REQUEST FOR PROPOSAL (RFP) # 08-P-BF-034

Transcription

1 REQUEST FOR PROPOSAL (RFP) # 08-P-BF-034 ISSUED BY: Brenda Fuller, Senior Contracts Specialist Contracts and Procurement Services Washington Convention Center Authority (WCCA) Office of Contracts and Procurement Services 801 Mount Vernon Place, NW Washington, DC Phone: (202) Fax: (202) bfuller@dcconvention.com OFFER FOR: Services DATE ISSUED: May 5, 2008 MANDATORY SITE VISIT: N/A SITE VISIT TIME: N/A Question: May 22, 3:00 PM, EDT CLOSING TIME: June 5, 3:00 PM, EDT TABLE OF CONTENTS ( ) SEC. DESCRIPTION PAGE (S) ( ) SEC. DESCRIPTION PAGE (S) PART 1 The Schedule PART II Contract Clauses A Solicitation/Contract Form 1 I Contract Clauses B Supplies/Services and 2-8 PART III List of Documents, Exhibits and Other Price/Costs Attach C Description/Specs/Work Statement 4-18 J List of Attachments 36, D Packaging and Marking 19 PART IV Representations and Instructions E Inspection and Acceptance 20 K Representations, Certifications F Deliveries or Performance and other Statements of Offerors G Contract Administration L Instrs. Conds., & Notices to Offerors H Special Contract Requirements M Evaluation Factors for Award OFFER (TO BE COMPLETED BY OFFEROR) Note: In sealed bid solicitations Offer and Offeror mean Bid and Bidder. All offers are subject to the terms and conditions contained in the solicitation. ACKNOWLEGEMENT OF AMENDMENTS: Amendment No.: Date: Amendment No.: Date: Amendment No.: Date: Amendment No.: Date: OFFEROR: Name: Street: City, State, and Zip: Area Code & Telephone No.: Area Code & Facsimile No.: (Name & Title of Person Authorized to Sign Offer: (Type or Print)) NAME: TITLE: SIGNATURE: DATE: Page 1 of 72

2 SECTION B: SUPPLIES OR SERVICES AND PRICE B.1 GENERAL Offerors shall submit an estimate of fees based on a Flat-Rate Per Phase-Fee. B.2 PRICES The Offeror shall submit a fixed fee for each Phase. These fees should cover the Contractor s reasonable profit and overhead costs. Direct costs (i.e. reimbursable expenses) shall be reimbursed at cost and without markup, subject to the estimated expenses. B.2.1 Base Period (Date of Award through September 30, 2008) Line Item No. Description 001 Flat Rate Fixed Fee for Phase I 002 Flat Rate Fixed Fee for Phase II 003 Flat Rate Fixed Fee for Phase III 004 Flat Rate Fixed Fee for Phase IV 005 Price for Option Task Total Annual Fee Estimate of Days to complete Total Fee B.2.2 Option Year One (October 1, 2008 through September 30, 2009) Line Description Item No. 101 Consultant Services for any services not completed under Phase IV. Hourly Charge Method (Hourly charges based on services rendered) 102 Estimate - Reimbursable Items per month (Include list of items) 103 Total Estimated Annual Fee Hourly Rate NA Total Monthly Fee NA Page 2 of 72

3 B.2.3 Option Year Two (October 1, 2009 through September 30, 2010) Line Description Item No. 201 Consultant Services for any services not completed under Phase IV. Hourly Charge Method (Hourly charges based on services rendered) 202 Estimate - Reimbursable Items per month (Include list of items) 203 Total Estimated Annual Fee Hourly Rate NA Total Monthly Fee NA B.2.4 Option Year Three (October 1, 2010 through September 30, 2011) Line Description Item No. 301 Consultant Services for any services not completed under Phase IV. Hourly Charge Method (Hourly charges based on services rendered) 302 Estimate - Reimbursable Items per month (Include list of items) 303 Total Estimated Annual Fee Hourly Rate NA Total Monthly Fee NA B.2.5 Option Year Four (October 1, 2011 through September 30, 2012) Line Description Item No. 401 Consultant Services for any services not completed under Phase IV. Hourly Charge Method (Hourly charges based on services rendered) 402 Estimate - Reimbursable Items per month (Include list of items) 403 Total Estimated Annual Fee Hourly Rate NA Total Monthly Fee NA Page 3 of 72

