RFP No. DCSC-26-RFP-66 _Quality Assurance & Software Testing Services.pdf

DISTRICT OF COLUMBIA COURTS

SOLICITATION, OFFER AND AWARD

FOR SUPPLIES, OR SERVICES

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: April 1, 2026

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH OPENING DATE: April 1, 2026

510 4TH STREET, NW, BUILDING B, SUITE 323 OPENING TIME: 9:00 am., EST

WASHINGTON, DC 20001

CLOSING DATE: April 21, 2026

SOLICITATION NUMBER: DCSC-26-RFP-66 CLOSING TIME: 1:00 pm., EST

OFFER/BID FOR: Quality Assurance and Software Testing Services MARKET TYPE: OPEN to Support Implementation of Court of Appeals SOLICITATION TYPE: RFP

(COA’s) Case Management System

TABLE OF CONTENTS

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

X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 22

X B Price/Cost for Supplies or Services 4 X I Contract Clauses 32

X C Description/Specs/Work Statement 5 X J List of Attachments 37

D Packaging & Marking 11 X K Representations & Certifications 38

X E Inspection & Acceptance 12 X L Instructions/Conditions/Notices to Offerors 45

X F Deliverables & Performance 15 X M Evaluation Factors for Award 56

X G Contract Administration Data 17

A.1 OFFER (TO BE COMPLETED BY OFFEROR) Note: In sealed bidding, the terms Offer/Offeror mean Bid/Bidder.

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

Section A.2 AWARD below, this Offer and the provisions of this Solicitation will constitute a Binding Contract.

Name:

Website:

Street Address:

City, State:

Zip Code:

Area Code &

Telephone Number:

OFFEROR Name and title of Person Authorized to Sign Offer: (Type or Print)

Signature

(Seal)

Date:

Impress

Corporate

Seal

Corporate (Seal)

(Secretary) (Attest)

A.2 AWARD (TO BE COMPLETED BY THE DISTRICT OF COLUMBIA COURTS)

Contract No.: Award Amount: $

Contract Period: Award Date:

Accepted as to the following items:

FOR THE DISTRICT OF COLUMBIA COURTS:

By CONTRACTING OFFICER

Name:

Solicitation No.: DCSC-26-RFP-66

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

A.3 REQUIRED SUPPLIES OR SERVICES

The District of Columbia Courts (“Courts” or “DCC”) on behalf of the District of Columbia

Court of Appeals (“DCCA” or “Court of Appeals”), in conjunction with the Information

Technology Division (ITD) are seeking a qualified contractor to provide two (2) mid-level

Quality Assurance (QA) and Software Testers to support the implementation of the Court of

Appeals Case Management System, a web-based enterprise application as specified in

Section C (Description/Specifications/Work Statement).

A.4 OPEN MARKET

This solicitation is issued on an unrestricted / open market basis.

A.5 CONTRACT AWARD

The Courts anticipate the award of a single firm fixed priced contract for a one-year base term with a one-year option period to the responsible offeror whose offer conforms to the solicitation will be most advantageous to the Courts, considering price and other evaluation factors. See Sections L and M. The anticipated award date is June 15, 2026.

A.6 SAM REGISTRATION

In order to receive a contract award, the prospective contractor/offeror must be registered through the Federal System For Award Management (SAM) at https://www.sam.gov.

SAM.gov is an official U.S. government website. There is no cost to use SAM. You can use

SAM.gov for FREE to:

• Register to do business with the U.S. government.

• Update or renew your entity registration.

• Check status of an entity registration.

• Search for entity registration and exclusion records.

A.7 COMMUNICATIONS AND QUESTIONS FROM OFFERORS

All written communications regarding this solicitation should be submitted by email to Mr.

Ahmad Stanekzai, Senior Contract Specialist, at ahmad.stanekzai@dccsystem.gov. See

Section L.4.

Questions from prospective contractors/offerors must be submitted no later than 12:00 p.m. EST on April 8, 2026. The Courts will not consider any questions received after that time.

No pre-proposal conference is planned.

