PCSB-2023-03_Att1.docx

DRAFT

REQUEST FOR PROPOSALS SOLICITATION NO. PCSB- 2023-03

DISTRICT OF COLUMBIA PUBLIC CHARTER SCHOOL BOARD

SOLICITATION, OFFER, AND AWARD

ISSUED BY:

DC Public Charter School Board 3333 14th Street, NW Suite 210 Washington DC 20010 Phone: 202-328-2660 Fax: 202-328-2661

DATE ISSUED:

(August 18, 2023)

OPENING DATES:

(August 18, 2023)

CLOSING DATES:

(September 8, 2023)

SOLICIATION TITLE:

(Office Furniture)

OFFER/PROPOSAL FOR:

(Supplying and installing office furniture)

TABLE OF CONTENTS

Other Attachments

OFFER (TO BE COMPLETED BY OFFEROR) Note: In this solicitation, “Offer” and “Offeror” mean “Proposal” and “Proposer.”

The undersigned offers and agrees that, with respect to all terms and conditions by PCSB of the District of Columbia under “AWARD” below, this offer and the provisions of the RFP/RFP will constitute a Formal Contract. All offers are subject to the terms and conditions contained in the solicitation.

OFFEROR:

Organization:

Street:

City, State, and Zip:

Telephone No.:

Fax No.:

Email address:

Name & Title of Person Authorized to Sign Offer:

SIGNATURE:

Date:

AWARD (To be completed by the District of Columbia Public Charter School Board)

ACCEPTED AS TO THE FOLLOWING TERMS:

For District of Columbia Public Charter School Board: ____________________________________________ Michelle Walker-Davis, Contracting Officer _________________________________ DATE:

SECTION A: SOLICITATION/CONTRACT FORM

The District of Columbia Public Charter School Board (PCSB) seeks proposals from individuals and organizations that are experienced in providing furniture. Furniture will need to be supplied, delivered, and installed by the vendor to PCSB’s office. HON is the preferred manufacturer brand for this project. The proposal should include pricing of HON manufactured products. Pricing should include the following items:

· Cipher guest chairs – Qty 85

· Cipher task chairs – Qty 37

· Cofi Managerial Height Chair – Qty 12

· Motivate Nest/Stack Chair Flexback – Qty 24

· Motivate Table React 24Dx60W – Qty 12

· Undermount Cubby w/ Locking Door Flush Mount – Qty 12

· Frameless Glass Stacker 15H - Qty 43

· Tackable Panel – Qty 52

· Towers 24x18x50 – Qty 12

· 10500 Series Storage/File 18”x66.5” - Qty 37

· 10500 Series Return Shell 29.5x36 – Qty 37

· 10500 Series Pedestal Desk 66x30x29.5” – Qty 37

· Glass Markerboard 37.5x36 – Qty 37

· Flock Round Chair – Qty 4

· Flock Cylinder Table – Qty 1

· Installation to include inspection of materials, removal of debris, and the receiving of the materials.

· Freight

· Design PCSB was authorized pursuant to the District of Columbia School Reform Act of 1995, D.C. Code §§ 38-101 et seq., to grant charters to establish public charter schools in the District of Columbia. PCSB is responsible for receiving and reviewing applications to develop public charter schools; awarding or denying requests for charters; monitoring the operations of public charter schools and the progress of their students; monitoring schools’ compliance with applicable laws; and revoking or not renewing the charters of schools that fail to meet their goals, or revoking charters of schools that contravene applicable laws.

Public Charter schools operate independently of the District of Columbia Public School system, except as otherwise provided by law. In exchange for significant operating autonomy, public charter schools are accountable for the performance of their students as measured by the specific educational goals they set.

The Proposal should be prepared according to the instructions listed below.

The Offeror shall submit a Total Firm Fixed Price, broken down as follows: a) Personnel b) Fringe benefits c) Travel d) Equipment e) Supplies f) Contractual g) Any other expenses.

The closing date for receipt of Proposals is (September 8, 2023) at 5:00 PM (EST).

A.6 EVALUATION FOR AWARD

PCSB intends to award a single contract as result of this Request for Proposal. The contract will be awarded to the single most responsive and responsible contractor whose proposal is most advantageous to PCSB. PCSB reserves the right to reject any or all proposals determined to be inadequate or unacceptable. PCSB may award a contract on the basis of initial offers received without discussions. Therefore, each initial offer should contain the proposer’s best terms from price (Firm Fixed Price), to professional qualifications.