4 B.3 COST SUMMARY This information must be submitted for both the Prime and subcontractors. B.3.1 Base Year (Date of Award through September 30, 2008) LABOR CATEGORY (List) UNLOADED HOURLY RATE FRINGE OVERHEAD G&A FEE/ PROFIT OTHER Direct Cost LOADED HOURLY RATE *Overtime Rate *Over Time: percent (%) increase over regular rate ** Mileage reimbursement rate: per mile OTHER DIRECT COSTS Description Equipment & Supplies Materials Travel Other PARTS, SUPPLIES AND/OR EQUIPMENT (ATTACH ITEMIZED STOCK LISTING; INCLUDE DESCRIPTIONS AND QUANTITIES OR CATALOG). Material shall be reimbursed at cost, plus a reasonable materials handling charge when supplying parts, supplies and/or equipment. ***Materials Markup: Percent (%) Page 4 of 72

5 B.3.2 Option Year 1 (October 1, 2008 through September 30, 2009) LABOR CATEGORY (List) UNLOADED HOURLY RATE FRINGE OVERHEAD G&A FEE/ PROFIT OTHER Direct Cost LOADED HOURLY RATE *Overtime Rate *Over Time: percent (%) increase over regular rate ** Mileage reimbursement rate: per mile OTHER DIRECT COSTS Description Equipment & Supplies Materials Travel Other PARTS, SUPPLIES AND/OR EQUIPMENT (ATTACH ITEMIZED STOCK LISTING; INCLUDE DESCRIPTIONS AND QUANTITIES OR CATALOG). Material shall be reimbursed at cost, plus a reasonable materials handling charge when supplying parts, supplies and/or equipment. ***Materials Markup: Percent (%) Page 5 of 72

6 B.3.3 Option Year 2 (October 1, 2009 through September 30, 2010) LABOR CATEGORY (List) UNLOADED HOURLY RATE FRINGE OVERHEAD G&A FEE/ PROFIT OTHER Direct Cost LOADED HOURLY RATE *Overtime Rate *Over Time: percent (%) increase over regular rate ** Mileage reimbursement rate: per mile OTHER DIRECT COSTS Description Equipment & Supplies Materials Travel Other PARTS, SUPPLIES AND/OR EQUIPMENT (ATTACH ITEMIZED STOCK LISTING; INCLUDE DESCRIPTIONS AND QUANTITIES OR CATALOG). Material shall be reimbursed at cost, plus a reasonable materials handling charge when supplying parts, supplies and/or equipment. ***Materials Markup: Percent (%) Page 6 of 72

7 B.3.4 Option Year 3 (October 1, 2010 through September 30, 2011) LABOR CATEGORY (List) UNLOADED HOURLY RATE FRINGE OVERHEAD G&A FEE/ PROFIT OTHER Direct Cost LOADED HOURLY RATE *Overtime Rate *Over Time: percent (%) increase over regular rate ** Mileage reimbursement rate: per mile OTHER DIRECT COSTS Description Equipment & Supplies Materials Travel Other PARTS, SUPPLIES AND/OR EQUIPMENT (ATTACH ITEMIZED STOCK LISTING; INCLUDE DESCRIPTIONS AND QUANTITIES OR CATALOG). Material shall be reimbursed at cost, plus a reasonable materials handling charge when supplying parts, supplies and/or equipment. ***Materials Markup: Percent (%) Page 7 of 72

8 B.3.5 Option Year 4 (October 1, 2011 through September 30, 2012) LABOR CATEGORY (List) UNLOADED HOURLY RATE FRINGE OVERHEAD G&A FEE/ PROFIT OTHER Direct Cost LOADED HOURLY RATE *Overtime Rate *Over Time: percent (%) increase over regular rate ** Mileage reimbursement rate: per mile OTHER DIRECT COSTS Description Equipment & Supplies Materials Travel Other PARTS, SUPPLIES AND/OR EQUIPMENT (ATTACH ITEMIZED STOCK LISTING; INCLUDE DESCRIPTIONS AND QUANTITIES OR CATALOG). Material shall be reimbursed at cost, plus a reasonable materials handling charge when supplying parts, supplies and/or equipment. ***Materials Markup: Percent (%) [End of Section B] Page 8 of 72