A.8 SOLICITATION AMENDMENTS

The Courts will post all amendments, addenda, and responses to offeror questions on the

D.C. Courts website https://www.dccourts.gov/dc-courts/solicitations and Sam.gov website https://www.dccourts.gov/dc-courts/solicitations

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System ttps://www.sam.gov. Oral explanations or instructions given by Courts officials or staff before the award of the contract will not be binding.

NOTE: Offeror may acknowledge solicitation amendments and addenda in the table below or on the addendum itself, or both. See Section L.6.

OFFEROR HEREBY ACKNOWLEDGES RECEIPT OF SOLICITATION

AMENDMENTS OR ADDENDA ON THE FOLLOWING DATES:

Amendment No. Signature Date Amendment No. Signature Date

A.9 Proposal Submission and Identification.

Please see section L for details.

END OF SECTION A

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

SECTION B - PRICE/COST FOR SUPPLIES OR SERVICES

***OFFERORS MUST FOLLOW THE INSTRUCTIONS AT SECTION L.13 (PRICE PROPOSAL CONTENT AND FORMAT) FOR COMPLETING

THE PRICE/COST SCHEDULE BELOW, WHICH SHALL BECOME A PART OF THE AWARDED CONTRACT. THE CONTRACT TERM IS A

BASE YEAR WITH ONE OPTION YEAR, SUBJECT TO THE AVAILABILITY OF APPROPRIATED FUNDS. ***

B.1 CONTRACT TYPE

This is a firm-fixed price contract.

B.2 PRICE/COST SCHEDULE

Base Year

CLIN

No.

Description of Service

Number of

Hours Per

QA/Software

Tester

Unit

Price/Hour

Quantity Total Price

0001 Mid-level QA/Software Tester 2,040 $__________ 2 $_________

Total Price - Base Year Term $_________

Option Year 1

CLIN

No.

Description of Service

Number of

Hours Per

QA/Software

Tester

Unit

Price/Hour

Quantity Total Price

0001 Mid-level QA/Software Tester 2,040 $_________ 2 $_________

Total Price - Option Year 1 $________

TOTAL PRICE FOR ALL PERIODS $________

END OF SECTION B

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

SECTION C – DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

C.1 Scope of Work

The Contractor must provide two (2) mid-level QA and Software Testers to support the implementation of the Court of Appeals Case Management System, a web-based enterprise application.

The two (2) mid-level QA and Software Testers shall provide testing services to ensure the development, integration, and deployment of reliable and secure information systems.

Testing services shall include, but are not limited to:

• Database testing

• Functional testing

• Interface testing

• Software compatibility testing

• User Acceptance Testing (UAT)

• Regression testing

• Performance and load testing

• Disaster recovery testing

• End-to-end testing

• Section 508 accessibility testing

Performance testing, load testing, and disaster recovery testing shall be conducted periodically in coordination with the Information Technology Division (ITD) staff. The

Contractor shall also provide knowledge transfer, training, and ongoing support to end users as required.

C.2 Overview of District of Columbia Court System (DCCS)

C.2.1 The D.C. Courts is the judicial branch of the District of Columbia and comprises three entities: the District of Columbia Court of Appeals, the Superior Court of the

District of Columbia, and the District of Columbia Court System (“DCCS”). DCCS includes the Executive Office and administrative offices that support both courts.

The D.C. Courts is a fully unified large urban court system with over 95 judicial officers and approximately 1,200 employees.

C.2.2 The Courts include the Court of Appeals, the District of Columbia’s highest court, the Superior Court, a trial court of general jurisdiction, and the Court System, which provides administrative functions for both courts. Because the District of Columbia has no intermediate appellate court, the Court of Appeals hears all cases appealed from the trial court. The Court of Appeals also reviews decisions and orders of D.C.

Government administrative agencies. Final judgments of the Court of Appeals are reviewable by the U.S. Supreme Court.

C.2.3 The Superior Court has five major operating divisions which process civil, criminal, domestic violence, family, probate and tax cases. The Court also operates the

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System juvenile probation function for the District of Columbia, mediation programs and a

Crime Victims Compensation Program which provides financial assistance to victims of violent crime and their families.

