Solicitation_CM_Services_2018_Nov.pdf

DISTRICT OF COLUMBIA COURTS

SOLICITATION, OFFER AND AWARD

FOR SUPPLIES, OR SERVICES

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: October 31, 2018

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH OPENING DATE: December 7, 2018

616 H STREET, N.W., ROOM 612 OPENING TIME: 2:00 PM

WASHINGTON, D.C. 20001

SOLICITATION NUMBER: DCSC-19-RFP-0022

OFFER/BID FOR: CM Services for the DC Courts 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

December 7, 2018 at 2:00 PM (date).

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

X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 42

X B Supplies or Services & Price /Cost 2 X I Contract Clauses 53

X C Description/Specs. Work Statement 5 X J List of Attachments 62

X D Packaging and Marking 13 X K Representation Certificates 64

X E Inspection and Acceptance 14 X L Instructions, Conditions, Notices 70

X F Deliveries and Performance 15 X M Evaluation Factors for Award 85

X G Contract Administration Data 36

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 to provide agency CM services in support of the Capital Projects and

Facilities Management Division (CPFMD) within the DC Court System of the Courts.

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 two (2) years from date of award with three (1 year) 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 November 8, 2018 at 1:00 pm 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 November 7, 2018:

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 two (2) years and for each year of the option years, for the services specified and in accordance with Section C, Description/Specifications/Work Statement, of this Request for Proposal (RFP).

B.5 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 %

Base

Period

Rate %

Option

Period 1

Rate %

Option

Period 2

Rate %

Option

Period 3

Indirect

Fringe Benefits

Fee

B.6 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, 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.7 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

The Courts are seeking a Contractor to provide agency Construction Management (CM) services and be an integrated part of the existing CPFMD team. The Courts’ intent is to solicit agency CM services is to find a Contractor who is interested in partnering with the

Courts and the CPFMD Program Management Office (PgMO) to meet the following objectives:

1. Improve the CPFMD’s overall project performance by:

a. Managing and administering construction of all projects according to standard operating procedures that are aligned with industry standard practices

b. Partnerning with the CPFMD PgMO to develop strategies that will improve project performance and resolve project-level issues that arise during construction

c. Supporting the CPFMD with an integrated team approach from inception and planning of the CPFMD’s projects to managing and controlling individual project scopes, schedules, budgets, quality and safety.

2. Support the CPFMD and the Courts to meet strategic goals by:

a. Ensuring that project schedules meet timelines identified in program planning documents and in the DC Courts’ Strategic Plan 2018-2022

b. Providing a process for resource allocation and capacity management to ensure that the CM has adequate resources in place for timely completion of tasks as work load increases/decreases

3. Support the CPFMD and the Courts to meet financial goals by:

a. Ensuring that projects are tracked against the DC Courts’ Capital Budget and yearly FY Spending Plans to ensure that projects are being managed within programmed budget/cost

b. Providing direct construction management and administration of all the CPFMD projects to improve overall project results—including project success rates, prevention of cost overruns and schedule delays.

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.11a, “The District of Columbia Courts Facilities

Master Plan dated November 15, 2013” and Attachment J.11b, “The Judiciary Square

Master Plan – Washington, D.C. dated 4 March 2005 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 (5) years, the Courts anticipates making approximately $4.5 M in improvements to one (1) 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 (8)-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 eight (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 CM services for interrelated projects, over multiple sites, varying in scale and complexity. It is the expectation of the Courts that the CM fully integrate with the PgMO, the Courts personnel, and other Courts’ contractors and vendors who will complete the following program initiatives detailed below in sections

C.2.7.1 - C.2.7.4.

C.2.8 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) and all interrelated projects in Judiciary Square (all listed in Section C.2.7.1), 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. Section F identifies key personnel who the DC Courts anticipate may be required to “dual hat” or fill more than one (1) position.

