RFP 0122 Solicitation- Signage.pdf

DISTRICT OF COLUMBIA COURTS

SOLICITATION, OFFER AND AWARD

FOR SUPPLIES, OR SERVICES

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: APRIL 3, 2024

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH OPENING DATE: May 15, 2024

700 6TH STREET NW, 12TH FLOOR OPENING TIME: 12:00 PM

WASHINGTON, D.C. 20001

SOLICITATION NUMBER: DCSC-24-RFP- 212

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 __5__ copies to perform the work required are due at the place specified by May 15 , 2024 at

3:00 PM.

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

X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 27

X B Supplies or Services & Price /Cost 2 X I Contract Clauses 35

X C Description/Specs. Work Statement 4 X J List of Attachments 41

X D Packaging and Marking 14 X K Representation Certificates 43

X E Inspection and Acceptance 15 X L Instructions, Conditions, Notices 49

X F Deliveries and Performance 16 X M Evaluation Factors for Award 61

X G Contract Administration Data 21

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 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@dccsystem.gov .

mailto:maria.rivera@dccsystem.gov

SOLICITATION NUMBER: DCSC-24-RFP-0122

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 with experience in the field of Architectural or

Graphic Design/Signage who is interested in providing Signage & Wayfinding Services including the (1) development and management of signage policies, processes and procedures for all signage types; (2) the design, procurements, fabrication and installation of all signage types; and (3) coordination with all DC Courts contractors required to execute all signage related tasks in fulfillment of requirements herein.

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

A) Fixed Price component for management and other direct cost

B) Cost Reimbursable component for the production/procurement and cost associated with installation of the signage.

The Pre-Proposal Briefing (On-site Meeting) will be held on April 17, 2024, at 1:00 PM at:

District of Columbia Courts

Moultrie Court House (500 Indiana Av)

4th Floor-Training Room 4640

Offerors shall provide the following information no later than April 15 , 2024:

a) Full name of attendee

b) Name of the Company affiliated with Contractors that can not attend the Pre-proposal Briefing, can visit the Courts Buildings at their convenient as they are open to the public.

B.3 TERM OF THE CONTRACT: The term of the contract will be five (5) years, two (2) base years from date of award with three (3) option years. The date of award shall be the date the Contracting Officer signs the contract document.

B.4 ESTIMATED COST, FEE, AND OBLIGATED AMOUNT

The Offeror shall submit a price schedule, for a base period of two years and for each option year separately, for the services specified and in accordance with Section C, Description/Specifications/Work Statement, of this Request for Proposal (RFP).

B.5 INDIRECT COSTS

Indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the negotiated or predetermined rates and the appropriate bases established as per award.

B.6 COST REIMBURSABLE

Cost-reimbursement types of contracts provide for payment of allowable incurred costs for the production/procurement and cost associated with installation of the signs.

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; credit card fees are considered non allowable cost.

(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) 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. Percentage Fee, shall be allocated to:

a) Fix Price Cost and

b) Cost Reimbursement Portion

[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 contemporary signage practices, trends and software platforms related to planning, design, fabrication, installation and tracking all signage types. This contractor shall assist CPFMD to achieve continuity and efficiency related to the existing exterior, interior, and wayfinding signage system, artwork hanging and installation supervision, and personnel moves across the DC Court Judiciary Square

Campus and off-campus facilities leased by DC Courts. In addition, the contractor shall support DC Courts to execute all capital project signage-related tasks.

C.2 BACKGROUND

C.2.1 District of Columbia Courts (DC Courts)

The Courts is comprised of the DC Court of Appeals, the DC Superior Court, and the DC

Court System. https://www.dccourts.gov/

C.2.2 DC Court System

The DC Court System provides shared services to the DC Court of Appeals https://www.dccourts.gov/court-of-appeals and the DC Superior Court https://www.dccourts.gov/superior-court.