C.2.4 The Court System provides business support services, including, but not limited to, capital projects, facility management, budget and finance, administrative services, human resources, legal counsel, training, planning, research and development, court reporting, and information technology.

C.2.5 The ITD employs staff of about eighty-one (81) and is responsible for all aspects of business process automation, information systems management, network operations, server and storage management, courtroom technology support, security risk management and auditing, as well as desktop and peripheral support.

C.2.6 The ITD’s small QA and testing group supports in-house developed web-based applications using JAVA and Oracle APEX as well as Commercial-Off-The-Shelf

(COTS) software packages.

C.2.7 The ITD is an ITIL v.3 level 3 organization. Service Now is used for the entire service management life cycle.

C.3 Requirements – Quality Assurance and Software Testing Services

C.3.1 Testing Support Services

The Contractor shall provide QA and software testing support services for applications developed for and used by the DC Court of Appeals. All services shall be performed in accordance with direction from the ITD Project Manager.

Testing services may be required for IT projects utilizing Waterfall, Agile, or

DevOps methodologies.

The Contractor shall provide the following personnel to accomplish the required QA and software testing support services:

a) Two (2) Mid-Level Quality Assurance / Software Testers

These resources shall be capable of performing all activities described in

Section C.3.

The Contractor shall perform the following tasks:

C.3.1.1 Test Planning

The Contractor shall develop and maintain comprehensive test plans that include, at a minimum:

a) Identification of test environment requirements, including test data

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System and configuration.

b) Identification of testing types required for the system, including but not limited to:

i. Database testing

ii. Functional testing

iii. Interface testing

iv. Integration testing

v. Software compatibility testing

vi. User Acceptance Testing (UAT)

vii. Regression testing

viii. End-to-end testing

ix. Performance and load testing

x. Section 508 accessibility testing

xi. Disaster recovery testing

c) Development of test entry and exit criteria and suspension criteria.

C.3.1.2 Requirements Analysis

The Contractor shall analyze user stories, system requirements, and technical specifications to determine appropriate testing approaches.

C.3.1.3 Requirements Traceability

The Contractor shall develop and maintain Requirements Traceability

Matrices (RTM) to ensure full test coverage of system requirements.

C.3.1.4 Test Framework Development

The Contractor shall design and implement testing frameworks as necessary to support manual and automated testing.

C.3.1.5 Test Design

The Contractor shall design test scenarios and detailed test cases to validate functional and non-functional requirements.

C.3.1.6 Test Readiness Review

The Contractor shall participate in Test Readiness Reviews (TRR) to ensure the system, environment, and test artifacts are prepared prior to test execution.

C.3.1.7 Defect Management

The Contractor shall document and manage defects within the designated defect management tool.

Responsibilities include:

a) Preparing and maintaining defect reports and logs

b) Supporting quality control of test documentation

c) Evaluating and enhancing the defect management process

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

C.3.1.8 Test Automation Documentation

The Contractor shall develop documentation supporting test automation including:

a) Automation design documentation

b) Automation user guides

C.3.1.9 Automated Functional Testing

Automated functional tests shall capture transaction response time metrics to provide early indicators of potential performance issues under single-user load conditions.

C.3.1.10 Automated Test Script Development

The Contractor shall:

a) Develop automated test scripts

b) Evaluate requirements to determine suitability for automation

C.3.1.11 Automation Code Review

The Contractor shall participate in code reviews for automated test scripts.

C.3.1.12 Automation Execution and Maintenance

The Contractor shall:

a) Upload automated scripts into the testing tool

b) Coordinate with configuration management to schedule automated test execution in support of continuous integration and deployment

c) Maintain automated test scripts

d) Verify data within system databases

e) Perform regression testing

f) Support User Acceptance Testing

g) Ensure compliance with ITD testing and documentation standards.

All automated test scripts must successfully pass code review prior to implementation.

C.3.1.13 Test Artifacts Repository

The Contractor shall load all testing artifacts into the ITD testing results repository.

C.3.1.14 Test Tool Support

The Contractor shall support the implementation and maintenance of automated testing tools.

C.3.1.15 SDLC Compliance

The Contractor shall follow the ITD System Development Life Cycle

(SDLC) processes when supporting project activities.