C.2.9 Completion of the C Street Addition on the east side of the H. Carl Moultrie

Courthouse at 500 Indiana Ave N.W. (Phase 2B) and all interrelated projects in

Judiciary Square as detailed below:

C.2.9.1 Completion of C Street Addition/Phase 2B (Refer to Attachment J.13, C Street Addition

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

C.2.9.2 Completion of projects interrelated with the C Street Addition referred to by the CPFMD as Phase 2B concurrent projects, Phase 2B support projects and post Phase 2B projects below:

C.2.9.3 HCMCB (West) Renovate 3rd Floor Courtroom Sets (approximately 17,200

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

C.2.9.4 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.2.9.5 HCMCB (East/C600) Renovate for USMS Administrative Consolidation (approximately

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

C.2.9.6 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.2.9.7 HCMCB (East/Suite 1195) Renovate Security Office (approximately 800 GSF).

Space type to be renovated consists of standard office space.

C.2.9.8 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.2.10 Relocation of DC Courts personnel from leased space at 616 H Street (Gallery

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

C.2.10.1 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.2.10.2 Includes minor renovations of office space in Building A at 515 5 th

Street

(approximately 3,500 GSF). Space type to be renovated consists of standard office space.

C.2.11 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.2.11. 1 completion of this initiative will require that the Contractor work with the PgMO to assist with the update of the DC Courts Design Standards (Attachment J.13) 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.14)

C.2.11.2 Completion of this initiative will require expertise related to current innovative courtroom Information Technology (IT), Audio Visual (AV) and security technologies.

C.2.12 Planning and completion of operation and maintenance facility projects using an average of $1.5 - $2 million in operating funds annually.

C.3 REQUIRED SERVICES

C.3 .1 The Courts requires the following services, and that the CM operates in full partnership with the Courts and the PgMO to complete all tasks required to professionally and efficiently managing all projects from inception to occupancy.

The CM tasks include, but are not limited to:

(1) Manage projects in alignment with program scope, budget and schedule that are aligned with DC Courts’ Strategic Plan 2018-2022.

(2) support the CPFMD to initiate, plan, administer and manage all projects in a consistent manner that facilitates completion of all projects within cost, on schedule, and to acceptable levels of quality, performance and safety and

(3) consistently and regularly track and report progress of all projects to ensure adherence to project scope, budget and schedule and to illustrate that all objectives identified in Section C.1 are being met.

C.3.2 The following services are required of an agency CM to carry out the tasks to be completed throughout all project phases—initiation, planning, procurement, design, permitting, construction, Furniture, Fixtures and Equipment (FF&E) installation, tenant move-in (TMI), close out and transition to operations and maintenance

(O&M). It is expected that these services will be performed in full partnership with the PgMO:

C.3.2.1 Construction Management (CM) Services

Agency CM services shall be performed in full partnership with the PgMO and the

Courts. CM services shall be complimentary to those programmatic and policy-level services performed by the PgMO and shall be more heavily focused on ensuring feasibility, constructability, validating budgeted cost and administering construction contracts to ensure the successful delivery of construction projects program-wide within scope, cost, schedule and of an acceptable level of quality and safety. Though the CM will provide leadership during the construction phase of all projects program-wide (regardless of the project delivery method), it is the DC Courts’ expectation that

CM services will be provided throughout all project phases, beginning with project initiation and ending only occupancy has occurred, a project has been successfully transitioned to the Courts’ O&M team and the one (1) year warranty period has expired. It is also the Courts’ expectation that CM services provided shall be fully integrated and coordinated program-wide to ensure that all individual, interrelated projects, over multiple sites, varying in scale and complexity, are managed in a systematic and consistent way for maximum time and cost efficiency.

C.3.2.2 CM services required include, but are not limited to, the provision of the following services during the initiation and procurement phases of all project(s) administered and managed by the CM program-wide:

i. Development of Project Management Plans (PMPs)

ii. Project definition and prioritization support

iii. Project requirements development

iv. Project contracting acquisition strategy and delivery method determination support

v. LEED certification requirement definition and rationale

vi. Scope of work and RFQ/RFP development support

vii. Development of independent cost estimates

viii. Technical evaluations for A/E, GC and vendor selection

ix. Management of all project pre-bid activities, meetings and site visits

x. Receiving and archiving of all initiation and procurement-related documents from Architect/Engineers (A/Es), outside agencies, internal Court tenant groups/occupants, General Contractors (GCs) and vendors, etc. executing project-related work for the Courts.

