an OPEN MARKET procurement.

SOLICITATION, OFFER, AND AWARD

1.Caption

Page of Pages

1 48

2. Contract Number

3. Solicitation Number

4. Type of Solicitation Sealed Bid (IFB) Sealed Proposals (RFP) Sole Source Emergency

5. Date Issued

6. Type of Market Open

Set Aside

7. Issued By

DISTRICT OF COLUMBIA COURTS

CAPITAL PROJECTS FACILITIES MANGAGEMENT DIVISION

616 H STREET, N.W., ROOM 622

WASHINGTON, D.C. 20001

8. Address Offer to:

DISTRICT OF COLUMBIA COURTS

CAPITAL PROJECTS FACILITIES MANAGEMENT DIVISION

616 H STREET, N.W., ROOM 622

WASHINGTON, D.C. 20001

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

SOLICITATION

9. Sealed offers in original and __5__ copies for furnishing the items in the Schedule will be submitted to the address listed above in Section 8; at the attention of Ms.

Kiana Green, not later than__2:00 p.m.(est.)__ local time February 12, 2018_

(Hour) (Date) CAUTION: See L.4-- PROPOSAL SUBMISSION DATE AND TIME, AND LATE SUBMISSIONS, LATE MODIFICATIONS, WITHDRAWAL OR

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

10. For Information Contact

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

Kiana Green (Area Code)

(Number) 879-7718 (Ext)

Kiana.Green@dcsc.gov

11. Table of Contents

(X) Section Description Page No.

(X) Section Description Page No.

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A Representations, Certifications, and Acknowledgments

2 X I Contract Clauses 27

X B Supplies or Services and Price/Cost 6 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

X C Description/Specifications/Statement of Work/Scope

8 X J List of Attachments 31

X D Reserved 17 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E Inspection and Acceptance 18 X K Representations, Certification and Other Statements of Contractors

X F Deliveries or Performance 19

X G Contract Administration Data 20 X L Instructions, Conditions & Notices to Contractors 34

X H Special Contract Requirements 23 X M Evaluation Factors for Award 43

11. Reserved

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

13. Discount for Prompt Payment 10 Calendar days % 20 Calendar days % 30 Calendar days % ____ Calendar days %

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

Amendment Number Date Amendment Number Date

15A.

Name and Address of

Contractor

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

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

17. Signature 18. Award Date

(Area Code)

(Number)

(Ext)

AWARD (TO BE COMPLETED BY THE DC COURTS)

19. Accepted as to Items Numbered

20. Amount

21. Accounting and Appropriation/Certification of Funding date:

22. Name of Contracting Officer:

Dr. Cheryl Bailey

23. Signature of Contracting Officer (Courts)

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

All written communications regarding this solicitation should be addressed to the

Contracting Officer and should be directed by e-mail to Kiana Green, Contract Specialist at Kiana.Green@dcsc.gov.

The prospective Offeros shall submit questions no later than 12:00 p.m. on January 26, 2018. The Courts will not consider any questions received after 12:00 p.m. on January 26, 2018. Written questions and inquires should be submitted by email to Kiana Green, Contract Specialist at Kiana.Green@dcsc.gov.

The Courts will post all amendments and responses to offeros questions in the DC Courts

Website at https://www.dccourts.gov/about/procurement-contracts-branch. Oral explanations or instructions given by Courts Officials before the award of the contract will not be binding.

SECTION A – REPRESENTATIONS, CERTIFICATIONS, AND

ACKNOWLEDGMENTS

This solicitation is OPEN MARKET procurement.

A.1 ACKNOWLEDGMENT OF AMENDMENTS

The Offeror acknowledges receipt of Addenda to the solicitation and related documents numbered and dated as follows:

AMENDMENT NO. DATE

AMENDMENT NO.

DATE

NOTE: Offeror may acknowledge addendum here or on addendum or both.

A.2 WALSH-HEALY ACT

If your offer is $10,000 or more, the following information MUST be furnished:

(a) Regular Dealer

( ) The Offeror is a Regular Dealer pursuant to Clause 28 of the District of

Columbia Courts General Contract Provisions.

( ) The Offeror is not a Regular Dealer pursuant to Clause 28 of the

District of Columbia Courts General Contract Provisions.

(b) Manufacturer mailto:Kiana.Green@dcsc.gov mailto:Kiana.Green@dcsc.gov.

https://www.dccourts.gov/about/procurement-contracts-branch

( ) The Offeror is a Manufacturer pursuant to Clause 28 of the District of

( ) The Offeror is not a Manufacturer pursuant to Clause 28 of the District of

A.3 BUY AMERICAN CERTIFICATION

The Offeror hereby certifies that each end product is a domestic end product (as defined in Clause 29 of the District of Columbia Standard Contract Provisions for use with

District of Columbia Government Supply and Services Contracts, “Buy American Act”), and that components of unknown origin are considered to have been mined, produced, or manufactured outside the United States.