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

C.3.1.16 Industry Standards

The Contractor shall incorporate industry best practices aligned with ISTQB and IEEE software testing standards.

C.3.1.17 Agile Testing Support

The Contractor shall maintain the speed, flexibility, and adaptability required to support Agile development environments. Experience working in Agile environments is preferred.

C.3.1.18 Performance and Load Testing

The Contractor shall provide performance and load testing services including:

a) Script Development

i. Develop performance and load testing scripts

ii. Evaluate the system communication protocol to determine the appropriate scripting protocol

iii. Utilize programming languages such as JavaScript, Java, Visual Basic, Oracle PL/SQL, and SQL where applicable

b) Test Scenario Development

Develop performance and load test scenarios including:

i. Evaluation of test data

ii. Evaluation of non-functional requirements and acceptance criteria.

c) Test Execution

i. Upload scripts and artifacts into testing tools

ii. Coordinate with configuration management to schedule performance testing in support of automated deployments

iii. Maintain performance test scripts and scenarios

iv. Conduct regression performance testing

d) Performance Monitoring. Monitor system-level statistics during performance test execution.

e) Reporting and Analysis

i. Develop and submit performance test reports

ii. Analyze performance test results

iii. Collect front-end and backend system performance metrics

iv. Correlate system performance statistics to provide comprehensive analysis

f) Tool Support. Support implementation and maintenance of performance testing tools.

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

g) Collaboration. Participate in testing and project team reviews and work collaboratively to resolve testing issues, bottlenecks, or performance problems.

C.3.2 Meetings

The Contractor shall participate in meetings scheduled by the ITD Project Manager including, but not limited to:

b) Customer and development team meetings

c) Client meetings

d) Project planning sessions

e) Project team meetings

f) Defect tracking or bug triage meetings

g) Project status meetings

h) Operational Readiness Review meetings

i) Weekly project meetings

END OF SECTION C

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

SECTION D - PACKAGING AND MARKING

THIS PAGE IS INTENTIONALLY LEFT BLANK.

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

SECTION E - INSPECTION AND ACCEPTANCE

E.1 Inspection of Services

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

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

(c) The Contractor shall provide and maintain an inspection system acceptable to the

Court covering supplies under this contract and shall tender to the Court for acceptance only supplies that have been inspected in accordance with the inspection system and have been found by the Contractor to be in conformity with contract requirements. As part of the system, the Contractor shall prepare records evidencing all inspections made under the system and the outcome. These records shall be kept complete and made available to the

Court during contract performance and for as long afterwards as the contract requires. The

Court may perform reviews and evaluations as reasonably necessary to ascertain compliance with this paragraph. These reviews and evaluations shall be conducted in a manner that will not unduly delay the contract work. The right of review, whether exercised or not, does not relieve the Contractor of the obligations under this contract.

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

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

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

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

(f) The Court has the right either to reject or to require correction of nonconforming

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System supplies. Supplies are nonconforming when they are defective in material or workmanship or otherwise not in conformity with contract requirements. The Court may reject nonconforming supplies with or without disposition instructions.

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

(h) If the Contractor fails to remove, replace, or correct rejected supplies that are required to be replaced or corrected within ten (10) days, the Court may either (1) by contract or otherwise, remove, replace or correct the supplies and charge the cost to the Contractor or

(2) terminate the contract for default. Unless the Contractor corrects or replaces the supplies within the delivery schedule, the Contracting Officer may require their delivery and make an equitable price reduction. Failure to agree to a price reduction shall be a dispute.

(i) If this contract provides for the performance of Court quality assurance at source, and if requested by the Court, the Contractor shall furnish advance notification of the time

(i) when Contractor inspection or tests will be performed in accordance with the terms and conditions of the contract, and (ii) when the supplies will be ready for Court inspection.

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

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

Court, for non-conforming supplies.