C.3.2.3 CM services required include, but are not limited to, the provision of the following services during the planning & design phases of all project(s) administered and managed by the CM program-wide:

i. Overall design management and AOR oversight

ii. Feasibility & constructability reviews of design submittals

iii. Engineering & technical reviews of design submittals for all relevant code, DC

Court Design Standards and user requirement compliance

iv. Engineering & technical reviews of design submittal to ensure inclusion of all owner and tenant space, access, MEP, IT/AV/telecom, security and special requirements

v. LEED certification reviews

vi. Design quality assurance (QA)

vii. Design cost and schedule monitoring

viii. Value engineering/life-cycle cost analysis

ix. Independent cost estimates

x. Commissioning plan development

xi. Receiving and archiving of all design-related documents from A/Es, outside agencies, internal Court tenant groups/occupants, General Contractors (GCs) and vendors, etc. executing project-related work for the Courts.

C.3.2.4 CM services required include, but are not limited to, the provision of the following services during the permitting & construction phase of all project(s) administered and managed by the CM program-wide:

i. Overall responsibility and lead for all construction activities

ii. Obtaining all required project permits

iii. Construction contract oversight—compliance, administration, management

iv. Supporting the PgMO to schedule and conduct stakeholder walks during construction

v. Permit and inspection verification

vi. Proactive resolution of permitting and city or third-party inspection services

vii. Shop drawing and construction submittal review

viii. LEED certification compliance

ix. Material inspection & testing oversight and documentation

x. Schedule review, analysis, management and control

xi. Support FF&E vendor procurement

xii. FF&E vendor integration into contractor schedule and oversight of all vendor activities

xiii. Cost tracking, management and control

xiv. Quality management and control

xv. Daily on-site monitoring and inspection of ongoing work for compliance with contract requirements, relevant codes and industry standard practices.

xvi. Enforcing standard construction outage processes, policies and procedures consistently across all projects managed program-wide.

xvii. Construction QA inspections

xviii. Document control

xix. Receiving and archiving of all construction-related documents from A/Es, outside agencies, internal Court tenant groups/occupants, General Contractors

(GCs) and vendors, etc. executing project-related work for the Courts.

xx. Change management

xxi. Construction claims avoidance and resolution

xxii. Invoice and pay application review, approval recommendation and processing

xxiii. On-site project safety oversight

xxiv. Equipment start-up and commissioning

xxv. Punchlist completion and construction closeout

C.3.2.5 CM services required include, but are not limited to, the provision of the following services during the post-construction phase of all project(s) administered and managed by the CM program-wide:

i. Owner acceptance and base building turnover coordination and management

ii. As-built drawing review

Field-verifying accurate documentation of the as-built condition prior to acceptance by the Courts.

iii. Tenant move coordination through final occupancy

Providing on-site support to all Furniture, Fixtures and Equipment (FF&E) and Tenant Move-In (TMI) vendors during the FF&E and TMI phases across all projects managed program-wide.

iv. LEED certification close-out

v. Equipment commissioning oversight & training coordination

vi. Contract close-out

vii. Operation and Maintenance (O&M) manuals collection & review

viii. Recordation of contractor and vendor guarantees and warranties into the DC

Courts’ asset management programs (Manager Plus and FM Systems)

ix. Receiving and archiving of all post-construction phase-related documents from

A/Es, outside agencies, internal Court tenant groups/occupants, General

Contractors (GCs) and Court vendors, etc. executing project-related work for the

Courts.

x. Scheduling, coordinating and conducting three (3) month, six (6) month, nine (9) month and final/one (1) year warranty walks with the CPFMD O&M team.