C.2.3 Capital Projects and Facilities Management Division (CPFMD)

The CPFMD is part of the DC Court System responsible for (1) the planning (to include scoping, budgeting and scheduling) and delivering all capital projects at DC Courts’ facilities, (2) the planning and delivery of all projects required to maintain the Courts’ facilities, and (3) the planning and provision of services required to maintain the Courts’ facilities https://www.dccourts.gov/about/learn-more/capital-projects-and-facilities-management-division. Refer to Attachment J.12 - DC Courts Organizational

Chart/CPFMD Organizational Chart for additional information on the DC Courts structure as well as the CPFMD.

C.2.3.1 CPFMD manages a $40 - $50 million annual capital budget for the execution of capital projects to modernize, renovate, improve, and expand

DC Courts’ existing facilities and a $2 – 3 million annual budget to maintain the infrastructure in DC Courts existing facilities https://www.dccourts.gov/ https://www.dccourts.gov/court-of-appeals https://www.dccourts.gov/superior-court https://www.dccourts.gov/about/learn-more/capital-projects-and-facilities-management-division https://www.dccourts.gov/about/learn-more/capital-projects-and-facilities-management-division

C.2.4 DC Courts’ Key Contractors and Vendors

CPFMD utilizes several contractors and vendors in the administration of capital and maintenance projects which the signage vendor would be required to coordinate with.

These vendors include, but are not limited to:

• Program Management Services

• Commissioning (IDIQ)

• Construction Management (Agent) and Quality Assurance Services

• Architectural Engineering and Planning (IDIQ)

• Furniture Vendors (IDIQ)

• Furniture Consultant

• Master Planning Consultant

• Budget Planning Consultant

• Security Vendor (IDIQ)

• 3rd Party Materials Testing

• 3rd Party Inspections (IDIQ)

• General Construction Contractors

C.3 PLACE OF PERFORMANCE: OVERVIEW OF SITE & FACILITIES

C.3.1 The Judiciary Square Campus and Facilities

The Courts’ functions and personnel are housed primarily in the Judiciary Square neighborhood of the District of Columbia. The Courts currently maintain approximately

1.5 million gross square feet (GSF) of space within seven (7) District-owned buildings in

Judiciary Square and maintain the grounds surrounding those buildings. Refer to the chart below and Attachment J.11 - District of Columbia Courts Facilities Master Plan

2019 for an overview of the facilities at DC Courts’ Judiciary Square campus.

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 approximately 680,000 occupiable square feet (OSF)/ 909,400 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

(Historic Courthouse).

Facility Type Building Address (Judiciary Square Campus) Area (Gross

Square Feet/GSF)

Court/Office

Building

500 Indiana Ave NW (H. Carl Moultrie Courthouse) 909,400

Court/Office

Building &

Parking Lot

515 5th St NW (Building A) 123,900

Court/Office

Building &

Parking Lot

510 4th St NW (Building B) 122,500

Court/Office

Building

410 E St NW (Building C) 54,000

Court/Office

Building

430 E St NW (Building D/Historic Courthouse) 146,550

Parking Garage 449 5th St NW (Garage) 101,200

Court/Office

Building

515 D St NW (Recorder of Deeds (RoD) 44,600

Total Square Footage 1,502,150 GSF

C.3.2 Leased Facilities occupied by the Courts

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

Judiciary Square, at 700 Sixth St. NW, where the Budget and Finance Division, Administrative Services Division, and Capital Projects and Facilities Management

Division are located. The Courts are anticipating the modernization of space for these divisions at Building B to be complete in 2025.

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

Columbia and one (1) disaster recovery (DR) site located in Germantown, Maryland where alterations and improvements are made by the Courts prior to or during occupation of the leased building.

C.3.3 Current DC Courts Major Project Initiatives

Over the next five (5) years, the Courts has four (4) major renovation initiatives ongoing and planned. The below projects represent major renovation initiatives anticipated by the Courts:

• Relocation of 3 DC Courts Divisions (Budget and Finance, Capital Projects and Facilities Management, Administrative Services) from leased space at

700 6th Street NW to DC Courts-owned space at 510 4th St. NW (Building

B).