The base contract period will be for a period commencing on the date of contract execution, through twelve months thereafter.

*** End of Section A ***

SECTION B: CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST

Personnel

Fringe benefits

Travel

Equipment

Supplies

Contractual expenses

Any other expenses

Total (Firm Fixed Price)

*** End of Section B***

SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT/DELIVERABLES

C.1 PURPOSE DC PCSB is seeking a vendor that can provide the previously mentioned furniture. Additionally, the vendor must have the ability to deliver and install the furniture as recommended by the manufacturer.

C.2 DESCRIPTION OF THE PROJECT

(The vendor must assist the client by securing the preferred furniture as described. The vendor must coordinate with the vendor to receive furniture and materials to deliver to the office space when the buildout is competed. The vendor must have the ability to store furniture if extenuating circumstances arrive with the completion of the office space. The vendor is required to install the furniture and dispose of any debris from unboxing.)

C.4 BACKGROUND

C.4 REQUIREMENTS

Total Hours

C.6 PROPOSAL REQUIREMENTS

C.6.1 Technical proposal

C.6.1.1 Plan to Perform the Work

For each Required Task, as outlined in all of C.5, provide a response as requested together with descriptions of the proposed approach and deliverables required to meet the response requirements. Deliverables identified are not exclusive, and the Offeror must identify any additional deliverables consistent with the RFP specifications and Offeror’s proposed work.

C.6.1.2. Offeror’s Background

The Offeror shall provide its firm’s history, years in business, philosophy or core values, number of employees, location, contact information, professional memberships and certifications, and awards and recognitions. The Offeror shall detail the services it provides to clients and identify those that are routinely subcontracted.

C.6.1.3. References

The Offeror shall submit at least three (3) most recent client references that can attest to the firm’s experience, quality of work, and service in completing similar projects within the last three (3) years.

C.6.1.4. Knowledge and Experience The Offeror shall have prior experience completing projects of a similar nature. The Offeror shall elaborate on its experience in conducting similar projects and describe in detail other similar projects completed.

C.6.1.5. Format for Technical Proposal Proposals must be on letter-sized with 1” margins, double-spaced. There is no page limit.

C.6.2 Cost Proposal Proposal must include a detailed, separate, cost proposal that shows a breakdown of costs for each portion of the work as identified above. Hourly consulting services must be quoted as a fully loaded hourly cost including all travel and other expenses within the hourly proposed cost. The cost proposal should be a fixed price contract.

C.6.2.1. Subcontractors The Offeror is considered as the Prime Contractor. Should the use of Subcontractors be required as part of this proposal, the Offeror must provide a list of the names and roles of Subcontractors. Subcontractors will be subject to the same General Conditions imposed upon the Contractor. If a change in Subcontractor(s) is required during the project period, the Contract Administrator shall be notified, in writing, at least ten (10) days prior to the Subcontractor performing any work on the project. The notification shall include the reasons a change in Subcontractor was required and the name and role of the new Subcontractor. PCSB has the right to terminate the contract if the new Subcontractor is reviewed as not capable. If no Subcontractors are required as part of this proposal, the Offeror shall state so.

The evaluation of proposals received in response to this RFP will be conducted comprehensively, fairly, and impartially. A Contract for Services will be entered into with the most responsive and responsible contractor whose proposal is determined in writing to be advantageous to PCSB, taking into consideration the evaluation factors set forth in this RFP. All responsive proposals received by 5:00 pm (September 8, 2023) will be evaluated and scored.

C.7.2 Evaluation Committee A committee, comprised of at least three (3) representatives, will evaluate and score, as a group, each proposal submitted. The committee will forward the evaluation results to the Contracting Officer. The Contracting Officer will review the RFP and the evaluation results before the selection of a Contractor. The firm with the highest score according to the criteria shown in this section shall be awarded the contract.

C.7.3. CRITERIA FOR EVALUATION

The criteria used to evaluate proposal are:

The Committee will evaluate a firm’s relevant experience in providing similar services. The evaluation of experience will be a subjective assessment based upon information supplied by the firm in its submission and via reference checks. Provide detailed information about your capacity to provide the Service Requirements, including your ability to manage the administrative aspects of sourcing office furniture.

C.7.3.1.2 Technical proposal. 25 points.