C.3.2.6 Project Management (PM) Services

PM services shall be fully integrated with CM services, focusing on the management of individual DC Courts’ projects to ensure the successful delivery of each project within scope, cost, schedule and of an acceptable level of quality, performance and safety. It is the Courts’ expectation that PM services will be provided throughout all project phases, beginning with project initiation and ending only when occupancy has occurred, a project has been successfully transitioned to the Courts’ O&M team and the one (1) year warranty period has expired. It is also the Courts’ expectation that PM services provided shall be fully coordinated program-wide to ensure that all projects are managed in a similar and consistent way for maximum time and cost efficiency.

C.3.2.7 Owner’s Representative Services

Owner’s representative services are inherent to CM and PM services in that the CM is the owner’s agent—ultimately and exclusively responsible to the owner and performs all services in the owner’s best interest. Owner’s Representative Services required may extend beyond CM services listed above to include, but not limited to, the provision of the following services in support of meeting program objectives:

i. Land/building acquisition support

ii. Owner occupant (tenant) outreach, reporting and coordination

iii. Program and project regulatory agencies outreach, reporting and coordination

iv. Outside-agency stakeholder outreach, reporting and coordination

v. Community outreach, reporting and coordination

vi. Requirements definition and documentation for owner occupants, regulatory agency or outside agency stakeholders

vii. Public-Private Partnership (P3) development support

[END OF SECTION C]

SECTION D - PACKAGING AND MARKING

This section is not applicable to this solicitation

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

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

E.1.2 The Contractor shall provide and maintain an inspection/monitoring system acceptable to the Courts covering the services furnished under this contract. Complete records of all inspection/monitoring 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 have the right to inspect all 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 in a manner that will not unduly delay the work.

E.1.4 If the Courts perform inspections 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 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 services cannot be corrected by performance, the Courts may:

A) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

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

E.1.6 If the Contractor fails to promptly perform the 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 services and charge to the Contractor any cost incurred by the Courts that is directly related to the performance of such service or

(2) terminate the contract for default.

[END OF SECTION E]

SECTION F - DELIVERIES AND PERFORMANCE

F.1 TERM OF CONTRACT

The term of the contract will be two (2) years from date of award with three (1 year) option years. The date of award shall be the date the Contracting Officer signs the contract document.

F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT

The Courts may extend the term of base period of this contract for a period of three (1 year) option years, or a fraction thereof by written notice to the Contractor before the expiration of the contract; provided that the Courts shall give the Contractor a preliminary written notice of its intent to extend at least thirty (30) calendar days before the contract expires. The preliminary notice does not commit the Courts to an extension. The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) calendar day preliminary notice requirement by providing a written waiver to the Contracting

Officer prior to expiration of the contract.

F.2.1 The prices for the option periods shall be as specified in the contract.

F.2.2 The total duration of this contract including the exercise of any options under this clause shall not exceed five (5) years.

F.3 PERFORMANCE/DELIVERABLES

F.3.1 All deliverables shall be in a form and manner acceptable to the Courts. The

Contractor shall furnish employees and anything additional required outside of what the Courts will provide as detailed in Section H.3.1—such as office supplies, materials, equipment—necessary to meet the requirements of this Contract. The cost for these items shall be included in the Contractor’s cost.

F.3.2 The CM shall provide required services (consistent with the most recent version of the

CMAA’s Construction Management Standards of Practice) to meet the Courts’ purpose as defined in Section C.1 and shall provide deliverables sufficient to justify compliance. The Courts have defined specific deliverables and have incorporated them into several documents that have been produced by the current program and project team within the last few years. The list of deliverables below is not meant to be prescriptive, but identifies the project-level documents the CPFMD is currently using that the CM should (1) comply with while administering and managing all projects (2) support the PgMO to continuously revise/improve and (3) support the

PgMO to ensure compliance program-wide:

F.3.3 As detailed in Section C.1, the Contractor who is interested in partnering with the

Courts, the CPFMD and the PgMO will play a key role supporting the Courts by providing deliverables that will contribute to achieving the following objectives:

Improve the CPFMD’s overall performance

Support the CPFMD and DC Courts to meet strategic goals

Support the CPFMD and DC Courts to meet financial goals

F.3.4 IMPROVE THE CPFMD’S OVERALL PERFORMANCE

The Contractor selected shall operate with an integrated team approach from inception and planning of the CPFMD’s 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 performance and safety. The CM shall also operate with the intent to improve the

CPFMD’s overall performance and provide deliverables sufficient to justify that

CPFMD’s overall performance is being improved. 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:

F.3.4.1 Project Resource Management: The Contractor shall be responsible for resource allocation and capacity management to ensure that the CM has adequate resources in place for timely completion of projects as project work load increases or decreases.