If there are products that are not a domestic end product of the United States, then the

Offeror must provide a listing of those products, per the outline below:

NON USA END PRODUCTS COUNTRY OR ORIGIN QTY

A.4 OFFICERS NOT TO BENEFIT CERTIFICATION

Each offeror shall check one of the following:

____ (a) No person listed in Clause 21 of the District of Columbia Courts General

Contract Provisions will benefit from this contract.

____ (b) The following person(s) listed in Clause 21 of the District of Columbia

Courts General Contract Provisions may benefit from this contract. For each person listed, attach the affidavit required by Clause 21 of the

District of Columbia Courts General Contract Provisions.

A.5 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

(a) Each signature on the proposal is considered to be a certification by the signatory that:

(1) The prices in this proposal have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any Offeror or competitor relating to

(i) those prices, (ii) the intention to submit a proposal, or (iii) the methods or factors used to calculate the prices proposal;

(2) The prices in this proposal have not been and will not be knowingly disclosed by the Offeror, directly or indirectly, to any other Offeror or competitor before proposal opening unless otherwise required by law; and

(3) No attempt has been made or will be made by the Offeror to induce any other concern to submit or not to submit a proposal for the purpose of restricting competition.

(b) Each signature on the proposal is considered to be a certification by the signatory that the signatory;

(1) Is the person in the Offeror’s organization responsible for determining the prices being offered in this proposal, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (a) (1) through (a) (3) above; or

(2)

(i) Has been authorized, in writing, to act as agent for the following principles in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (a)

(1) through (a) (3) above:

(insert full name or person(s) in the organization responsible for determining the prices offered in this proposal and the title of his or her position in the Offeror’s organization);

(ii) As an authorized agent, does certify that the principals named in subdivision (b) (2) (1) above have not participated, and will not participate, in any action contrary to subparagraphs (a) (i) through

(a) (3) above; and

(iii) As an agent, has not participated, and will not participate, in any action contrary to subparagraphs (a) (1) through (a) (3) above.

(c) If Offeror deleted or modifies subparagraph (a) (2) above, the Offeror must furnish with its proposal a signed statement setting forth in detail the circumstances of the disclosure.

A.6 TYPE OF BUSINESS ORGANIZATION

Offeror operated as ( ) an individual, ( ) a partnership, ( ) a nonprofit organization, ( ) a corporation, incorporated under the laws of the State of ___________________, ( ) a joint venture, ( ) other.

A.7 PAYMENT IDENTIFICATION NUMBER

The District of Columbia Courts utilizes an automated Contractor database. All firms are required to submit their Federal Tax Identification Number. Individuals must submit their social security numbers.

Please list below applicable Contractor information:

Federal Tax Identification Number: ___________________________________________

Or

Social Security Number: ____________________________________________

Legal Name of Entity Assigned this Number: ___________________________________

Street Address and/or Mailing Address: _______________________________________

City, State, and Zip Code: __________________________________________________

Type of Business: _________________________________________________________

Telephone Number: _______________________________________________________

PAYMENTS UNDER TERMS OF ANY CONTRACT RESULTING FROM THIS

SOLICITATION WILL BE HELD IN ABEYANCE PENDING RECEIPT OF A VALID

FEDERAL TAX IDENTIFICATION NUMBER OR SOCIAL SECURITY NUMBER.

END OF SECTION A

SECTION B - SUPPLIES OR SERVICES AND PRICE/COST

B.1 SUPPLIES OR SERVICES

B.1.1 District of Columbia Court is seeking a qualified Contractor to provide labor, materials and equipment to furnish, deliver, and install Furniture and Furnishings as specified in

(Attachment J.16) for the C Street Addition of the H. C. Moultrie Courthouse (HCMCH), located at 500 Indiana Avenue NW, Washington, DC 20001. Phase 2A is the 1 st section of the newly constructed expansion to the existing Moultrie Courthouse along C Street, NW.

B.2 PRICE/COST

B.2.1 This request for proposals (RFP) is only for Phase 2A of the C Street Addition.

B.2.2 All Offerors shall review and include into their respective bid package requirements and drawings set that are included in: The C Street Addition Phase 2A Interior Design

Guidelines & Specifications, dated: 11/29/17 (Attachment J.16).

B.3 ADDITIONAL PRICING INCLUSIONS

B.3.1 The Contractor shall provide dedicated Project Management support and Project Manager throughout the duration of the project for such items including, but not limited to, daily site walkthroughs during installation and in-person attendance at 1-2 weekly progress meetings throughout the project, beginning upon award.

B.3.2 The COTR shall schedule and conduct a Furniture Program Kick-off Meeting within 7 days of notice to proceed. This meeting will be to discuss the project, meet the

Contractors Project Team – to include the on-site point of contacts (POCs) and to begin the design phase. All project milestones, critical path activities, and other Courts’ vendors dependencies shall be identified and provided for review and discussion at this meeting.

All other project interim and final submission processes, materials, and overall expectations shall also be presented and agreed upon at this meeting.

B.3.3 The Contractor shall provide a fulltime dedicated project Lead Installer / Installation

Superintendent throughout the duration of the project.