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

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

(m) If acceptance is not conclusive for any of the reasons in subparagraph (l) hereof, the

Court, in addition to any other rights and remedies provided by law, or under provisions of this contract, shall have the right to require the Contractor (1) at no increase in contract price, to correct or replace the defective or nonconforming supplies at the original point of delivery or at the Contractor’s plant at the Contracting Officer’s election, and in accordance with a reasonable delivery schedule as may be agreed upon between the Contractor and the

Contracting Officer; provided, that the Contracting Officer may require a reduction in contract price if the Contractor fails to meet such delivery schedule, or (2) within a reasonable time after receipt by the Contractor of notice of defects or noncompliance, to repay such portion of the contract as is equitable under the circumstances if the Contracting

Officer elects not to require correction or replacement. When supplies are returned to the

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

Contractor, the Contractor shall bear the transportation cost from the original point of delivery to the Contractor’s plant and return to the original point when that point is not the

Contractor’s plant. If the Contractor fails to perform or act as required in (1) or (2) above and does not cure such failure within a period of 10 days (or such longer period as the

Contracting Officer may authorize in writing) after receipt of notice from the Contracting

Officer specifying such failure, the Court will have the right to return the rejected materials at Contractor’s risk and expense or contract or otherwise to replace or correct such supplies and charge to the Contractor the cost occasioned the Court thereby.

E.2 Acceptance of Services

E.2.1 Services shall be accepted by the Contracting Officer’s Technical Representative (“COTR”).

The COTR will be identified in section G.6.3 of this solicitation.

END OF SECTION E

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

SECTION F - DELIVERABLES AND PERFORMANCE

F.1 Contract Period of Performance

The term of the Contract is twelve (12) months from date of award of the contract.

F.2 Option Period:

The Courts may extend the term of this Contract for one (1) year, or a fraction or multiple fractions thereof, at the sole discretion of the Courts and subject to the availability of appropriated funds.

F.3 Option to Extend the Term of the Contract

The Courts may extend the term of this contract for a one-year option period, or a fraction, or multiple fractions thereof, by written notice to the Contractor before the expiration of the contract; provided that the Courts shall give the Contractor a preliminary written notice of its intent to extend at least 30 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 30-day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract.

If the Courts exercise this option, the extended contract shall be considered to include this option provision. The exercise of any option under this contract is contingent upon the appropriation of funds for the respective option period. However, the availability of funds does not obligate the Courts to exercise this option year.

The Offeror shall include in its price proposal, the price for the base year and one-year option period. Failure to submit price for base year and one option year shall cause the Courts to exclude your offer from further consideration.

The total duration of this contract, including the exercise of any options under this clause shall not exceed two (2) years.

F.4 Deliverables

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

Deliverable Description Delivery Timeline

Test Scenarios

High-level scenarios covering functional and integration workflows.

10 days before the start of validation for each Work Package.

Test Cases / Test Scripts Detailed test scripts with steps, expected results, and

As soon as scenarios are approved and 5

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System traceability to requirements. days before formal testing begins for each

Work Package.

Test Cases for Integration

Testing

Test cases validating system interfaces and data exchange between systems.

As soon as scenarios are developed and 5 days before formal integration testing begins.

Test Cases for Custom-

Developed Objects

Test cases validating custom features, workflows, and configurations.

As soon as scenarios are approved and before custom-developed objects testing begins.

Workflow Documentation

Completed documentation of system workflows used for testing and validation.

Before or early in each sprint, and updated as needed

Test Execution Results

Documentation of executed test cases and results

(pass/fail).

During test execution

Defect / Issue Reports

Logging and tracking of defects discovered during testing and follow thru to resolution.

Continuous during testing

Test Status Reports Summary of testing progress, defects, and risks.

Weekly during the testing cycle

Test Summary Report

Final report summarizing testing activities, defect status, and overall quality assessment.

Within 5 days after testing completion

User Guides

Documentation to assist end users with system functionality and workflows.

10 days before start of end-user testing

Knowledge Transfer

Training or documentation transfer to project team or support staff.

Prior to project closure

F.1 Location of Performance

The Contractor’s services shall be performed in the Courts’ facilities and at such other places as are mutually agreed to by the Contractor and the Courts.