▪ Includes partial renovation of Building B at 510 4th Street - (2 floors).

Renovation consists of standard office spaces.

▪ Includes minor renovations of office space in Building A at 515 5th Street

(approximately 3,100 GSF). Space type to be renovated consists of standard office space and 2 hearing rooms.

• Modernization of the Historic Recorder of Deeds Building at 515 D Street

NW for the new DC Courts Access to Justice Center. Appx. 40,080 GSF of standard office space and public support services.

• Complete systematic multi-year renovation of 60+ courtroom sets

(courtrooms, jury rooms and witness rooms) and chambers throughout DC

Courts’ facilities in Judiciary Square.

• Completion of final two phases of the Magistrate Judges Suite Renovation within the Moultrie Courthouse, including the renovation of Suite 3120 &

3130 for the US Attorneys and the DC Courts Security Office.

C.4 REQUIRED SERVICES

C.4.1 The contractor shall (1) provide all required services and (2) shall demonstrate required experience and skills utilizing contemporary digital platforms and software to initiate, manage, and complete the following signage-related tasks:

a) Perform reviews of architectural drawings and construction documents and coordinate with AOR for inclusion of room numbering, signage schedules, and all other signage-related requirements in construction documentation for all DC

Courts’ maintenance and capital projects.

b) Develop signage shop drawings required for all DC Courts maintenance and capital projects and proposed signage-related tasks.

c) Design all facility sign types.

d) Development of specifications, signage schedules, and message schedules for all facility sign types.

e) Preparing solicitation packages to procure all facility sign types.

f) Procure and/or fabricate all facility signage types.

g) Install all facility signage types.

h) Develop and maintain a digital record of all signs in DC Courts’ facilities; and identify new signage requirements/needs to maintain visual consistency and facilitate wayfinding in all facilities.

i) Coordination with other DC Courts contractors to integrate digital signage record with DC Courts’ record facility drawings.

j) Update DC Courts signage standards and specifications.

k) Design, fabricate, coordinate, and install all signage in support of DC Courts’ personnel moves.

C.4.2 Signage types include the following for all DC Court facilities: interior/exterior signage, wayfinding (directional) sign programs, room and safety signage, pedestrian and vehicle way-finding sign programs, building and entrance identification, traffic/regulatory signage. Reference Attachment J.14 Baseline Signage Drawings

C.4.3 All the services performed under the contract will require a level of coordination with other DC Courts’ contractors to include, but not limited to: the Facilities Master

Planner/Architect (to ensure the maintenance of DC Courts’ record facility drawings), AORs for maintenance and facility projects, PgM (for Courts-wide signage, initiatives or scope, policies and budget/funding), CMa. The contractor shall appoint a team – including a Project Manager and dedicated staff – once the project is awarded.

C.4.4 The interior signage area is defined as the interior of the Courts buildings as defined in Section C.2.2 as well as occupied leased spaces as identified in Sections C.2.3 &

C.2.4.

C.5 TASKS

C.5.1 GENERAL

a) The contractor shall coordinate a weekly internal signage meeting & monthly Signage

Committee Meeting, managing meeting maker, creating and distributing an agenda, and distributing meeting minutes.

b) The contractor shall provide and install printed paper inserts in support of any needed name changes to existing signage.

c) The contractor shall submit all project and program level signage deliverable documents to the Courts through Procore.

d) The contractor shall develop and maintain a status report of all ongoing signage tasks including the building identification needs, goals achieved during the month and pending actions with anticipated dates of fabrication, installation, ball in court, etc.

e) The contractor shall submit all translation requests through the DC Courts Capital Project

Manager for FFE/Migration to the DC Courts Office of Court Interpreting Services under the Special Operations Division.

f) The contractor shall use digital platform software (TBD) for signage updates, baseline updates, standards updates, etc.