B.3.4 The Courts will contract directly with a 3 rd

Party Code Inspection Agency to provide the necessary DCRA required code inspections. The Contractor will be responsible for all required coordination and inspection scheduling with the 3 rd

Party Code Inspection

Agency.

B.3.5 By submitting a proposal, the Offeror affirms having carefully examined any records or requirements affecting work under this solicitation. No claim for additional cost will be allowed due to claims associated with the lack of full knowledge of the performance requirements for this project.

B.3.6 The Courts reserves the right to reject all products selections and substitutions that do not meet the ‘as equal’ requested quality or technical specifications of the base bid item.

END OF SECTION B

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK/SCOPE

C. DESCRIPTION/SPECIFICATIONS

C.1 The District of Columbia Court is seeking a qualified Contractor to provide labor, materials and equipment to furnish, deliver, and install Furniture and Furnishings as specified in (Attachment J.16) for the C Street Addition of the H. C. Moultrie Courthouse

(HCMCH). The furniture and furnishings consist of private offices, open workstations, and a variety of support spaces, including but not limited to; lobby, reception/waiting areas, storage, various meetings spaces, and vending/café areas.

C.1.1 The Moultrie Courthouse building located at 501 C St. NW, Washington, DC 20001 currently is being renovated in accordance with the DC Courts’ Facilities Master Plan.

The renovations, when complete, are intended to accommodate space needs through 2026 for all Court components and Court related agencies. The largest of these renovation projects, the C St. Addition, began construction in the spring of 2017 and is scheduled for occupancy mid/late 2018.

C.1.2 On January 22, 2018, at 10:00 AM, 616 H Street, NW, Washington, DC, Suite 617 the

COTR will conduct a Site visit of the C Street Addition and walk through the logistics related to the scope stated in Section C.2 below, to give any potential Offerors an opportunity to better familiarize himself with the scope of work. While attendance is not mandatory, it is recommended.

C.2 STATEMENT OF WORK/SCOPE

C.2.1 The Contractor shall be responsible for all labor, supplies, tools, equipment, transportation, debris removal, building protection along delivery route and within installation areas, cleaning, building damage, and The Courts Security Officer (CSO) to carry out all tasks required to provide the Courts with a complete, furnished office environment and support areas for Phase 2A.

C.2.2 The Contractor shall provide complete, installation level detailed drawings for sign-off and approval by the COTR prior to installation.

C.2.1 Contractor shall have ability to conduct product design scenario development at Courts office with automated layout, rendering and budget estimate capabilities to aid in quick decision making.

C.2.2 Drawings shall include furniture tags and a summary product schedule identifying quantities and locations. The Contractor shall identify all specification and layout discrepancies for COTR approval prior to furnishing, delivering and installing the furniture required herein.

C.2.3 No less than two draft furniture coordination plans per floor shall be provided for review and signoff. The first plan shall include actual furniture proposed to ensure that all the furniture specified in the RFP will be accommodated in the programmed spaces. The second draft plan shall include all furniture dimension tags and summary product schedule for review and comment. The final plan is anticipated to be a record version capturing and integrated all comments.

C.2.4 Furniture acquisition services shall include the following: Coordination meetings with

COTR to review complete, pre-final furniture procurement drawings, furniture selections, and finish selections. All coordination meetings shall be scheduled in advance and with representatives required by the COTR. The Contractor shall provide Coordination

Meeting Minutes within two (2) business days of meeting documenting what was approved and by whom, what is outstanding and date when resolution is required.

C.2.5 The Contractor shall provide hard copy finish samples for review, approval and record to the COTR with a comprehensive and professional presentation submitted for record at the time final approval. Samples shall be from proposed manufacturers and labeled indicating which product they represent. Digital copies shall be provided as well. Should material selections change after final approval, the Contractor shall provide replacement elements as each element is impacted as well as a final finish binder (hard and soft copy) when submitting final as-built documentation.

C.2.6 The Contractor shall confirm all existing conditions prior to installation, which shall include but not limited to final room dimensions, window locations, power, data and wall mounted equipment and control device locations.

C.2.7 The Contractor shall provide installation drawings to the COTR prior to installing any materials or products from a vendor that self-performs specification and installation support. It is the Contractor’s direct responsibility to lead and coordinate every aspect of the design, specification, delivery and installation of these products.

C.2.8 The Contractor is required to prepare and provide a Furniture Acquisition Schedule that details key milestone dates for each area or floor that comprised Phase 2A. A draft version of the Phase 2A Furniture Acquisition Schedule shall be submitted as part of the

RFP response. Key items to be shown on the Schedule include but are not limited to:

duration for furniture layout and specification, client review and approval milestones, procurement/administrative time, manufacturing reservation due dates, manufacturing lead times (be sure to list any manufacturers that have traditionally longer lead times), delivery dates, installation duration, punchlist dates and client approval milestone.

Below is a summary of the occupancy dates by floor, in the order in which they will be occupied, not necessarily following the physical sequential vertical order of the floors.

