RFP_Solicitation-_Signage.pdf

DISTRICT OF COLUMBIA COURTS

SOLICITATION, OFFER AND AWARD

FOR SUPPLIES, OR SERVICES

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: November 11, 2018

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH OPENING DATE: December 10, 2018

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

WASHINGTON, D.C. 20001

SOLICITATION NUMBER: DCSC-19-RFP-0027

OFFER/BID FOR: DC Courts Signage and Wayfinding System MARKET TYPE: Open Market

TYPE OF SOLICITATION: Sealed

Proposals (RFP)

TABLE OF CONTENTS

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

December 10 , 2018 at 3:00 PM (date).

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

X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 26

X B Supplies or Services & Price /Cost 2 X I Contract Clauses 36

X C Description/Specs. Work Statement 4 X J List of Attachments 45

X D Packaging and Marking 13 X K Representation Certificates 46

X E Inspection and Acceptance 14 X L Instructions, Conditions, Notices 52

X F Deliveries and Performance 15 X M Evaluation Factors for Award 64

X G Contract Administration Data 20

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 in the DC Metro Area who is interested in providing Signage Manufacturing

& Wayfinding Services including the management and procurement of the signs.

B.1.1 The selected supplier must be able to demonstrate their ability to perform consistently to high standards of quality and reliability in delivering products and services similar to those described here within.

B.1.2 CONTRACT TYPE: The resulting contract will be a Hybrid Contract:

A) Fix Price component for management and

B) Cost Reimbursable Component for the production and installation of the signs.

B. 1.3 TERM OF THE CONTRACT: The term of the contract will be two years (2) from date of award with an option of three (1 Year) option years. The date of award shall be the date the Contracting Officer signs the contract document.

B.2 The On-site Meeting will be held on November 16, 2018 at 9:30 am (no more than one person per company) 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 13:

a) Full name of attendee

b) Name of the Company affiliated with

B.4 ESTIMATED COST, FEE, AND OBLIGATED AMOUNT

The Offeror shall submit a price schedule, for a base period of two years and 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 %

Indirect

Fringe Benefits

Fee

B.6 COST REIMBURSABLE

Cost-reimbursement types of contracts provide for payment of allowable incurred costs.The costs allowable shall be limited to reasonable, allocable and necessary costs determined in accordance with:

(1) For the purpose of reimbursing allowable costs.

(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) Other direct in-house costs; and

(C) Properly allocable and allowable indirect costs, as shown in the proposal records.

B.7 PAYMENT OF FEE

Payment of fee may be made upon receipt of a proper invoice. 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 District of Columbia Courts (DC Courts) has a need for a skilled, experienced contractor, with knowledge of project and program management to provide operational support. This contractor will assist CPFMD with achieving continuity and efficiency related to the existing exterior, interior, and wayfinding signage system, picture hanging and installation supervision, migration needs across the DC Court Judiciary Square

Campus and Leased Spaces.

The contractor will administer and oversee: a) signage baseline analysis, b) signage maintenance, c) move/ migration support, d) signage coordination services with the DC

Courts AOR, e) signage for new construction projects and f) preparing specifications for the procurement of signs.

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 Capital Projects and Facilities Management Divison (CPFMD) is a part of the DC Court System—providing shared services to the DC Court of Appeals and the DC Superior Court. The DC Courts currently maintain 1.2 million gross square feet

(GSF) of space within five (5) Courts-owned buildings in Judiciary Square and maintain the grounds surrounding those buildings.

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

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

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

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

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

410 E St. NW (known as Building C)

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

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

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

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

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

Columbia and. Over the next five years, the Courts anticipates making approximately

$4.5 M in improvements to one satellite office.

C.2.5 The Superior Court of the District of Columbia and its many supporting functions are housed in the H. Carl Moultrie Courthouse. The eight-story building is the Court’s largest facility comprising 462,660 occupiable square feet (OSF)/ 680,000 gross square feet (GSF), containing over 90 courtrooms and hearing rooms, and is the focus of most court activities. It is an 8-story building with a full level of parking below.