F.3.4.2 Project Integration Management: The Contractor shall ensure that all

Construction Management Plans (CMPs), Project Management Plans (PMPs), and any other management plans proposed by the CM 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 project objectives are met.

F.3.4.3 Project Procurement Planning: The Contractor shall be responsible for supporting the Courts and the PgMO to plan procurement for all projects that the CM has responsibility for by partnering with the Courts to support all procurement-related activities to include, but not limited to, the following:

a) Supporting the development of procurement strategies and schedules

b) Supporting the planning and the coordination of additional professional services including architects, interior designers, planners, project managers, general contractors; and any other professional services required to complete project tasks.

c) Developing Independent Government Estimates (IGEs) for Request for

Proposals (RFPs) released for construction projects.

d) Technical evaluations for A/E, GC and vendor selection

F.3.4.4 Project Communications Management: The Contractor shall be responsible for proactively managing communications at the project 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.

F.3.4.5 Project Risk Management: The Contractor shall be responsible for determining how risk will be managed and mitigated at the project level and for proactively managing project scope, schedule and budget risk in order to minimize risk during project delivery.

F.3.4.6 Project Quality Management: The Contractor shall be responsible for overall quality on projects by enforcing design and construction quality assurance standards, policies and procedures that will ensure quality design, new construction, renovation, repair, replacement and renewal projects.

F.3.4.7 Project Safety Management: The Contractor shall be responsible for overall safety on projects by enforcing safety standards, policies and procedures that will ensure safety on all projects.

F.3.4.8 Project Design Management: The Contractor shall be responsible for all project-level design related activities to include, but not limited to, the following:

a) Conducting feasibility & constructability reviews of design documents and drawings for all projects on behalf of the Courts.

b) Conducting technical reviews of design documents and drawings for code, DC

Courts Design Standards, and user requirement compliance.

c) Conducting reviews of design documents and drawings to ensure that designs adhere to 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 and standards.

d) Ensuring that all design document and drawing comments are resolved prior to

Courts acceptance.

e) Field-verifying design drawings to ensure stakeholder and contract requirements are met.

f) 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.

g) Complying with design document filing and storage/archiving system (hard and soft copy).

F.3.4.9 Project Asset Management: The Contractor shall be responsible for all asset management-related activities to include, but not limited to, the following:

a) Reviewing all project Operation & Maintenance (O&M) manuals.

b) Recording contractor and vendor guarantees and warranties into the DC Courts asset management programs (the Courts is currently using Manager Plus to capture fixed assets).

F.3.4.10 Project Space & Move Management: The Contractor shall be responsible for coordination of all project tenant moves with the Courts move team through final occupancy.

F.3.4.11 Project Scope Management: The Contractor shall support the Courts PgMO to develop project scopes, ensure that all project requirements are met and deliverables are received proper to Courts review and acceptance and project contract closeout.

F.3.4.12 Project Scope Change Management: The Contractor shall be responsible for all scope change-related activities to include, but not limited to, the following:

a) Coordinating with the PgMO to ensure that all stakeholder and owner-requested changes are accurately captured, and project and program impact is assessed prior to Courts review, acceptance and implementation.

b) Reviewing and validating all proposed project change order costs prior to Courts acceptance and implementation.

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

F.3.4.13 Project Construction Management: The Contractor shall provide all CM, PM and Owner’s Representative services (detailed in section C.3) required to administer and manage the construction of all projects program-wide consistently and according to the PgMO policies, procedures and standards and in a consistent manner that facilitates completion of all projects within cost, on schedule, and to acceptable levels of quality, performance and safety.