C.2.9 Planned Occupancy Dates:

Floor/Level Date Ready for Furniture Furniture Install Duration

John Marshall Level July 20, 2018 July 21 – August 4, 2018

Indiana Ave. Level July 20, 2018 July 21 – August 4, 2018 nd

Floor July 31, 2018 August 1 – August 15, 2018 rd

Floor August 9, 2018 August 10 – August 24, 2018 th

Floor August 27, 2018 August 28 – September 11, 2018

C Street Level August 31, 2018 September 1 – September 15, 2018

C.2.10 If the above schedule slips due to unexpected Courts delays, the successful Contractor will be given the same amount of calendar days for each floor/space to complete the installation scope, not less than 10 business days.

C.2.11 Reserved

C.2.12 The Contractor shall have their Project Manager, at minimum, attend all scheduled DC

Court C St. Addition construction meetings. The Contractor shall ensure key Furniture

Acquisition Schedule milestones are coordinated with the Courts and articulated in writing prior to each weekly meeting. The C Street Addition Weekly meetings are held every Thursday from 10:00 – 11:30 am at CPFMD’s offices at 616 H St, N.W.

Washington, DC in Room #622. The Courts may schedule additional meetings when required.

C.2.13 The Contractor shall provide a Quality Management Plan (QMP) with installation, inspection and punch list procedures for review and approval within (14) days of notice to proceed. Sign-off on the plan is required by the COTR. Coordinate final inspection and acceptance walk thru based on approved Punch List documentation with the COTR.

C.2.14 During the installation of each floor, the Contractor shall submit a punch list summary of all outstanding product and or installation issues and exceptions within two (2) business days of area/floor completion. The Contractor shall update the Furniture Acquisition

Schedule indicating when the final walk through will occur, intended to verify completion of all punch list items. The Contractor shall coordinate the punch list walk through with the COTR.

C.2.15 The Contractor shall provide final as-installed drawings, by floor, showing all as-installed conditions detailing each component and proper application of hardware. Drawings shall be submitted electronically in both AutoCAD and pdf furniture drawings fifteen (15) days after final walk through and COTR acceptance of each floor.

C.2.16 The Contractor shall ensure all laborers provided under this scope of work at the DC

Court Campus shall wear approved Personal Protective Equipment (PPE) and have completed the required safety briefing, provided by Forrester Construction (FCC). The

Safety briefing will be scheduled with FCC at a time that is mutually coordinated at or near the start of work or need for access into the 2A construction site. The Contractor shall ensure all delivery and truck drivers have PPE as well. PPE for each person entering the DC Court Campus worksite consists of a hard hat and shoe coverings.

C.2.17 The Contractor may stage furniture on site with prior COTR written approval. The

Contractor shall ensure all staged furniture does not impede paths of egress or other

Courts vendor activities.

C.2.18 The Contractor shall submit a delivery schedule and plan (10) days prior to first on-site delivery and obtain COTR approval. For each subsequent delivery, the Contractor shall provide confirmation notification no less than one (1) week prior to scheduling.

C.2.19 The Contractor shall conduct a pre-delivery walk through(s) to assess the completeness of the floor/space as well as to note the finish condition of the floors, walls and elevators that will be used for material deliveries. The Contractor shall photograph the existing conditions as a documented record for their use in addressing any damage claims that may arise.

C.2.20 Materials may be brought through the Moultrie Courthouse building loading docks for smaller straight trucks or off-loaded from the street from tractor trailer. Note that street access will require the Contractor to obtain proper permissions and permit from the city of Washington, DC. Please refer to the Garage Floor Plan (Attachment J.15) and the

Site Utilization Plan (Attachment J.14) when developing a logistics access plan.

C.2.21 Moultrie Courthouse Access Points and Interior Elevators:

Freight Elevators Number of Freight Elevators: 1

Size: 105” d x 96”w

Height: 102”

Maximum weight: 6,000 lbs.

Location: core of building

Advance notice required: Yes

Passenger Elevators Number of Passenger Elevators: 4

Size: 52"d x 72"w

Height: 89"

Maximum weight: 3,500 lbs.

Location: core of building

Advance notice required: Yes

Loading Dock: C Street Entrance Clearance Height: 11’-6”

Length: Loading Dock has 3 bays

Availability: 24-7

Advance notice required: No

Restrictions for Use: None

Storage and Staging Area: None at or on the dock

C.2.22 Certificate of Insurance: The successful Offeror must complete a Certificate of Insurance prior to start of installation. Proof of insurance must be submitted to the Contracting

Officer/ Contract Specialist.

C.2.23 The Contractor shall be able to perform installation work during the following possible hours of operations: Day shifts [6 AM to 6 PM], Night Shifts [6PM to 6 AM], Weekend

Shifts / Sunday Shift / Holiday Shifts. Material off-loads will need to be performed during Night and Weekend/Sunday/Holiday shifts so that DC Courts’ operations are not interrupted. The Contractor shall get prior COTR approval for all night and weekend work. Notification of alternate work hours shall be provided to the COTR for approval no less than (3) business days prior. Furniture placement and installation activities in unoccupied spaces (the C Street Addition) can occur during Day shift hours.