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

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

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

th

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

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

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

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

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

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

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

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

C.2.7.3.1 HCMCB (West) Renovate 3rd Floor Courtroom Sets (approximately 17,200 GSF) that consists of courtrooms, jury rooms and witness rooms.

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

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

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

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

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

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

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

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

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

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

15,700 GSF).

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

Space type to be renovated consists of standard office space.

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

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

C.2.8 Relocation of DC Courts personnel from leased space at 616 H Street (Gallery Place) to DC Courts-owned space in Judiciary Square:

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

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

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

Street

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

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

Square.

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

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

2018-2022 Goal IV.

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

C.3 REQUIRED SERVICES

C.3.1 The District of Columbia Courts is in the need of a contractor that represents a primary business in the field of Graphic Design/Signage performing the work of sign programming and design. This award will include the development of baseline studies, identification of new signage needs, maintenance and implementation of a standard interior/exterior signage for all Courts buildings. This includes, but not limited to wayfinding (directional) sign programs, room and safety signage, the development of pedestrian and vehicle way-finding sign programs, building and entrance identification, traffic/regulatory and preparing signage procurement packages following DC Court’s Signage Standards.

C.3.2 All the services performed under the contract will require a level of coordination with the DC Court Facilities Master Planner/Architect, to ensure the updating of the Courts

Master Plan. In addition, the Contractor will be responsible for coordinating with the

AOR and the Courts Procurement Officer the manufacturing of the signs. The contractor will appoint a team – including a Project Manager and dedicated staff – once the project is awarded.

C.3.3 Offeror agrees to provide the Services, and Deliverables as described in individual statements of work for projects in a manner consistent with the processes outlined.

Pricing by the offeror should be in strict accordance with the information provided in response to this request.

C.3.4 The interior signage area is defined as the interior of the Courts buildings which includes, but not limited to:

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.4 TASKS

C.4.1 INTERIOR TASKS (Maintenance and new Signs)

1. Review/utilize the existing room numbering systems and the signage system for all rooms and all floors of the Courts through developing a base line study of the entire Court signage system (directional wayfinding included) this will involve site visits to document existing signage for updating, reuse, or replacement. This room numbering system is one that is to be directed toward visitors and staff. If the existing room numbering system is

“broken”, contractor will propose changes. Any proposed changes, including needed additions to the current numbering system will be reviewed and approved by the

CPFMD/DC Courts prior to changes being implemented. (please refer to

2. The contractor will be responsible for the coordination of meetings with the DC Courts

Architect of Record (AOR), CPFMD, and the DC Courts and will be the main liaison between the AOR and CPFMD/DC Courts.

3. The contractor will be responsible for reviewing of floor plans and Program of Record

(POR), which is provided by the architect and/or the Capital Projects and Facilities

Management Division (CPFMD) for each project respectively;

4. The contractor shall coordinate with the AOR for the interior room numbering scheme, and building identification and directional sign program. In addition the contractor will coordinate information with the AOR for the programming and sign location plans being prepared for all of the room identification signs throughout the Courts buildings. This will include a complete sign location/installation plan indicating existing, reuseable, or updated, new signs needed and a comprehensive schedule identifying each sign type, quantity, and message information (including Spanish translations where required). A signage location, installation and message schedule package will be prepared by the contractor.

5. The contractor shall coordinate with the Courts for the directional wayfinding and “you are here” sign program. This will involve programming and sign location plans being prepared for all of the directional signs throughout the Courts. This will include a complete breakdown identifying each sign by type, quantity and message schedule being proposed. Sign location plans and message schedules will be prepared by the contractor showing the placement/location of directional signs.

6. The contractor shall identify, implement and coordinate an exterior building identification sign program which would provide maintenance to existing signs and provide new signage as required and needed. This will involve programming and sign location plans being coordinated with AOR and prepared showing the placement of the signs and their respective messages. This will include a complete sign message schedule identifying each sign, its message and its type. Sign location plans and photographs will be prepared showing the exact placement/location of the building identification signs.