Set forth a detailed plan, including timelines, for accomplishing each of the services listed in the Requirements section of this RFP. Scoring on this criterion will be based on the extent to which applicants present coherent strategies and deliverables, suggest feasible timelines, and demonstrate an understanding of the scope of the provider responsibilities.

C.7.3.1.3 Price. 40 points.

A separate cost proposal shall be submitted. Provide the total amount required to perform the duties of sourcing, delivering and installing office furniture ). Provider’s and, in three pages or less, describe in detail, and justify as reasonable and cost effective, the amount required per 12-month increment for each of the following: a) Personnel b) Fringe benefits c) Travel d) Equipment e) Supplies f) Contractual g) Any other expenses. You may use the chart in Section B for this purpose.

C.7.3.1.4 Local, Small, and Disadvantaged Business Enterprises. Up to 12 Points.

Up to an additional 12 points will be awarded to proposals from certified local, small, and disadvantaged business enterprises, in accordance with D.C Code § 2-218.43. To receive these points, submissions must include appropriate documentation demonstrating that the submitter is as a small business enterprise (3 points); a resident-owned business (5 points); a longtime resident business (3 points); a local business enterprise (2 points); a local business enterprise with its principal office located in an enterprise zone (2 points); a disadvantaged business enterprise (2 points); a veteran-owned business enterprise (2 points); and/or a local manufacturing business enterprise (2 points).

C.7.4. Basis for Selection and Award of a Contract for Services PCSB will execute a Contract to the most responsive, responsible Contractor with the highest ranking *** End of Section C ***

SECTION D: INSPECTION OF SERVICES

*** End of Section D ***

SECTION E: PERIOD OF PERFORMANCE AND DELIVERABLES

The period of performance shall be for one (1) base period commencing on date of execution.

PCSB may require continued performance of any services within the limits and at the rates specified in the contract. The Contracting Officer may exercise the option by written notice to the Contractor thirty (30) days prior to the expiration of the contract.

E.5 DELIVERABLES

The Contractor shall perform the activities required to successfully complete PCSB’s requirements.

E.5.1 If applicable, the Contractor shall submit to PCSB, as a deliverable, the report described in Section G.5.5 that is required by the 51% District Residents New Hires Requirements and First Source Employment Agreement. If the Contractor does not submit the report as part of the deliverables, final payment to the Contractor shall not be paid pursuant to Section G, below.

*** End of Section E ***

SECTION F. CONTRACT ADMINISTRATION

Financial Manager DC Public Charter School Board 3333 14th Street NW Suite 210 Washington, DC 20010 operations@dcpcsb.org.

a) The amount due on the deliveries warrants it; or

b) The Contractor requests it and the amount due on the deliveries are in accordance with the following:

“Payment will be processed on completion and acceptance of each item for which the price is stated separately in the contract”; and

c) Presentation of a properly executed invoice.

“Pursuant to the instrument of assignment dated ____ __, make payment of this invoice to [name and address of assignee].”

F.5.2 The Contracting Officer or his or her designee is the only person authorized to approve changes in any of the requirements of this contract.

F.5.3 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 Contracting Officer or his or her designee.

(Aaron Hall) DC Public Charter School Board 3333 14th St., NW Suite 210 Washington, DC 20010 Telephone: 202-328-2660 Email: (ahall@dcpcsb.org)

F.7 RECORD RETENTION

F.7.1 As used in this clause, “records” includes books, documents, accounting procedures and practices, and other data, regardless of type and regardless of whether such items are in written for, in the form of computer data, or in any other form.

*** End of Section F ***

SECTION G: SPECIAL CONTRACT REQUIREMENTS

The Contractor shall be bound by the Wage Determination No. Wage Determination No. 2005-2101, Revision No.:l3, dated June 19, 2013, issued by the U.S. Department of Labor in accordance with the Service Contract Act, 41 U.S. C. § 351 et seq., and incorporated herein as Section I.2. The Contractor shall be bound by the wage rates for the term of the contract subject to revision as stated herein and in accordance with Section 24 of the SCP. If an option is exercised, the Contractor shall be bound by the applicable wage rates at the time of the option. If the option is exercised and the CO obtains a revised wage determination, the revised wage determination is applicable for the option periods and the Contractor may be entitled to an equitable adjustment.

G.3 PUBLICITY

The Contractor shall at all times obtain the prior written approval from the CO before it, any of its officers, agents, employees or subcontractors, either during or after expiration or termination of the contract, make any statement, or issue any material, for publication through any medium of communication, bearing on the work performed or data collected under this contract.