C.2.24 The Contractor shall coordinate with the Phase 2A General Contractor prior to scheduling furniture deliveries in areas where other work is being performed by other contractors.

Integration of furniture with general contractor is expected and should be scheduled, conducted and documented accordingly.

C.2.25 The Contractor is responsible for providing and installing landscaping, flooring, wall and elevator protection for each delivery. The protection material plan shall be reviewed with the COTR and coordinated with other Courts vendors as necessary one (1) week prior to the delivery. All protections materials will need to be removed at the end of the delivery each day/event.

C.2.26 The Contractor shall remove all debris from the site each day, which shall include but not be limited to boxes, trash, and blankets. The Contractor is responsible for any damage caused by their personnel and daily reports should include full description of damage with photo documentation to substantiate the damage.

C.2.27 The successful Contractor may be required to conduct two (2) post-installation orientation and training sessions to instruct users and assigned maintenance personnel how to maintain the products utilized in the project. The training shall include, but not limited to the following: cleaning, minor repairs, assembly and disassembly, proper maintenance, locking devices and keys. Orientation/Training sessions may be videotaped by the Courts for future use in orientation. Contractor’s pricing should include the cost for the post- installation orientation/training session(s).

C.2.28 At completion of Phase 2A the Contractor shall provide a Furniture 2A package to include:

Final installation drawings, by floor, showing all as-installed conditions detailing each component and proper application of hardware. Drawings shall be submitted electronically in both AutoCAD and pdf. A complete summary of all installed products, applicable warranties stated warranty periods and the installation warranty shall be effective at the acceptance.

Detailed protocol for all customer service/warranty claims, including provisions for vendor to provide local representation to coordinate warranty issues and on-site repairs.

Contact information for dealer staff and customer service/warranty issues.

Completed delivery tickets, invoices and other related documents.

C.3 SECURITY REQUIREMENTS

C.3.1 The requirement for Contractor personnel to obtain a security clearance as designated by the Contracting Officer may arise per District of Columbia Courts' security policies and procedures. The District of Columbia Courts will notify the Contractor of all such requirements as soon as practicable.

C.3.1.2 Any Contractors attending meetings or requiring access to occupied facilities will be escorted by a Courts Cleared Employee or picture badged Contractor. Subject to existing law, regulations and other provisions of this contract, the Contractor shall employ only

US Citizens or individuals lawfully admitted for permanent residency or authorized by

Immigration and Naturalization Service to work in the U.S. The Contractor shall ensure that this provision is expressly incorporated into all subcontracts or subordinate agreements issued in support of this contract.

C.3.1.3 The Contactor shall get site access approval from the COTR for all persons and vehicles required to perform work or make deliveries to the DC Court Campus buildings by

COTR. The Contractor shall ensure all pre-approvals are submitted prior to vehicle and staff arrival. All site access and material approval forms shall be submitted no less than

(7) business days in advance of delivery.

C.3.1.4 All Contractor employees and sub-contractors of the Contractor, who intend to work on the site for this project must undergo and pass a security clearance administered by the

District of Columbia Courts prior to accessing the work site and beginning any work. All field staff must successfully pass the security background check as outlined below:

C.3.1.5 Offerors are required to comply with security regulations imposed by the occupying agency including any background checks. Access to the project site will be limited to specific times established by the Owner.

C.3.1.6 Vendor Security Requirements: After award of the Contract, all Contractor employees shall be required to furnish information to allow for background checks. All information on the completed forms must be typed and all signatures must be original. Comply with security regulations as imposed by the occupying agency and submit the following forms:

Security Clearance Form (Attachment J.18)

Criminal History Request (Attachment J.18)

C.3.1.7 Secure Access: Notify the Owner/Construction Manager, or his designated representative not less than three (3) days prior to performing work in a security area.

Secure Access Request Form (Attachment J.18)

C.3.1.8 Contractor Employee Identification: All workers on the site will be required to submit their name, date of birth, social security number, and driver’s license number for a background check by the DC Court Security Office.

Anyone failing the background check will not be allowed access to the site.

Upon completion of the background check, each worker will be issued a security badge from the Owner.

Security badges must be worn at all times by all persons entering the site.

The Contractor will be responsible for enforcement of this requirement.

The Courts Security Officer (CSO) will perform unannounced checks to confirm this enforcement requirement.

C.3.1.9 Employee Screening: Comply with Owner's requirements regarding drug and background screening of Contractor personnel working on the Project site.

The US Marshal Service (USMS) will perform unannounced checks to confirm this enforcement requirement

The US Marshal Service (USMS) will perform occasional random sweeps of the construction site with personnel, canine patrols, and/or detection devices.

The Contractor will not impede these sweeps and will allow the US Marshal Service

(USMS) access to all areas of the site.

C.3.1.10The Contractor agrees on behalf of himself and all subcontractors that the following security regulations will be observed by Contractor and subcontractor personnel on the property. The Contractor shall make it a specific provision of his subcontracts that these regulations be accepted.