7. Examples of the types of exterior signs that are be included in the scope of work are:

Freestanding, wall or building mounted identification signs; Freestanding, wall or building mounted directional signs; Parking lot identification;; Site identification signs. Directional

Exterior Wayfinding Signage, Traffic signage –stop signs, pedestrian crossing, no parking signs etc., Exterior building identification signage. Temporary sign that we currently use are made of metal, vinyl or plastic.

8. Drafting of initial Signage Location plans, typical installation elevations and details to ensure maximum clarity for the signage package document will be provided at a minimum for all projects.

9. The Contractor shall perform periodic site visits to document, and note for maintenance purposes all existing signage in the project scope for possible reuse/installation. Only existing signage that meets current DC Courts standards and is ADA compliant will be considered for reuse for renovation projects. Other signage (or parts) with CPFMD’s approval maybe inventoried, salvaged and stored for Maintenance reuse.

10. The contractor shall assist in coordination efforts / with end-users to ensure the POR is correct and the seating placement is accurate and appropriate per the DC Courts Design

Standards; The Contractor in conjunction with CPFMD shall coordinate with the AOR to revise documents as required based on changes to the Program of Record (PORUpon completion of the revised plans, the contactor shall receive end user and CPFMD sign offs.

11. The contractor shall provide detailed information as soon as possible to the AOR identifying architectural, interior, and/or communication problems in the facilities that need to be changed and/or improved to provide better identification, circulation and communication of services for visitors for consideration by the Courts.

12. The interior signs will follow guidelines for accessible signage related to the Americans with Disabilities Act, and in compliance with the DC Court’s Signage Standards. Plans, elevations and detail drawings indicating how ADA compliance is met will be required. Any new sign type proposed must be approved and vetted through CPFMD and the Executive

Office. Mounting heights and Braille information must be provided in all Signage packages.

13. The contractor will be responsible for coordinating with the AOR to complete the master signage specifications for new projects and will prepare suitable documentation and pricing for the demolition of existing signs and the installation of new signs.

14. The dedicated staff will be responsible for regular site walkthroughs; photographic documentation; signage placement on floor plans and floor plan edits (plans provided by architect.); artwork development; installation supervision; as well as move coordination and picture hanging.

15. The Contractor will be responsible for responding acknowledge request within 2 hours and install the sign within 24 hours to ad hoc signage request as well as unplanned maintenance signage projects needs such as: replacing missing or broken signs or components of signs; updating outdated information; adding missing signage; and addressing temporary needs throughout the DC Courts’ campus.

16. The Contractor will be responsible for ensuring the Courts have an interactive and intuitive graphic way-finding system with location specific mapping instructions for walking from the current sign to other defined locations.

17. The way-finding system will enable 2-dimensional routes and specific directions from the current sign – “You are here” – to any number of defined locations throughout the

Court’s building intuitively graphically displayed on the screen.

18. The contractor shall provide the AOR and CPFMD with redlined as built drawings for record.

C.4.2 PROCUREMENT SIGNAGE SPECIFICATIONS

1. The Contractor will prepare the final detailed sign type drawings, defining all of the signs in the hierarchy of the sign program, selected sign construction details, sign installation details and specifications.

2. All requested signs for a project shall be in writing and signed by the COTR of the Courts.

3. The Contractor shall use the Courts selected signage manufacturers (System 290 and

Gable Sign) to procure sign. The contractor will be responsible for developing the specifications and for the procurements. See Attachment DCAA Interior Design

Standards.

4. The sign type drawings will include elevation drawings of each sign type with applicable size and layout dimensions and any necessary side, top and back views. It will also contain the interior and exterior sign message schedule, which defines the wording of each sign, referenced to the particular sign type and location, including installation instructions, sign location plan, message schedule, and signage renderings for review by CPFMD and end-users;

5. The contractor will coordinate procurement with the COTR and CO, supervise installation, and finalize signage packages for existing spaces within the DC Courts

C.4.3 PREPARATION

1. The Contractor is responsible for the removal of any existing signs in preparation to receive new sign elements. Contractor must dispose of all signs in accordance with all state and local codes and ordinances. Recycling and re-use of existing sign materials is greatly encouraged. Contractor must consider the salvage value of removed signs in the cost of work.