9 C.1 DEFINITIONS SECTION C: SPECIFICATIONS/WORK STATEMENT C.1.1 Agreement or Contract - shall refer to the written instrument of understanding negotiated between WCCA and the Offeror selected by WCCA, based on the evaluation criteria described in Section M herein. The Agreement or Contract shall include as an attachment the technical proposal submitted and accepted by WCCA, and the WCCA Standard Contract Provisions. C.1.2 WCCA - shall refer to the Washington Convention Center Authority, an independent authority of the District of Columbia government. C.1.3 Board - shall refer to the WCCA Board of Directors. C.1.4 Center shall refer to the Walter E. Washington Convention Center, 801 Mt. Vernon Place, N.W., Washington, D.C C.1.5 Contracting Officer shall refer to the individual(s) authorized to contractually bind WCCA. C.1.6 Contracting Officer s Technical Representative (COTR) - shall refer to the WCCA staff person designated to assist the Contracting Officer with administration of the Contract by monitoring day-to-day activities of the Contractor or Contractor s employees. C.1.7 Contractor or Vendor shall refer to the selected Offeror. C.1.8 Disadvantaged Business Enterprise (DBE) - shall mean a disadvantaged business enterprise, as that term is defined by the Small, Local, and Disadvantaged Business Enterprise Development and Assistance Act of 2005 [the Act ; D.C. Code ], et seq., which became effective on October 20, 2005}. In general, but subject to the terms of that Act in its entirety, the term shall mean a local business enterprise owned, operated and controlled by economically disadvantaged individuals.. C.1.9 DSLBD - shall refer to the District of Columbia s Department of Small and Local Business Development. C.1.10 Enterprise Zone (DZE) - shall refer to an area of the District designated as a District of Columbia Enterprise Zone under section 1400 of the Internal Revenue Code of 1986, approved August 5, 1997 (111 Stat. 863; 26 U.S.C. 1400); or an economic development zone designated by the Mayor and approved by the Council of the District of Columbia pursuant to D.C. Code through C.1.11 CEO/General Manager - shall refer to the WCCA CEO/General Manager. Page 9 of 72

10 C.1.12 Certified Joint Venture shall refer to a joint venture certified by the DSLBD. C.1.13 Joint Venture - shall refer to a combination of the property, capital, efforts, skills or knowledge of two or more persons or businesses to carry out a single project. C.1.14 Local Business Enterprise (LBE) - shall mean a business enterprise, as that term is defined by the Act. In general, but subject to the terms of that Act in its entirety, the term shall mean a business enterprise with its principal office located physically in the District of Columbia (or which has been determined to meet the criteria for waivers of this requirement). C.1.15 Offeror - shall mean the individual, company, firm or organization submitting a proposal pursuant to this solicitation. C.1.16 Owned, Operated and Controlled - shall refer to a business enterprise that is one of the following, as defined in the Act: 1. A sole proprietorship owned, operated and controlled by a District resident; 2. A partnership, joint venture or corporation owned, operated and controlled by one or more District resident(s) who own at least 51% of the beneficial ownership interest in the enterprise and who also hold at least 51% of the voting interests of the enterprise; 3. A sole proprietorship, partnership, joint venture or corporation may be owned, operated and controlled by a non-district resident when one of the following factors are met: a. The majority of the enterprise s employees are District residents; b. The majority of total sales or other revenues of the enterprise are derived from the transaction of business in the District of Columbia; or c. The enterprise is a local business enterprise as defined in the Act. C.1.17 Resident Owned Business shall refer to a local business enterprise owned by an individual, or a majority number of individuals, subject to personal income tax in the District of Columbia, as defined in the Act. C.1.18 Small Business Enterprise (SBE) - shall mean a small business enterprise, as that term is defined by the Act. In general, but subject to the terms of that Act in its entirety, the term shall mean a local business enterprise which is independently owned, operated and controlled and which has had average annualized gross receipts (for the three years preceding certification) not exceeding the following limits: Construction: Heavy (Streets and Highways, Bridges, etc.) Building (General Construction, etc.) Specialty Trades Goods and Equipment General Services $23 million $21 million $13 million $ 8 million $19 million Page 10 of 72