G.4 FREEDOM OF INFORMATION ACT

The SRA and the District of Columbia Freedom of Information Act, D.C. Code § 2-531 et seq., requires PCSB to make available for inspection and copying any record produced or collected pursuant to a PCSB contract with a private contractor to perform a public function, to the same extent as if the record were maintained by the agency on whose behalf the contract is made. If the Contractor receives a request for such information, the Contractor shall immediately send the request to the Contract Administrator who will provide the request to the FOIA Officer for the agency with programmatic responsibility in accordance with the D.C. Freedom of Information Act. If the agency with programmatic responsibility receives a request for a record maintained by the Contractor pursuant to the contract, the Contract Administrator will forward a copy to the Contractor. In either event, the Contractor is required by law to provide all responsive records to the Contract Administrator within the timeframe designated by the Contract Administrator. The FOIA Officer for the agency with programmatic responsibility will determine the releasability of the records. PCSB will reimburse the Contractor for the costs of searching and copying the records in accordance with D.C. Code § 2-532 and Chapter 4 of Title 1 of the D.C. Municipal Regulations.

(1) The first source for finding employees to fill all jobs created in order to perform this contract shall be the DOES; and

(2) The first source for finding employees to fill any vacancy occurring in all jobs covered by the First Source Employment Agreement shall be the First Source Register.

G.5.3 The Contractor shall submit to DOES, no later than the 1st of each month following execution of the contract, a First Source Agreement Contract Compliance Report (“contract compliance report”) to verify its compliance with the First Source Agreement for the preceding month. The contract compliance report for the contract shall include the:

(1) Number of employees needed;

(2) Number of current employees transferred;

(3) Number of new job openings created;

(4) Number of job openings listed with DOES;

(5) Total number of all District residents hired for the reporting period and the cumulative total number of District residents hired; and

(6) Total number of all employees hired for the reporting period and the cumulative total number of employees hired, including:

(a) Name;

(b) Social security number;

(c) Job title;

(d) Hire date;

(e) Residence; and

(f) Referral source for all new hires.

(1) Document in a report to the CO its compliance with Section G.5.4 of this clause; or

(2) Submit a request to the CO for a waiver of compliance with Section G.5.4 and include the following documentation:

(a) Material supporting a good faith effort to comply;

(b) Referrals provided by DOES and other referral sources;

(c) Advertisement of job openings listed with DOES and other referral sources; and

(d) Any documentation supporting the waiver request pursuant to Section G.5.6.

G.5.6 The CO of his designee may waive the provisions of Section G.5.4 if the CO finds that:

(1) A good faith effort to comply is demonstrated by the Contractor;

(2) The Contractor is located outside the Washington Standard Metropolitan Statistical Area and none of the contract work is performed inside the Washington Standard Metropolitan Statistical Area which includes the District of Columbia; the Virginia Cities of Alexandria, Falls Church, Manassas, Manassas Park, Fairfax, and Fredericksburg, the Virginia Counties of Fairfax, Arlington, Prince William, Loudoun, Stafford, Clarke, Warren, Fauquier, Culpeper, Spotsylvania, and King George; the Maryland Counties of Montgomery, Prince Georges, Charles, Frederick, and Calvert; and the West Virginia Counties of Berkeley and Jefferson.

(3) The Contractor enters into a special workforce development training or placement arrangement with DOES; or

(4) DOES certifies that there are insufficient numbers of District residents in the labor market possessing the skills required by the positions created as a result of the contract.

During the performance of the contract, the Contractor and any of its subcontractors shall comply with Section 504 of the Rehabilitation Act of 1973, as amended. This Act prohibits discrimination against disabled people in federally funded programs and activities. See 29 U.S. C. § 794 et seq.

G.7 AMERICANS WITH DISABILITIES ACT OF 1990 (ADA)

During the performance of this contract, the Contractor and any of its subcontractors shall comply with the ADA. The ADA makes it unlawful to discriminate in employment against a qualified individual with a disability. See 42 U.S.C. § 12101 et seq.