2. Contractor must verify that all signs ordered fit the as-built conditions of the facility.

C.4.5 INSTALLATION AND PICTURE HANGING

1. Install sign units and components at the locations shown in drawings shall securely mount with fasteners appropriate to the substrate conditions.

2. Install signs on facility property clear of public right of ways and utilities.

3. Install foundations for all free standing signs.

4. Verify that all internal roadway, street and traffic conditions are in accordance with the signs selected and shown on Contract Documents prior to purchase and installation of exterior signage.

5. Picture hanging Involves certificates, degrees, artwork, etc. to be hung on the wall in various locations. The contractor will manage the entire process from initial request to completion.

C.4.5 MOVE COORDINATION SERVICES

The contractor shall assist the DC Courts’ coordinating and developing accurate moving plans. The contractor will be responsible for:

A) Assisting in the planning of moving activities

B) Conduct on-site walkthroughs and to ensure CPFMD has information necessary to complete migrations.

C) Attend coordination meetings with end-users to ensure the POR is correct and/or seating placement is accurate and/or appropriate;

D) The finalization of move programming plans.

E) This work includes the following items:

I. Review of floor plans and Program of Record (POR), in coordination with the

AOR and/or the Capital Projects and Facilities Management Division (CPFMD)

II. Editing of floor plans as needed to ensure maximum clarity for signage package;

III. Create final programming plans, graphics, and labels to be used for move/migration and installation purposes; and

IV. Update programming plans once work is complete to reflect an accurate POR within the DC Courts’ buildings.

C.4.6 FIELD QUALITY CONTROL

A. The Contractor shall be responsible for overall quality on the signage system by enforcing signage design standards and installation quality assurance standards that will ensure quality signage for existing and new construction, renovation, repair, replacement and renewal projects.

B. The Contractor shall be responsible for Inspecting signage locations, to verify installation conforms with Drawings

[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 District of Columbia 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 years (2) from date of award with three (1year) 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 this contract for a period of three (1 year) year option period, 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 DELIVERABLES

F.3.1 All deliverables shall be in a form and manner acceptable to the Courts. The Contractor shall furnish office supplies, materials, equipment, and employees required to meet and perform the requirements of this Contract.

F.3.2 The Contractor shall provide required services to meet the requirements detailed in

Section C. The deliverables identified throughout Section C and the initial deliverables summarized in the table below are the deliverables that the Courts deem essential to meeting the Courts three (3) primary objectives. The Contractor shall provide any additional deliverables they deem necessary to successfully manage the program and to justify that the Courts objectives and the contract requirements are being met.

F.3.2 The Contractor shall provide the Courts’ COTR with one (1) electronic file format copy, one (1) electronic pdf format and one (1) hard copy of each initial deliverable listed on or before the designated due dates identified in the chart below. In addition, the Contractor shall provide proposed schedules containing completion milestones for all plans that are submitted to the Courts.

Section

Reference

Deliverables

(details provided in section referenced)

Due Date

(in calendar days)

Deliver To

C.4. 1 Status report that includes the building identification needs, goals achieved during the month and pending actions

Weekly COTR

C.4.1 Baseline studies Quarterly COTR

C.4.3 Procurement signage specifications As needed COTR/CO

C.5.6 Migration/Moves plans As needed COTR

Signs request Acknowledge request within 2 hours. Install within 24 hours for temporary signs

F.4 STANDARD OF PERFORMANCE

The Contractor shall provide a high standard of professional service. In determining whether the Contractor has performed accordingly, it is understood and agreed that the

Courts will measure the amount and quality of the services required by the contract against the representations made by the Contractor in the written proposal provided during the solicitation process.

Performance

Metric

Required Service Performance

Indicator

Monitoring Method

Accuracy/ completeness/ technical proficiency

All work products must be complete, accurate, and conducted with techniques commensurate to the work

Draft and final work products are complete and accurate and were conducted in a technically-competent and appropriate manner.

The COTR review of work products may include external peer review of deliverables. The Courts reserves the right to perform any inspection and audit as deemed necessary to assure that the

Contractor’s services conform to prescribed requirements.

Timeliness All work products -both interim and final

- must be completed on schedule for the

Courts to use them most effectively.