C.3.1.11At the commencement of the work under this Contract, the following security facilities and procedures will apply;

The Contractor shall provide information about all Contractor and subcontractor personnel and others who require continuing access to the site, before access is required and when access ceases.

Processing of the forms will be performed by the Owner at Owner expense.

When an individual reports to the site for work the first time, a period of 2-hours will be required for security processing, including review of identification forms and fabrication of a permanent badge. Personnel will then be permitted to go to work without further processing of identification forms by the Owner.

A minimum of 15 minutes should be allowed each day for signing-in with security to obtain access to the site.

C.3.1.12The permanent badge furnished by the Owner to each Contractor employee or other person granted access to the site will serve to authorize the wearer to enter and leave the security area. The badge must be worn so as to be clearly visible at all times when on the work site. The badge will be retained by the individual as long as he requires continued admittance to the site, but the Contractor will arrange for its immediate return to the Owner when such need ceases.

C.3.13 Temporary or visitor badges will be provided for persons who are identified as having an infrequent or temporary legitimate business need for access to the site.

C.3.2 The Courthouse creates a unique environment for Contractors to perform work. There are levels of security that can hinder access to all areas of the building, such as, high-traffic public areas, cell blocks, and secure areas for Judges and Jurors. Working in a building that includes many different levels of security can be challenging. With coordination of the COTR the Contractor is required to obtain clearances for their project team and their subcontractors, and obtain permission to work in secure areas. The processes to obtain clearances and permissions takes time, but Contractors are still required to maintain their prescribed schedules. Clearances and background checks can take up to four (4) weeks to process.

C.3.2.1 Due to the Court’s business operations, workers who have obtained clearances in other government facilities may not be cleared to work in the Courthouse. The requirement for

Contractor personnel to obtain a security clearance is mandatory to work on the DC

Courts’ premise. The Contractor shall satisfy security clearance requirements as designated by the Contracting Officer. Contractors should understand that some secure areas require work to be performed during off hours or with the accompaniment of Court

Security Officers (CSO’s). These secure areas include the Clerk of the Court office area, the Executive Office area, Judges’ Chambers, and U.S. Marshals Space. The CSO’s and

U.S. Marshals can be retained for use by the Contractor in these instances.

C.3.2.2 The Contractor may submit key personnel for review by the DC Courts Security Office in the effort to obtain a picture access badge.

C.3.2.3 Personnel may be subject to inspection of their personal effects when entering and leaving the facility. In addition, unscheduled inspections of personnel may be made while on site.

C.3.2.4 The Owner reserves the right to close down the job site and order Contractor personnel off the premises in the event of a national emergency or a shut-down, for as long as security problems persist. The Contractor may only return to the site with verbal approval from the Owner or an authorized representative.

C.3.2.5 The Owner reserves the right to exclude or remove from the site or building any employee of the Contractor or a subcontractor whom the Owner deems incompetent, careless, insubordinate or otherwise objectionable, or whose continued employment on the work is deemed by the Owner to be contrary to the public interests. The Owner further reserves the right to complete processing of the security documentation for personnel assigned to work within restricted access areas prior to access to such areas by the personnel.

C.3.3 Parking: No parking will be available on site. The Contractor and Contractor's employees shall make their own arrangements for vehicle parking off site.

C.3.4 Nonsmoking Building: Smoking is not permitted within the building or within 25 feet (8

m) of entrances, operable windows, or outdoor air intakes. Use of tobacco products and other controlled substances within the existing building and on the Project site is not permitted.

C.4 NON-PUBLICITY & PHOTOGRAPHY SECURITY

C.4.1 Non-publicity: It is a specific condition of this Contract that the Contractor, or any subcontractors performing work on this project, shall not use or allow to be used any aspect of this project for publicity or advertising brochures, without the specific written consent of the COTR.

C.4.2 Cameras are not permitted without written permission from the Owner. If approved, permission will be granted in writing and will provide additional guidelines. Camera

Letter Request Form is included for reference in Security Forms (Attachment J.18).

END OF SECTION C

SECTION D – RESERVED

END OF SECTION D

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF GOODS/ SERVICES

E.1.1 DEFINITIONS: "Goods/Services," as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of goods/services.

E.1.2 The Contractor shall provide and maintain an inspection system acceptable to the

District of Columbia Courts covering the goods/services furnished under this contract.

Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Courts during contract performance and for as long as the contract requires.

E.1.3 The Courts has the right to inspect and test all goods/services called for by the contract, to the extent practicable at all times and places during the term of the contract. The

Courts shall perform inspections and test in a manner that shall not unduly delay the work.

E.1.4 If the Courts perform inspections or test on the premises of the Contractor or subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in the contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

E.1.5 If any of the good/services do not conform to the contract requirements, the Courts may require the Contractor to perform the services again in conformity with the contract requirements, at no increase in the contract amount. When the defects in good/services cannot be corrected by reperformance, the Courts may (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce the contract price to reflect the reduced value of the goods/services performed.