11 Professional Services: Personal (Hotel, Beauty, Laundry, etc.) Business Services Health and Legal Services Health Facilities Management Manufacturing Transportation and Hauling Services Financial Institutions $ 5 million $10 million $10 million $19 million $10 million $13 million $300 million C.1.19 Solicitation - shall refer to this Request for Proposal (RFP) 08-P-BF-034, and all its attachments, amendments, exhibits, and addenda. C.2 BACKGROUND C.2.1 WCCA was established in 1994 as an independent authority of the District of Columbia (District) pursuant to D.C. Code, Section et.seq., as amended (the Enabling Act ). WCCA is a corporate body that has legal existence distinct and separate from the District. C.2.2 Construction of the Center began in October of 1998 and was completed in the fall of The 2.3 million square foot, $850 million dollar facility is the largest public works project undertaken in the District of Columbia. At its completion, the Center was one of the largest convention and exhibition facilities in the country. In September 2006, after competing with 21 other finalists, the Center received the Urban Land Institute s Award for Excellence, which recognizes not only excellence in design, but also sensitivity to neighborhood character and scale, as well as the creative use of design and building materials. In January, 2007, the Center received an American Institute of Architects (AIA) Honors Award for Architecture, which is the profession s highest recognition of works that exemplify excellence in architecture, interiors and urban design. The Center is one of only two convention facilities worldwide that has received this Award. The Center is the only project ever to receive both awards, which establishes the facility as one of the most successful urban development projects in the nation and brings this architectural icon on par with other national buildings that give the Nation s Capital its unique status. C.2.3 WCCA hosts between 150 and 200 events and welcomes over 1 million guests annually. The largest single event held at the Center was the recent American Academy of Orthopedic Surgeons annual meeting with over 28,000 delegates. Certain annual public events, such as the Auto Show, attract over 50,000 people per day. The 2005 Presidential Inaugural Balls welcomed 42,500 guests to six Inaugural Balls held simultaneously in the building complex, and is expected to serve as a model for future Presidential Inaugural Balls. C.2.4 WCCA wishes to enhance and upgrade its existing website to create a dynamic Interactive site by applying advanced techniques of website design and technology to create a WOW factor that showcases the Walter E. Washington Convention Center and Washington, DC as a premier business travel destination Page 11 of 72

12 C.3 SCOPE OF SERVICES C.3.1 WCCA seeks a Contractor with extensive multimedia expertise to upgrade and develop a complete information portal interactive website for the Center. The project objective is to take the current website ( to the next phase of development, or replace it in its entirety if necessary. This shall include increasing the visual impact of the site, creating reasons for visitors to return to the site, and adding interactivity to the site. WCCA also requires that the site will be fully compliant with current Americans with Disabilities Act accessibility requirements; accessible in multiple alternate languages complementing WCCA s international marketing efforts; and that the site shall incorporate new website tools such as interactive maps, documents and forms, and videos, including state-of-the-art interactive presentations of select spaces and features of the Center. C.3.2 The Contractor shall also create a virtual tour presentation that demonstrates the beauty, flexibility and functionality of the Walter E. Washington Convention Center as a world-class events facility, as well as highlighting the unique location and vibrant downtown neighborhood surrounding the facility. C.3.3 If requested, the final presentation shall include live-action video from the Center and the surrounding neighborhood as well as dynamic on-screen graphics and short diagrammatic animations. The virtual tour presentation shall combine video, animations and maps created as part of the earlier Phases of Work and include narration and rights-managed background music. WCCA requires that this deliverable be technologically impressive, and represents both the Center and the Contractor in the most creative way possible. C.3.4 WCCA may request as an option that the Contractor research and advise on appropriate social networking internet sites where the WCCA should establish a presence in order to maintain its competitive position in the marketplace. Based on the Contractor s recommendation, the WCCA may direct the Contractor to develop and post an appropriate corporate presence on one or more of these networks. C.3.5 WCCA anticipates that this project shall be staged into four phases: Phase 1 Marketing Discovery Phase Phase 2 Design Development Phase Phase 3 Build and Test Phase Phase 4 Relaunch Phase Option Development of Social Networking web presence(s), and posting appropriate content on these sites C.4 CONTRACTOR QUALIFICATIONS C.4.1 To be considered for this award, the Offeror shall demonstrate significant experience in developing, designing and implementing dynamic, interactive websites. In addition, the Offeror shall provide evidence of similar projects completed by the Contractor team or members, including the goals of the project, a synopsis of the work that was done by the contractor and an evaluation of the on-going success of Page 12 of 72