Contractors’ deliverables are provided on schedule as indicated in the contract and all accepted schedules submitted by the

Contractor unless modified with COTR concurrence.

The COTR will review deliverables with respect to the schedule/due dates defined in the contract and in accepted Contractor schedules accepted by the Courts during the contract period.

Responsiveness The Contractor shall be responsive to requests for clarifications on submitted work products or to refinements to the work based on changing needs

(within the scope of work).

The Contractor is able to provide requested information or make adjustments to work products that provide a benefit(s) to the Courts without undue delays.

The COTR will review the

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

Communication The Contractor shall proactively keep the

Courts apprised of all issues related to the conduct of the task including, but not limited to progress of work, any issues that affect the multiple

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

The Contractor provides both regular updates on the progress of work under the task order and notifies the COTR of any unanticipated circumstances that affect either the analytics/logistics of the program scope, schedule, or budget.

The COTR will review both regular and ad hoc updates and program-related communication

Cost The Contractor shall proactively manage financial status and health of the contract and the Courts’ program.

Actual costs incurred against the

Contractor's cost proposal and program spending. Contractor provides Quarterly

Financial report

The COTR will review all cost-related reporting to determine if

Contractor is performing within proposed cost.

F.5 KEY PERSONNEL /ROLES AND RESPONSIBILITIES

The following positions are designated as Key Personnel. It is the Court’s view that the expertise of identified key personnel is essential to meeting the Court’s objectives:

-Signage Program Manager

The Project Manager will be responsible for the oversight of findings and analysis; the coordination of meetings with the architect (IBI Group, Inc.), CPFMD, and the DC

Courts; and management and coordination of all phases of the projects in their entirety.

The Project Manager will be the main liaison between the architect and CPFMD/DC

Courts. Additionally, the Project Manager will coordinate the proposal, procurement, and installation of signage from the sole signage provider (System 2/90).

The dedicated staff will be responsible for regular site walkthroughs; photographic documentation; signage placement on floor plans and floor plan edits (plans provided by architect.); artwork development; installation supervision; as well as move coordination and picture hanging.

F.5.1 Changes to Key Personnel

The personnel specified above are deemed essential to the work being performed hereunder. During the first sixty (60) calendar days of performance, the Contractor shall make no substitutions of key personnel unless illness, death, or termination of employment necessitates the substitution. Should any of these events occur, the

Contractor shall notify the CO and the COTR as soon as possible after the event and meet the requirements specified below regarding substitutions.

After the initial sixty (60) calendar day period, the Contractor may propose substitutions to the key personnel. The Contractor must notify both the CO and the Courts COTR thirty (30) calendar days in advance of proposed substitution and must submit, in writing, a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for proposed substitutes, and any additional information requested by the CO sufficient to permit evaluation of the impact on the contract. The Contractor shall, prior to making any substitution permanent, demonstrate to the satisfaction of the CO and the COTR that the qualifications of the proposed substitute personnel are equal to or better than the qualifications originally identified for the position. The CO will notify the

Contractor within ten (10) calendar days after receipt of all information of the decision on proposed substitutions. No replacement shall be made by the Contractor without the written consent of the CO.

F.5.2 Program Manager Skills Education and Experience- Minimum Qualifications for

Key Personnel

The key personnel are expected to fulfill the following responsibilities, meet the following minimum qualifications and possess the following credentials:

Program Manager

1. Bachelor's degree; preferably in business, architecture, construction, or manufacturing desired. At least a minimum of 5 years of signage industry project management experience or comparable years of experience in the construction trade. Responsible for a variety of small or large interior and or exterior signage projects.

2. Experienced in Signage and Wayfinding implementation

3. AutoCAD/illustrator/Adobeln Design experience

Resumes provided by the Contractor should include years of experience, summary of relevant experience, education, professional credentials, registrations, certifications and all awards and industry recognition.)

[END OF SECTION F]

SECTION G -CONTRACT ADMINISTRATION DATA

G.1 Payment/Invoices

G.1.1 The Courts will make invoice payments under the terms and conditions specified in the contract. The Contractor will be compensated upon completion and acceptance of the work/deliverables as specified in the contract. Payments shall be considered as being made on the day a check is dated or the date of an electronic funds transfer. The contractor shall be compensated as set forth below.