(1) Contracts or other agreements that are subject to higher wage level determinations required by federal law;

(2) Existing and future collective bargaining agreements, provided, that the future collective bargaining agreement results in the employee being paid no less than the established living wage;

(3) Contracts for electricity, telephone, water, sewer or other services provided by a regulated utility;

(4) Contracts for services needed immediately to prevent or respond to a disaster or eminent threat to public health or safety declared by the Mayor;

(5) Contracts or other agreements that provide trainees with additional services including, but not limited to, case management and job readiness services; provided that the trainees do not replace employees subject to the Living Wage Act of 2006;

(6) An employee under 22 years of age employed during a school vacation period, or enrolled as a full-time student, as defined by the respective institution, who is in high school or at an accredited institution of higher education and who works less than 25 hours per week; provided that he or she does not replace employees subject to the Living Wage Act of 2006;

(7) Tenants or retail establishments that occupy property constructed or improved by receipt of government assistance from the District of Columbia; provided, that the tenant or retail establishment did not receive direct government assistance from PCSB;

(8) Employees of nonprofit organizations that employ not more than 50 individuals and qualify for taxation exemption pursuant to Section 501(c)(3) of the Internal Revenue Code of 1954, approved August 16, 1954 (68A Stat. 163; 26 U.S.C.§ 501(c)(3);

(9) Medicaid provider agreements for direct care services to Medicaid recipients, provided, that the direct care service is not provided through a home care agency, a community residence facility, or a group home for mentally retarded persons as those terms are defined in Section 2 of the Health-Care and Community Residence Facility, Hospice, and Home Care Licensure Act of 1983, effective February 24, 1984 (D.C. Law 5-48; D.C. Code § 44-501); and

(10) Contracts or other agreements between managed care organizations and the Health Care Safety Net Administration or the Medicaid Assistance Administration to provide health services.

If the prime contractor is required by law to subcontract under this contract, it must subcontract at least 35% of the dollar volume of this contract in accordance with the provisions of Section G.9.1. The prime contractor responding to this solicitation which is required to subcontract shall be required to submit with its proposal, a notarized statement detailing its subcontracting plan. Proposals responding to this RFP shall be deemed nonresponsive and shall be rejected if the offeror is required to subcontract, but fails to submit a subcontracting plan with its proposal. Once the plan is approved by the CO, changes to the plan will only occur with the prior written approval of the CO and the Director of DSLBD.

Each subcontracting plan shall include the following:

G.10 COMPLIANCE WITH THE FAMILY EDUCATION RECORDS PRIVACY ACT, 20 U.S.C. § 1232g AND ITS IMPLEMENTING REGULATIONS, 34 C.F.R. PART 99

A. PARTIES. Contractor has contracted to perform institutional services on behalf of PCSB. The parties wish to share data collected by PCSB, some of which may allow the identification of individual students. Accordingly, Contractor agrees to:

1. Use personally identifiable data shared under this Agreement only for legitimate educational purposes and for no purpose other than the contractual services authorized by the statement of work for the Project.

2. Use reasonable methods to protect personally identifiable student data received from re-disclosure, and to not share personally identifiable data received under this Agreement with any other entity without prior written approval from PCSB. Contractor ensures that it has policies and procedures to protect student information provided by PCSB from further disclosure and unauthorized use. In the event that it does re-disclose student information, Contractor will inform PCSB immediately upon any re-disclosure of student information

3. Require and maintain a confidentiality agreement with each employee, contractor or agent with access to data pursuant to this Agreement. The agreement will require all employees, contractors and agents of any kind to comply with all applicable provisions of FERPA and other federal laws with respect to the data shared under this Agreement. Nothing in this paragraph authorizes sharing or allowing access to student data provided under this Agreement with any other entity for any purpose other than completing Contractor’s work authorized by the statement of work for the Project.

4. Protect and maintain all student data obtained or permitted access to pursuant to this Agreement in a secure computer environment and not copy, reproduce or transmit data obtained or permitted access to pursuant to this Agreement except as necessary to fulfill the services described in the statement of work for the Project. All copies of data of any type, including any modifications or additions to data from any source that contains information regarding individual students, are subject to the provisions of this Agreement in the same manner as the original data. The ability to access or maintain data under this Agreement shall not under any circumstances transfer from Contractor to any other institution or entity or unauthorized individual or agent.

5. Not to provide any student data obtained or permitted access to under this Agreement to any party that is ineligible to receive data protected by FERPA or prohibited from receiving data from any entity. In order to ensure compliance with all FERPA statutes and regulations, Contractor agrees to provide data to PCSB as contemplated by the statement of work for the Project.

6. Destroy all student data and provide written verification of the destruction of all copies of the student data obtained under this Agreement to PCSB 12 months following the date of completion of the…