END OF SECTION F

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 Payment/Invoices

(a) The Contractor shall be compensated in the following manner: 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 as specified in the contract for a maximum of 40 weekly hours worked per QA & Software

Tester – and not-to-exceed 2,040 hours per year/person. 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.

(b) 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 vendor’s

(contractor’s) 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.

(c) 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.

(d) 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:

(i) Name and address of the Contractor;

(ii) Purchase Order number;

(iii) Invoice date;

(iv) Invoice number;

(v) Name of the Contracting Officer Technical Representative (COTR);

(vi) COTR’s email address; and

(vii) Description, quality, unit of measure, and extended price of the services or supplies actually rendered.

(e) Once the electronic invoice has been submitted through IPP, no later than two 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 stated in the contract.

(f) The Contracting Officer’s Technical Representative (COTR) shall review each electronic invoice for certification of receipt of satisfactory services prior to https://www.ipp.gov/ https://www.sam.gov/ mailto:IPPCustomerSupport@discal.treasury.gov

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System authorization of payment.

G.2 Final Invoice

(a) 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.

(b) The Contractor must complete and submit the District of Columbia Courts Release of

Claims form (Attachment J.8) as well as provide a copy of the final electronic invoice to the COTR.

G.3 Tax Exempt

The Courts are exempt from taxation pursuant to D.C. Code § 47-2005(1).

G.4 Prompt Payment Act

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.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 Court and a discrepancy of overpayment is found, the Court shall be reimbursed for said overpayment within thirty

(30) days after written notification.

G.6 Contracting Officer and Contracting Officer’s Technical Representative (COTR).

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

Darlene D. Reynolds, CPPB, GWCCM

Procurement and Contracts Branch Manager

Administrative Services Division

District of Columbia Courts

510 4th Street, NW, Bldg. B, Suite 323

Washington, DC 20001

Telephone Number: (202) 879-2872 Email: Darlene.reynolds@dccsystem.gov mailto:Darlene.reynolds@dccsystem.gov

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

G.6.1.1 Authorized Changes by the Contracting Officer

(a) The CO is the only person authorized to approve changes in any of the requirements of this contract.

(b) The Contractor shall not comply with any order, directive or request that changes or modifies the requirements of this contract, unless issued in writing and signed by the

CO.

(c) In the event the Contractor effects any change at the instruction or request of any person other than the CO, the change will be considered to have been made without authority, and no adjustment will be made in the contract price to cover any cost increase incurred as a result thereof.

G.6.2 Authorized Changes by the Contracting Officer

(d) The CO is the only person authorized to approve changes in any of the requirements of this contract.

(e) The Contractor shall not comply with any order, directive or request that changes or modifies the requirements of this contract, unless issued in writing and signed by the

CO.

(f) In the event the Contractor effects any change at the instruction or request of any person other than the CO, the change will be considered to have been made without authority, and no adjustment will be made in the contract price to cover any cost increase incurred as a result thereof.

G.6.3 Contracting Officer’s Technical Representative (COTR)

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

CO as to the Contractor’s compliance or noncompliance with the contract. The COTR has the responsibility of ensuring the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in the contract. These include:

(i) Keeping the CO fully informed of any technical or contractual difficulties encountered during the performance period and advising the CO of any potential problem areas under the contract;

(ii) Coordinating site entry for Contractor personnel, if applicable;

(iii) Reviewing invoices for completed work and recommending approval by the

CO if the Contractor’s costs are consistent with the negotiated amounts and progress is satisfactory and commensurate with the rate of expenditure;

(iv) Reviewing and approving invoices for deliverables to ensure receipt of goods and services. This includes the timely processing of invoices and vouchers in accordance with the Courts payment provisions; and

(v) Maintaining a file that includes all contract correspondence, modifications, Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System records of inspections (site, data, equipment) and invoice or vouchers.

(b) The name and contact information of the COTR is:

Jed Miller IT Project Manager Information Technology Division District of Columbia Courts 430 E St, NW, Suite 131 Washington, DC 20001 Telephone Number: (202) 879 2738

(c) The COTR shall NOT have the authority to:

(i) Award, agree to, or sign any contract, delivery order or task order. Only the

CO shall make contractual agreements, commitments, or modifications;

(ii) Grant deviations from or waive any of the terms and conditions of the contract;

(iii) Increase the dollar limit of the contract or authorize work beyond the dollar limit of the contract;

(iv) Authorize the expenditure of funds by the Contractor;

(v) Change the period of performance; or

(vi) Authorize the use of Courts property, except as specified under the contract.