G.1.2 Effective June 8, 2018 all invoices and payment request shall be submitted electronically through the U.S. Department of the Treasury’s Invoice Processing Platform (IPP)

System using the “Bill to Agency” of Interior Business Center-FMD. The IPP website address is https://www.ipp.gov. In addition, it is the vendors’ (contractors’) responsibility to be System for Awards Management (SAM) registered and in IPP. The vendors (contractors) must be SAM registered in order to register in IPP. The SAM website address is https://www.sam.gov.

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

IPP Production Helpdesk via email at IPPCustomerSupport@discal.treasury.gov or by phone (866) 973-3131.

G.1.4 Payment request means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, at a minimum, the Contractors’ electronic invoice shall include the following information:

Name and address of the Contractor, The purchase order number, Invoice date, Invoice number, Name of the Contracting Officer Technical Representative (COTR), COTR email address, and

Description, quality, unit of measure, and extended price of the services or supplies actually rendered. For the cost reimbursement component, the contractor should include all the invoices paid to Subcontractor.

G.1.5 Once the electronic invoice has been submitted through IPP, no later than 2 business days from the electronic submission, the Contractor must email and/or mail to the COTR a copy of the electronic invoice along with all the required supporting documentation as https://www.ipp.gov/ https://www.sam.gov/ mailto:IPPCustomerSupport@discal.treasury.gov stated in the contract.

G.1.6 The Contracting Officer’s Technical Representative (COTR) shall review each electronic invoice for certification of receipt of satisfactory services prior to authorization of payment.

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

TOTAL EXPENDITURES

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

Line

Item

Description Approved

Budget

Amt.

Voucher To

Date

Amt.

Voucher

This Period

Balance of

Approved

Budget

0001 $XXXX.XX $XXXX.XX

0002 $XXXX.XX $XXXX.XX

Total $XXXX.XX $XXXX.XX

(1) The invoice shall include a certification, signed by an authorized representative of the

Contractor, as follows:

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

Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the quantities and amounts involved are consistent with the requirements of this Contract; all required Contracting Officer approvals have been obtained; and appropriate refund to The Court will be made promptly upon request in the event of disallowance of costs not reimbursable under the terms of this contract.

BY:______________________________________

TITLE:___________________________________

DATE: ___________________________________

G.2.5 Upon compliance by the Contractor with all the provisions of this contract, acceptance by The Courts of the work and final report, and a satisfactory accounting by the

Contractor of all The Courts-owned property for which the Contractor had custodial responsibility, The Courts shall promptly pay to the Contractor any moneys (dollars or local currency) due under the completion voucher. The Courts will make suitable reduction for any disallowance or indebtedness by the Contractor by applying the proceeds of the voucher first to such deductions and next to any un-liquidated balance of advance remaining under this contract.

G.2 Final Invoice

G.2.1 The Contractor shall submit final electronic invoice (s) within thirty (30) days after the expiration of this contract. On a final invoice where the payment amount is subject to contract settlement actions, acceptance shall be deemed to have occurred on the effective date of the contract settlement.

G.2.2 The Contractor must contact the COTR in order to obtain a D.C. Courts Release of

Claims form. Upon receipt of the form, the Contractor must complete and submitted the

Release of Claims form as well as provide a copy of the final electronic invoice to the

COTR.

G.3 Tax Exempt

G.3.1 The Courts is exempt from taxation pursuant to D.C. Code 47-2005(1).

G.4 Prompt Payment Act

G.4.1 The Courts will pay interest (late charge) on each electronically receipted and approved invoice pursuant to the Prompt Payment Act, 31 U.S.C. 3901 et seq.

G.4 BILLING/PAYMENT

G.4.1 Payment to the Contractor for items delivered and services satisfactorily performed shall be made by the Courts once the Contractor’s certified invoice has been accepted by the

COTR, or in the case of a dispute, subject to final determination by the Contracting

Officer.