F.3.4.14 Construction Management Plan (CMP)

The Contractor selected shall submit a draft written CM Plan (CMP) for review and acceptance by the PgMO and the Courts within thirty (30) calendar days of contract award.

F.3.4.14.1 The final version of the CMP shall be fully coordinated with the PgMP (to be provided after contract award) that will clearly define (1) the vision, implementation strategy, scope, schedule and budget criteria for the program (2) the roles, responsibilities and authority of the program team (3) the policies, procedures and standards for the program and (4) address how the PgMP and

CMPs will be integrated program-wide.

F.3.4.14.2 CM Plan shall include, at a minimum, the Contractor’s proposed CM

Organizational Chart, CM Financial/Budget Management Plan, CM Stakeholder

Management Plan, CM Integration Management Plan, CM Scope Management

Plan, CM Change Management Plan, CM Resource Management Plan, CM

Schedule Management Plan, CM Communications Management Plan, CM

Procurement Management Plan, CM Risk Management Plan, CM Quality

Assurance Plan, CM Safety Plan

F.3.4.14.3 The Contractor selected shall address, at a minimum, the following within the

CMP:

a) The CMP shall clearly identify the roles, responsibilities and authority of the CM team and the policies, procedures and standards followed by all members of the CM team.

b) The CMP shall address how CMP will be integrated with the PgMP and

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

c) The CMP shall identify how projects will be tracked, measured and reported to the Courts in a way that (1) illustrates overall project progress and health and (2) that the Courts’ financial and strategic objectives are being met at the project level. The CMP shall also specify how, when, where and to whom reports will be delivered for review and acceptance or for information only (FIO).

d) The CMP shall identify how the Contractor will manage updates to all contents of the CMP after the first version is accepted by the Courts and ensure that all updates are distributed externally to all relevant Courts personnel and internally to the CM team.

F.3.4.15 CPFMD Standard Operating Procedures (CPFMD SOP)

In an effort to standardize processes and identify responsibilities program-wide, the CPFMD has made a considerable effort to develop a DRAFT Standard

Operation Procedures (SOP) manual (Attachment, J15). The DRAFT CPFMD

SOP (currently still undergoing revisions) has not been officially released to the

CPFMD personnel, contractor personnel or vendors for compliance. The CM shall not only operate in compliance with the CPFMD SOP when officially released, but shall also support the CPFMD by providing sufficient services to complete the following tasks related to the CPFMD SOP:

F.3.4.15.1 The CM shall support the PgMO to coach and ensure all CM team members operate in compliance with the CPFMD SOP program-wide.

F.3.4.15.2 The CM team selected shall support the PgMO’s efforts to release the

CPFMD SOP to the entire CPFMD team, ensure CM compliance with the

CPFMD SOP once released, and support revision of the CPFMD SOP bi-annually.

F.3.4.15.3 The CM selected shall support the PgMO effort to revise the CPFMD SOP bi-annually to include all CM-related operational changes, improvements and lessons learned and any other relevant updates in alignment with industry standard practices.

F.3.4.15.4 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. The CM shall provide contracting acquisition strategy and delivery method determination support to the PgMO based on the best fit for individual projects or contract type and shall support the revision of the CPFMD

SOP to reflect the implementation of different acquisition strategies and delivery methods as they are implemented by the CPFMD.

F.3.4.16 CPFMD Naming Convention

The Contractor selected shall provide all services necessary to (1) comply with the CPFMD Naming Convention and (2) ensure that all documents received from the A/E(s), outside agencies, internal Court tenant groups/occupants, GCs, vendors, etc. comply with the CPFMD naming convention prior to review by the

CM and acceptance by the Courts.

F.3.4.16.1 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 and therefore is not currently being enforced.

F.3.4.16.2 The CM Contractor selected shall support the CPFMD by ensuring CM team and project team 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.