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

END OF SECTION E

SECTION F - DELIVERIES AND PERFORMANCE

F.1 TERM OF CONTRACT

F.1.1 The term of the contract shall be for 16 months from the date of contract award. The inception date of award shall be the date the Contracting Officer signs the contract document.

F.2 COMMENCEMENT OF WORK

The start work date will be mutually agreed upon by the COTR and the Contractor will receive a Notice to Proceed.

F.3 DELIVERABLES

F.3.1 All Deliverables shall be in a form and manner acceptable to the Courts. The Contractor shall provide to the COTR the deliverables specified below within the designated time frame(s):

Quality Management Plan Furniture Acquisition Schedule Floor by floor furniture specific drawings Bill of Materials by floor / area

F.3.2 The Contractor shall submit, to the COTR, an acceptable Furniture Acquisition Schedule within three (3) days of notice of award.

F.3.3 The COTR will approve the Furniture Acquisition Schedule, in writing and within five

(5) days of submission.

F.4 WARRANTIES

F.4.1 At the end of the project provide complete written warranty information for each item;

product category or by manufacturer to include date of beginning of warranty; and names, addresses, telephone numbers and procedures for filing a claim and obtaining warranty services.

F.4.2 Any furniture or related products whose operation or performance does not comply with the requirements of the Contract or any equipment which is damaged prior to acceptance will be held as defective and shall be removed and properly replaced at no additional cost to the Courts.

END SECTION F

SECTION G -CONTRACT ADMINISTRATION DATA

G.1 PAYMENT/INVOICES

G.1.1 The Contractor shall submit to the COTR a breakdown of all charges for work performed. The COTR will review each invoice for certification of receipt of satisfactory services prior to authorization of payment. Payments shall be made within 30 days after receipt and approval of invoices.

G.1.2 At a minimum, to constitute a proper invoice, the Contractor's invoice shall include the following information:

Name and address of the Contractor;

The contract number and Contract Order number;

Invoice date;

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

Date the services or supplies were rendered;

Shipping & payment terms;

Name and address of the Contractor official to whom payment is to be sent;

Name, title, phone number, and mailing address of person to be notified in the event of a defective invoice;

The Contractor’s Electronic Fund Transfer (EFT) routing identification (bank name and code, account number) or the Contractor's complete remittance or check mailing address, including the name (where practicable), title, phone number, and complete mailing address of responsible official to whom payment is to be sent; and Signature of a person so authorized to certify that the services or supplies were provided as stated.

G.1.3 The Contractor shall prepare invoices in duplicate and submit them to the Financial

Operations Division and the COTR upon completion and acceptance of each floor/area.

The Courts shall reimburse the Contractor on a monthly basis.

G.1.4 The Contractor shall submit final invoices within thirty (30) days after the expiration of this contract.

G.1.5 In addition, at the end of the contract period or any extension thereof, the Contractor shall complete Attachment J.8 - District of Columbia Courts Release of Claims form and submit to the Contracting Officer.

G.2 BILLING/PAYMENT

G.2.1 Payment to the Contractor for services satisfactorily performed will be made by the

Courts once the Contractor’s certified invoice has been approved by the COTR, or in the case of a dispute, subject to final determination by the Contracting Officer.

G.3 AUDITS

G.3.1 At any time or times before final payment and three (3) years thereafter, the Contracting

Officer may have the Contractor’s invoices or vouchers and statements of costs audited.

Any payment may be reduced by amounts found by the Contracting Officer not to constitute allowable costs as adjusted for prior overpayment or underpayment. In the event that all payments have been made to the Contractor by the Courts and a discrepancy of overpayment is found, the Courts will be reimbursed for said overpayment within thirty (30) days after written notification.

G.4 CONTRACTING OFFICER (CO) AND CONTRACT OFFICER’S TECHNICAL

REPRESENTATIVE (COTR)

G.4.1 CONTRACTING OFFICER: The District of Columbia Superior Court Contracting

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

Dr. Cheryl R. Bailey

District of Columbia Courts

Deputy Executive Officer

500 Indiana Ave. NW, Room 6680

Washington, DC 20001

Email: Cheryl.Bailey@dcsc.gov

G.4.2 CONTRACT OFFICER TECHNICAL REPRESENTATIVE (COTR):

The COTR is responsible for general administration of the contract and advising the Contracting Officer as to the Contractor’s performance or non-performance of the contract requirements. In addition, the COTR is responsible for the day-to-day monitoring and supervision of the contract. The COTR shall be:

Eric Butts

Project Manager

Facilities Management Division

District of Columbia Courts

616 H St., NW Suite 622

Email: Eric.Butts@dcsc.gov

G.5 CHANGES

G.5.1 THE RESULTANT CONTRACTOR IS HEREBY FOREWARNED THAT

ABSENT THE REQUISITE AUTHORITY OF THE CONTRACTING OFFICER

TECHNICAL REPRESENTATIVE TO MAKE ANY SUCH CHANGES,

mailto:Cheryl.Bailey@dcsc.gov mailto:Eric.Butts@dcsc.gov

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

COURTS, TO TAKE ALL CORRECTIVE ACTION NECESSITATED BY

REASON OF THE UNAUTHORIZED CHANGES.