13 the project. (This information shall be included under Tab 7 of the Offeror s Proposal.) C.4.2 To be considered for this award, the Offeror shall designate a Project Manager and other key personnel, with extensive experience with similar projects. Key personnel shall include a Project Manager and an experienced project team which will address all requirements identified within the four Phases. The information submitted shall also include the role that each person will play in this project. (This information shall be included under Tab 5 of the Offeror s Proposal.) C.4.3 The Key Personnel assigned to this project shall fully demonstrate the technical qualifications to perform the work listed under Section C of the Solicitation. C.4.4 The Contractor and all of its subcontractors and sub consultants (regardless of tier) shall comply with all applicable District of Columbia, state, and federal licensing, accreditation, and registration requirements and standards necessary for the performance of the contract. C.5 PHASES OF WORK C.5.1 Phase 1- Marketing Discovery Phase C.5.1.1During this phase, the Contractor shall review and develop an understanding of the desired outcomes of the use and presentation of existing materials and collateral as posted on the current website, and the degree to which the website supports the current WCCA Marketing Plan. C,5.1.2The Contractor shall review comparable websites, including certain competitive websites identified by WCCA as well as other best-in-class websites in comparable business sectors, and document interactive tools used by leading convention centers worldwide that would enhance the image of the WCCA website and create a dynamic interactive portal. C.5.1.3WCCA is actively pursuing international meeting and convention business as a significant component of its business mix. Based on WCCA s identification of the international markets in which it is actively developing new business prospects, the Contractor shall make recommendations for the use of multiple alternate languages. C.5.1.4Based on the overall assessment, the Contractor shall propose design changes that would provide a unified and consistent look and feel throughout the site, promote the corporate identity of the Center and WCCA and reposition the website as a dynamic, easy-to-navigate site that adds great value for professional event organizers and suppliers as well as visitors to the Center and the District of Columbia. C.5.1.5The Contractor shall develop an implementation plan, schedule and budget which will provide a roadmap to update the website. C.5.1.6The Contractor shall present and review the recommendations with WCCA staff, and shall begin design development of the approved recommendations. Page 13 of 72

14 C.5.2 Phase 2 Design Development Phase C.5.2.1During this phase, the Contractor shall develop the recommendations approved by WCCA for the design development. C.5.2.2The design development shall include or adapt elements from the existing website that are approved for carrying over to the new site, ensuring a unified and consistent look and feel with the new site s graphics and navigation. C.5.2.3The design development shall include parallel web pages in multiple alternate languages as identified and approved in Phase 1. The Contractor shall select certain components of the revised website and create key web pages in multiple alternate languages, including the development of specific website tools that can be adapted to the selected languages, to include interactive maps, documents and forms, videos, etc. C.5.2.4The design development shall include the development of an Interactive Room Interface that complements the presentation of the facility plans currently provided in PDF format. The interface may combine a 3D Model of the facility, photographs of the facility (both still and panoramic), and plan view graphics and video of main exhibit halls and meeting rooms in use. WCCA contemplates a presentation comparable to the presentation found at and desires that the Contactor s deliverable surpasses this presentation. C.5.2.5The design development shall include a link to the interactive Downtown Washington, DC map that may be seen at as well as other external sources as identified by WCCA. The Contractor and WCCA shall determine the most appropriate method for incorporating these components to ensure a unified, consistent look and feel with the new WCCA site. C.5.2.6The Contractor shall ensure that all website postings, in both primary and secondary languages, are fully compliant with current required Americans with Disabilities Act accessibility guidelines. C.5.2.7The Contractor shall also create a virtual tour that demonstrates the beauty, flexibility and functionality of the Walter E. Washington Convention Center as a world-class events facility, as well as highlights the unique location and vibrant downtown neighborhood surrounding the facility. C.5.2.8The final presentation may include live-action video from the Center and the surrounding neighborhood as well as dynamic on-screen graphics and short diagrammatic animations. The virtual tour may combine video, animations and maps created as part of the earlier Phases of Work and include narration and rightsmanaged background music. The Contractor shall provide the virtual tour in 1920 x 1080 (high definition) video resolution such that the presentation can be encoded to lower compressed versions as required. C.5.2.9The Contractor shall provide one version of this virtual tour in a video format that Page 14 of 72