G.5 AUDITS

G.5.1 At any time or times before final payment and three (3) years thereafter, the Contracting

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

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

G.6 CONTRACTING OFFICER AND CONTRACTING OFFICER’S TECHNICAL

REPRESENTATIVE (COTR)

G.6.1 Contracting Officer. The District of Columbia Courts’ Contracting Officer who has the appropriate contracting authority is the only Courts official authorized to contractually bind the Courts through signing contract documents. All correspondence to the Contracting Officer shall be forwarded to:

Louis W. Parker Administrative Officer

Administrative Services Division District of Columbia Courts 616 H Street, N.W., Suite 616 Washington, D.C. 20001

G.6.2 Contracting Officer’s Technical Representative (COTR):

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

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

Stanley Morel

District of Columbia Courts

G.7 AUTHORIZED REPRESENTATIVE OF THE CONTRACTING OFFICER

G.7.1 The COTR will have the responsibility of ensuring that the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in this contract. It is understood and agreed that the COTR shall not have authority to make changes in the scope or terms and conditions of the contract.

G.7.2 TECHNICAL DIRECTIONS/RELATIONSHIP WITH THE COURT

a) Technical Directions are defined to include:

1) Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

2) Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

3) Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the scope of the work as detailed in Section C.

b) The COTR is authorized by designation to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

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

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

3) Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents shall be signed as “Contracting

Officer’s Technical Representative “with a copy furnished to the Contracting Officer.

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

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

6) Obtain necessary security clearance and appropriate identification if access to

Government facilities is required. If to be provided, ensure that Government furnished property is available when required.

LIMITATIONS: The Contracting Officer’s Technical Representative is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by The Courts. The Contracting

Officer’s Technical Representative may not take any action which may impact on the contract schedule, funds, scope or rate of utilization of LOE. All contractual agreements, commitments, or modifications which involve prices, quantities, quality, and schedules shall be made only by the Contracting Officer.

c) In the separately-issued Contracting Officer’s Technical Representative Designation letter, the CO designates an alternate Contracting Officer’s Technical Representative to act in the absence of the designated Contracting Officer’s Technical Representative, in accordance with the terms of the letter.

d) Contractual Problems - Contractual problems, of any nature, that may arise during the life of the contract must be handled in conformance with specific public laws and regulations. The

Contractor and the Contracting Officer’s Technical Representative shall bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems. The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting Officer is the sole authority authorized to approve changes in any of the requirements under this contract. Notwithstanding any clause contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. These changes include, but will not be limited to the following areas: scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the Contractor effects any changes at the direction of any other person other than the

Contracting Officer, the change will be considered to have been made without authority.

e) Failure by the Contractor to report to the Administrative Contracting Office, any action by the Court considered to a change, within the specified twenty (20) calendar days

(Notification of Changes), waives the Contractor's right to any claims for equitable adjustments.

G.7.3 THE RESULTANT CONTRACTOR IS HEREBY FOREWARNED THAT

ABSENT THE REQUISITE AUTHORITY OF THE COTR TO MAKE ANY

SUCH CHANGES, CONTRACTOR MAY BE HELD FULLY RESPONSIBLE

FOR ANY CHANGES NOT AUTHORIZED IN ADVANCE, IN WRITING, BY

THE CONTRACTING OFFICER, MAY BE DENIED COMPENSATION OR

OTHER RELIEF FOR ANY ADDITIONAL WORK PERFORMED THAT IS

NOT SO AUTHORIZED, AND MAY BE ALSO BE REQUIRED, AT NO

ADDITIONAL COST TO THE COURTS, TO TAKE ALL CORRECTIVE

ACTION NECESSITATED BY REASON OF THE UNAUTHORIZED

CHANGES.

[END OF SECTION G]

SECTION H - SPECIAL CONTRACTS REQUIREMENTS

H.1 OTHER CONTRACTORS AND CONSULTANTS

H.1.1 The Contractor shall not commit or permit any act which will interfere with the performance of work done by any other Courts 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.1.2 Contractors or consultants that helped, or assisted the preparation of the RFP cannot be part of the proposal or help implement the contract one awarded for a period of one year.

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…