(d) The Contractor shall be fully responsible for any changes not authorized in advance, in writing, by the CO; may be denied compensation or other relief for any additional work performed that is not so authorized; and may also be required, at no additional cost to the Courts, to take all corrective action necessitated by reason of the unauthorized changes.

G.7 Payment Office

G.7.1 The Contractor shall prepare and submit invoices electronically or mail and in duplicate copies to (refer to Section G.1.e):

Accounting Supervisor

Financial Operations Division

D.C. Superior Court

700 6th Street, NW, 12th Floor

Washington, DC 20001

Telephone Number: (202) 879-2813

Email: accountingbranch@dccsystem.gov

Jed Miller IT Project Manager Information Technology Division District of Columbia Courts 430 E Street, NW, Suite 131

Telephone Number: (202) 879 2738

G.7.2 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

mailto:accountingbranch@dccsystem.gov

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

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

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

SECTION H - SPECIAL CONTRACTS REQUIREMENTS

H.1 Other Contractors.

The Contractor shall not commit or permit any act which will interfere with the performance of work done by any other 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.2 Disclosure of Information.

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

H.2.2. In performance of this Contract, the Contractor agrees to assume responsibility for protection of the confidentiality of Courts records and that all work shall be performed under the supervision of the Contractor or the Contractor’s responsible employees.

H.2.3 Each office or employee of the Contractor to whom information may be available or disclosed shall be notified in writing by the Contractor that information disclosed to such officer or employee can be used only for a purpose and to the extent authorized herein, and that further disclosure of any such information, by any means, for a purpose or to an extent unauthorized herein, may subject the offender to criminal sanctions.

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

Officer.

H.3 Rights in Data.

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

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

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

H.3.4 All data first produced in the performance of any contract resulting from this solicitation process shall be the sole property of the District of Columbia Courts.

The offeror hereby acknowledges that all data, including, without limitation, produced by the offeror for the process, are works made for hire and are the sole property of the District of Columbia Courts; but, to the extent any such data may not, by operation of law, be works made for hire, the Contractor shall transfer and assign to the Courts the ownership of copyright in works, whether published or unpublished. Further, the Contractor agrees to give the Courts all assistance reasonably necessary to perfect such rights, including but not limited to the works and supporting documentation and the execution of any instrument required to register copyrights. The Contractor agrees not to assert any rights at common law or in equity in such data. The Contractor shall not publish or reproduce such data in whole or in any manner or form, authorize others to do so, without written consent of the District of Columbia Courts until such time as the Courts may release such data to the public domain. The Courts shall not unreasonably withhold consent to the offeror's request to publish or reproduce data in professional or public relations trade publications.

H.3.5 The Courts will have restricted rights in data, including computer software and all accompanying documentation, manuals and instructional materials, listed or described in a license or agreement made a part of this contract, which the parties have agreed will be furnished with restricted rights, provided however, notwithstanding any contrary provision in any such license or agreement, such restricted rights shall include, as a minimum, the right to:

H.3.6 Use the computer software and all accompanying documentation and manuals or instructional materials with the computer for which or with which it was acquired, including use at any Courts installation to which the computer may be transferred by the Courts;

H.3.7 Use the computer software and all accompanying documentation and manuals or instructional materials with a backup computer if the computer for which or with which it was acquired is inoperative;

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System

H.3.8 Copy computer programs for safekeeping (archives) or backup purposes; and modify the computer software and all accompanying documentation and manuals or instructional materials, or combine it with other software, subject to the provision that the modified portions shall remain subject to these restrictions.