C.5.2 MAINTAIN EXISTING SIGNAGE & REPAIR DAMAGED SIGNAGE

a) Review, verify and maintain the existing room numbering systems and the signage system for all rooms and all floors of the Courts utilizing signage baselines that were previously developed. Reference Attachment J.14 Baseline Signage Drawings

b) Weekly walk of the campus to look for any signage needs (damaged signage or signs falling down, etc.)

c) The contractor shall coordinate with the AOR for the interior room numbering scheme, and building identification and directional sign program. In addition, the contractor shall 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.

d) The contractor shall coordinate with the Courts for directional wayfinding and building identification signage programs, both interior and exterior to the Courts occupied buildings. 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 shall be prepared by the contractor showing the placement/location of directional signs.

e) The Contractor shall 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.

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

g) The Contractor is responsible for the removal of any existing signs in preparation to receive new sign elements. The 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. The contractor must consider the salvage value of removed signs in the cost of work.

C.5.3 SUPPORT CAPITAL & FACILITIES PROJECTS

a. The contractor shall be responsible for the coordination of meetings with the DC Courts

Construction Manager (CMa), Architect of Record (AOR), Master Planner and CPFMD.

On project related signage efforts, primary coordination shall occur through the CMa.

b. Attending periodic project meetings as appropriate for coordination, working through the

Court’s CMa.

c. The contractor shall be responsible for reviewing project design signage location in drawings for each project and providing comments back to the AOR.

d. 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.

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

f. The contractor shall be responsible for coordinating with the AOR and OGC’s to identify the locations of new signage.

g. The dedicated staff shall 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 artwork hanging.

h. The Contractor shall 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.

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

j. The contractor is responsible for the procurement and installation of all signage. The

Courts has utilized System 290, Art Display, Gable Signs, DUO Signage, and Dale Travis

Associates, Inc. in the past for procurement of the Courts standard signs. The use of a different vendor is permissible as long as the signs meet DC Courts design standards and/or in place signage within Courts buildings.

k. During decommissioning of spaces under project scope, the Contractor shall inventory existing signage currently being stored within the Moultrie signage office and in the warehouse for possible reuse and installation. Signage may be stored for maintenance use with CPFMD’s approval.

l. The sign type drawings shall include elevation drawings of each sign type with applicable size and layout dimensions and any necessary side, top and back views. It shall 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.

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

n. Install sign units and components at the locations shown in drawings shall securely mount with fasteners appropriate to the substrate conditions. Install signs on facility property clear of public right of ways and utilities. Install foundations for all free-standing signs.

o. 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.

p. The contractor shall provide the AOR and CPFMD with redlined drawings for incorporation of the final project As-Built drawings.

q. The Contractor shall be responsible for inspecting signage, to verify installation conforms with drawings. Any identified deficiencies shall be noted on a punchlist and promptly repaired by the contractor.

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

C.5.4 UPDATE & MAINTAIN DESIGN STANDARDS

a. The DC Courts Design Standards needs a complete and comprehensive update to include all signage types utilized by the DC Courts, room numbering, nomenclature, translation requirements, etc. Refer to Attachments J.13 for the current signage standards.

b. The contractor shall assist in coordination efforts with the Master Planner, the PgM and the

Courts to update the space numbering standards within the DC Courts Design Standards.

c. The interior and exterior signs shall follow guidelines for accessible signage related to the

Americans with Disabilities Act. 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.

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

e. The way-finding system shall 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.