F.3. 4.16.3 The Contractor selected shall support the CPFMD by ensuring that all documents received by the CM from the A/E(s), outside agencies, internal Court tenant groups/occupants, GC(s), vendors, etc. comply with the CPFMD naming convention prior to review by the CM. The CM shall be responsible for ensuring that all documents received by the CM comply with the CPFMD Naming

Convention prior to acceptance by the Courts.

F.3.4.17 CPFMD Document Control Standard

The Contractor shall provide all services necessary to maintain and ensure compliance with a program and project document control standard.

F.3.4.17.1 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.

F.3.4.17.2 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to a program-wide document control standard:

a) Support the PgMO 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) After release, support the PgMO effort to 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.

c) After tutorials, ensure CM team compliance with the document control standard and project team compliance on all projects administered and managed by the CM.

d) Support the PgMO effort to 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.

F.3.4.18 CPFMD Electronic Data Standard http://www.procoretech.com)/

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

a) Support the PgMO effort to develop requirements 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 release of the electronic data standards, support the PgMO efforts to 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.

c) After tutorials, support the PgMO efforts to ensure program-wide compliance with the electronic data standard.

d) Support the PgMO efforts to 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.

F.3.4.19 CPFMD Division 01—General Requirements Specification (Attachment, J.16)

F.3.4.19.1 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.

F.3.4.19.2 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.

F.3.4.19.3 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) Support the PgMO effort to further customize the existing Division 01—

General Requirements specification for acceptance by the Courts.

b) After acceptance by the Courts, ensure project 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 project contracts solicited and awarded by the CPFMD in the future as a standard requirement.

F.3.4.20 Project Schedule Management: The Contractor shall be responsible for all program and project-level schedule related activities to include, but not limited to, the following:

F.3.4.20.1 Program-Level: The CPFMD has begun the effort to overhaul the existing

CPFMD Integrated Program Schedule (CPFMD IPS) (Attachment, J.17) to include all ongoing and planned projects through 2025. The CPFMD IPS will 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.

F.3.4.20.2 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to the CPFMD IPS:

a) Support the PgMO effort to 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) Assist the 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 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.

c) Review all schedule submissions for projects administered and managed by the CM to ensure that they are aligned with the CPFMD IPS prior to acceptance by the Courts.

d) Review all requested project schedule changes and proposed recovery schedules for projects administered and managed by the CM and coordinate with the PgMO to identify impacts to CPFMD IPS prior to acceptance by the

Courts.

F.3.4.20.3 The CM shall support the PgMO effort to develop standard project schedule submission requirements for all projects program-wide. Schedule submission requirements shall address the following, at a minimum:

a) General schedule submittal format and content

b) Initial schedule, baseline schedule, and integrated project schedule requirements

c) Resource loading and cost loading requirements

d) Activity, critical path, and narrative requirements

e) Major completion milestone and milestone roll-up requirements

f) Schedule acceptance criteria and process

F.3.4.20.4 After standard project schedule submission requirements are developed; the CM shall support the PgMO effort to 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.

F.3.4.20.5 After standard project schedule submission requirements are developed, the CM shall support the PgMO effort to ensure inclusion of the requirements in all relevant contract documents developed by the CM.

F.3.4.20.6 After standard project schedule submission requirements are developed, the CM shall review all project schedule submissions to ensure compliance with standards prior to acceptance by the Courts.

F.3.4.20.7 The CM shall support the PgMO effort to develop individual project planning schedules during the planning phase of all projects.

F.3.4.20.8 Project-Level: The CM shall be responsible for all project-level schedule related activities as identified in Section C.3 and as the CM will detail in the CMP and individual project PMPs that will be accepted by the Courts.

F.3.4.21 DC Courts Design Standards (Attachment J.13). The Contractor selected shall provide all services necessary to ensure project compliance with the DC Courts

Design Standards.

F.3.4.21.1 The Contractor selected shall support the CPFMD by providing sufficient services to complete the following tasks related to the DC Courts Design Standards:

a) Support the PgMO effort to make continuous revisions to the DC Courts

Design Standards to reflect lessons learned improvements and ensure updated versions are distributed, in a consistent and standard format, to all CM team members involved in the administration and management of Courts’ projects.

b)…