H.3.9 The restricted rights set forth in section H.3.5- H.3.8 are of no effect unless

(i) the data is marked by the Contractor with the following legend:

RESTRICTED RIGHTS LEGEND

Use, duplication, or disclosure is subject to restrictions stated in Contract

No______________________. with______________________; and

(Insert Contractor’s Name)

(ii) If the data is computer software, the related computer software documentation includes a prominent statement of the restrictions applicable to the computer software. The Contractor may not place any legend on the computer software indicating restrictions on the Courts’ rights in such software unless the restrictions are set forth in a license or agreement made a part of the contract prior to the delivery date of the software. Failure of the Contractor to apply a restricted rights legend to such computer software shall relieve the Courts of liability with respect to such unmarked software.

H.3.10 In addition to the rights granted in Section H.3.5- H.3.8 above, the Contractor hereby grants to the Courts a nonexclusive, paid-up license throughout the world, of the same scope as restricted rights set forth in Section H.3.5- H.3.8 above, under any copyright owned by the Contractor, in any work of authorship prepared for or acquired by the Courts under this contract. Unless written approval of the

Contracting Officer is obtained, the Contractor shall not include in technical data or computer software prepared for or acquired by the Courts under this contract any works of authorship in which copyright is not owned by the Contractor without acquiring for the Courts any rights necessary to perfect a copyright license of the scope specified in the first sentence of this paragraph.

H.3.11 Whenever any data, including computer software, are to be obtained from a subcontractor under this contract, the Contractor shall use this clause, H.3, Rights in Data, in the subcontract, without alteration, and no other clause shall be used to enlarge or diminish the Courts’ or the Contractor’s rights in that subcontractor data or computer software which is required for the Courts.

H.3.12 For all computer software furnished to the Courts with the rights specified in

Section H.3.4, the Contractor shall furnish to the Courts a copy of the source code with such rights of the scope specified in Section H.3.4. For all computer software furnished to the Courts with the restricted rights specified in Section H.3.5- H.3.8, the Courts, if the Contractor, either directly or through a successor or affiliate shall cease to provide the maintenance or warranty services provided the Courts under

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System this contract or any paid-up maintenance agreement, or if Contractor should be declared bankrupt or insolvent by a court of competent jurisdiction, shall have the right to obtain, for its own and sole use only, a single copy of the then current version of the source code supplied under this contract, and a single copy of the documentation associated therewith, upon payment to the person in control of the source code the reasonable cost of making each copy.

H.3.13 The Contractor shall indemnify and save and hold harmless the Courts, its officers, agents and employees acting within the scope of their official duties against any liability, including costs and expenses, (i) for violation of proprietary rights, copyrights, or rights of privacy, arising out of the publication, translation, reproduction, delivery, performance, use or disposition of any data furnished under this contract, or (ii) based upon any data furnished under this contract, or based upon libelous or other unlawful matter contained in such data.

H.3.14 Nothing contained in this clause shall imply a license to the Courts under any patent or be construed as affecting the scope of any license or other right otherwise granted to the Courts under any patent.

H.3.15 Paragraphs H.3.5- H.3.8, H.3.9, H.3.10, H.3.13 and H.3.14 above are not applicable to material furnished to the Contractor by the Courts and incorporated in the work furnished under contract, provided that such incorporated material is identified by the Contractor at the time of delivery of such work.

H.4 Key Personnel

H.4.1 The personnel named in the technical proposal will remain responsible throughout the period of this contract. The Contractor shall not change key Contractor staff (for this solicitation’s project team) unless such replacement is necessary due to sickness, death, termination of employment, or unpaid leave of absence. Any such changes shall require formal written notice to the Courts. Replacement project staff shall have comparable or greater skills with regard to performance of the project as the staff being replaced and be subject to the provisions of this RFP and any resulting contract.

The Courts reserves the right to require removal or reassignment of the Contractor’s project staff found unacceptable.

H.5 Data Sources

H.5.1 The Courts will provide the successful Offeror all available data possessed by the

Courts that relates to this contract. However, the successful Offeror is responsible for all costs for acquiring other data or processing, analyzing or evaluating Courts data.

H.6 Safeguards of Information

H.6.1 Unless approved in writing by the Contracting Officer, the successful Offeror may

Quality Assurance and Software Testing Services to Support the Implementation of the COAs’ Case Management System not sell or give to any individual or organization any…