END SECTION G

SECTION H - SPECIAL CONTRACTS REQUIREMENTS

H.1 OTHER CONTRACTORS

The Contractor shall not commit or permit any act which will interfere with the performance of work done by any other Court’s Contractor or by any Courts employee.

If another Contractor is awarded a future contract for performance of the required services, the original Contractor shall cooperate fully with the Courts and the new

Contractor in any transition activities which the Contracting Officer deems necessary during the term of the contract.

H.2 DISCLOSURE OF INFORMATION

H.2.1 Any information made available by the District of Columbia Courts shall be used only for the purposes of carrying out the provisions of this contract, and shall not be divulged nor made known in any manner to any person except as may be necessary in the performance of the contract.

H.2.2. 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.

H.2.3 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 an means, for a purpose or to an extent unauthorized herein, may subject the offender to criminal sanctions.

H.2.4 No information regarding the Contractor’s performance of the contract shall be disclosed by the Contractor to anyone other than the District of Columbia Courts officials unless written approval is obtained in advance from the Contracting Officer.

H.3 RIGHTS IN DATA

H.3.1 "Data" as used herein, means recorded information, regardless of form or the media on which it may be recorded. The term includes technical data and computer software. The term does not include information incidental to contract administration, such as financial, administrative, cost and pricing, or management information.

H.3.2 The term "Technical Data" as used herein, means recorded information regardless of form or characteristic. It may, for example, document research, experimental, developmental work, or be used to define a design or process to produce, support, maintain, or update material or documentation. The data may be character, graphic or pictorial delineation in media such as drawings or photographs, text, or related design or performance type documentation. Examples of technical data include research data, documentation drafts, lists, specifications, profiles, standards, process sheets, manuals, and technical reports.

H.3.3 The term "Computer Software" as used herein, means all computer programs and relational computer databases, "Computer Programs" as used herein are defined as a series of instructions or statements in a form acceptable to a computer, designed to cause the computer to execute an operation or operations. Computer programs include operating systems, assemblers, compilers, interpreters, database management systems, utility programs, sort/merge programs, and automatic data processing equipment (ADPE) maintenance diagnostic programs.

H.3.4 All data first produced in the performance of any contract resulting from this solicitation process shall be the sole property of the District of Columbia Courts. The Offeror hereby acknowledges that all data, including, without limitation, produced by the Offeror for the process, are works made for hire and are the sole property of the District of Columbia

Courts; but, to the extent any such data may not, by operation of law, be works made for hire, the Contractor shall transfer and assign to the Courts the ownership of copyright in works, whether published or unpublished. Further, the Contractor agrees to give the

Courts all assistance reasonably necessary to perfect such rights, including but not limited to the works and supporting documentation and the execution of any instrument required to register copyrights. The Contractor agrees not to assert any rights at common law or in equity in such data. The Contractor shall not publish or reproduce such data in whole or in any manner or form, authorize others to do so, without written consent of the District of Columbia Courts until such time as the Courts may release such data to the public domain. The Courts shall not unreasonably withhold consent to the Offeror's request to publish or reproduce data in professional or public relations trade publications.

H.3.5 The Courts assumes no liability for disclosure or use of unmarked data and may use or disclose the data for any purpose. Unless restricted, information submitted in response to this request may become subject to disclosure to the public pursuant to the provisions of the Freedom of Information Act (5 USC. 551).

H.3.6 Responses/Quotes shall set forth full, accurate, and complete information as required by this solicitation package (including Attachments). The penalty for making false statements in quotes is prescribed in 18 USC. 1001.

H.4 CONTRACTOR MANAGEMENT RESPONSIBILITY

H.4.1 The Contractor shall appoint a Project Manager who will be the Contractor's Authorized

Representative for technical and administrative performance of all services required hereunder. The Project Manager shall provide the single point of contact through which all Contractor/Court communications, work and technical direction shall flow. The

Project Manager will be responsible for insuring that any requested changes be made to the final product.

H.5 STOPPAGE OF WORK

H.5.1 If the Contractor fails to abide by any or all of the provisions of the contract, the

Contracting Officer reserves the right to stop all work or any portion thereof, affected by the Contractors failure to comply with the contract requirements. This stoppage will remain in effect until the Contractor has taken action to meet the contract requirements. If the Contractor fails or refuses to meet all the provisions of the contract or any separable part thereof after written notification and work stoppage, the Court may terminate the right of the Contractor to proceed.

H.6 SUBCONTRACTS

H.6.1 Nothing contained in the contract documents shall be construed as creating any contractual relationship between any subcontractor and the Court.

H.6.2 The divisions or sections of the specifications are intended to control the Contractor in dividing the work among the subcontractors or to limit the work performed by any trade.

H.6.3 The Contractor shall be as fully responsible to the Court for the acts and omissions of subcontractors, and of persons employed by them as he/she is for the acts and omissions of persons…