C.5.5 SIGNAGE IN SUPPORT OF TENANT MOVES

The contractor shall assist the DC Courts’ in coordinating and developing accurate signage move plans. The contractor shall be responsible for:

a) Assisting in the planning of moving activities, including the creation of labels for moving boxes, to include the person’s name as well as current and future room numbers. In conjunction with this effort, the contractor shall work with the CPFMD

Project Manager for FFE & Migrations to confirm staff seating assignments within spaces to ensure all signage is accurate and in place prior to tenant occupancy.

b) Conduct on-site walkthroughs and to ensure CPFMD has information necessary to complete personnel moves.

c) Attend coordination meetings as requested by the CPFMD Project Manager for FFE &

Migrations with end-users;

d) This work includes the following items:

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

CMa, AOR and/or the Capital Projects and Facilities Management Division

(CPFMD)

ii. Editing of floor plans as needed to ensure maximum clarity for signage packages;

iii. Update programming plans once work is complete to reflect an accurate as-built within the DC Courts’ buildings.

e) Support signage changes for new Judicial assignments.

C.5.6 PROCUREMENT OF SIGNAGE

a) The contractor shall be responsible for any signs that need to be procured from other vendors, including:

i. The final detailed sign type drawings,

ii. Sign construction details, installation details, and specifications;

iii Obtaining quotes from vendors

b) Contractor shall present the quotes to the COTR and request approval for the procurement.

c) Contractor will be responsible for the procurement of signage, acceptance of signage and ensuring compliance to specifications as well as the quality control of installations.

d) 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.

C.5.7 INSTALLATION AND PICTURE HANGING

Requests for picture hangings should be installed within 7 calendar days of COTR approval.

Artwork hanging involves certificates, degrees, artwork, etc. to be hung on the wall in various locations. The contractor shall manage the entire process from initial request to completion, including a tracking spreadsheet to ensure consistency and compliance with the

DC Courts Artwork Hanging policy. Cost associated with picture hanging shall be presented to COTR for approval before the works takes place.

[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 (3) one year

(1) 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 (3) one (1) 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 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.5. 1 Status report that includes the building identification needs, goals achieved during the month and pending actions

Weekly COTR

C.5 Baseline studies Annually COTR

C.5.4 Draft Signage Standard 6 Months after NTP COTR

C.5.4 Final Signage Standard 12 Months after NTP COTR

C.5.6 Procurement signage specifications As needed COTR/CO

C.5.5 Migration/Moves plans As needed COTR various Signage request Acknowledge request within 2 hours. Install within 24 hours for temporary signs

COTR

C.5.7 Picture Hanging Within 7 calendar days of COTR approval

End user

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 shall 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 can provide requested information or make adjustments to work products that provide a benefit(s) to the Courts without undue delays.

The COTR shall 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 completion 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 and notifies the COTR of any unanticipated circumstances that affect either the analytics/logistics of the program scope, schedule, or budget.

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

Cost The Contractor shall proactively manage contract financials including reimbursables, project spend and the financial status and health of the contract.

Actual costs incurred against the

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

Financial report.

The COTR shall 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:

F.5.1 Signage Program Manager

The Project Manager shall be responsible for all duties identified within this solicitation including, but not limited to, baseline studies, updates to the DC Courts Design

Standards, support of Capital and Facilities projects, maintenance of existing signage, signage support for personnel moves, and management of subcontractors. The Project

Manager shall be the primary point of contact for signage to CPFMD/DC Courts.

Additionally, the Project Manager shall carry out/coordinate the preparation of the design, technical specifications for the procurement of signs, and installation of signage.

The Offeror is free to propose additional staff or plan a subcontractor as needed to fulfill the SOW requirements.

The dedicated staff shall 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 artwork hanging.

F.5.2 Changes to Key Personnel

The personnel specified above are deemed essential to the work being performed hereunder. During the initial six (6) months 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 six (6) months, 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.5.3 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, graphic design, 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/Adobe 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 shall 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 Prior to electronic submission, the Contractor shall submit a draft copy invoice to the

COTR for review, approval, and signature. The approved/signed invoice is then submitted https://www.ipp.gov/ https://www.sam.gov/ mailto:IPPCustomerSupport@discal.treasury.gov through IPP along with all the required supporting documentation as 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:

Geoffrey A. Mack Administrative Officer

Administrative Services Division District of Columbia Courts 700 6th Street, N.W., 12th Floor 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:

Danielle Reinhold

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.