15 includes selectable chapters and that can be played on a standard DVD player. WCCA desires that this deliverable be technologically impressive, and represents both the Center and the Contractor in the most creative way possible. C.5.3 Phase 3 - Build and Test Phase C.5.3.1During this phase the Contractor shall develop the new design on a secure website parallel with the existing WCCA website, to allow easy cross-reference during the design development phase. The Contractor shall ensure that all code developed for the website conforms to the following programming standards. (See Sections C C ) The Contractor may not deviate from these standards without out advance written approval from the WCCA Chief Technology Officer. C.5.3.2The Contractor shall develop web content and update existing non-dynamic content by using ASP.NET 2.0 Webworms. C.5.3.3The Contractor shall design and use ASP.NET Master Pages and User Controls to centralize common functionality of web elements or controls across all pages. For example, navigational menus, breadcrumbs or redundant content shall be updated in one location or file. C.5.3.4The Contractor shall strictly conform to XHTML 1.0 transitional specifications. C.5.3.5The Contractor shall use Cascading Style Sheets. C.5.3.6The Contractor shall develop all code such that it can be easily maintained and upgraded by WCCA staff without vendor support. Contractor should provide a workflow/flow-chart. C.5.3.7The Contractor shall test and validate all code for cross-platform and cross-browser compatibility so that the website or web content is accessible from a variety of different environments. C.5.3.8The Contractor shall develop sections containing dynamic content or requiring content from WCCA databases in close collaboration with the WCCA staff Application Developer. C.5.3.9The Contractor shall properly document all code, including but not limited to source code, templates, Photoshop PSDs, and other requirements as established by the WCCA Chief Technology Officer. C The Contractor shall provide the WCCA Chief Technology Officer with all source code, graphic files, flash modules, and all other components that comprise the site so that WCCA can maintain and modify every aspect of the site in its sole determination. C WCCA encourages the use of Silver light technology rather than Adobe Flash. C Testing of the new site shall include, but not be limited to, editing of all text to ensure that no grammatical or typographical errors occur, all links, menus, and Page 15 of 72

16 selections operate as designed, all navigation works forward and back, as appropriate. C Upon approval and acceptance of this phase by the WCCA Contracting Officer s Technical Representative, the Contractor shall proceed to the relaunch phase. C.5.4 Phase 4 Relaunch Phase C.5.4.1During this phase the Contractor shall relaunch the redesigned website at the WCCA proprietary web address, C.5.4.2The Contractor shall be responsible for developing the concepts and design and programming and production in each of the four phases. C.5.4.3In developing the concepts in each phase the Contractor shall ensure that the concept creates an ease of use of the available content as well as enhances the presentation of the information in a more interactive manner with visuals that convey the Center as a dynamic world-class facility. C.5.4.4The revised site shall have easy navigation for event planners, event suppliers and convention visitors, bold visuals and communicate a total upscale corporate environment surrounded by the true cultural experience of Washington, DC. C.5.4.5The Contractor shall work closely with WCCA staff throughout each phase to ensure a seamless process. C.5.4.6WCCA will be responsible for project tasks that include approving authorization to proceed with documents, concept design and selecting deliverables based on the recommendations developed during Phase 1. C.5.4.7The Contractor shall be responsible for project management tasks to include but not be limited to planning, user interface design, programming development and final deliverables associated with the project. C.5.4.8WCCA shall solely own, and retain the exclusive rights to the use of, all software development, coding and work products. C.6 Optional Task C.6.1. WCCA may request as an option under this Contract, that the Contractor research and advise on appropriate social networking internet sites where the WCCA should establish a presence in order to maintain its competitive position in the marketplace. Based on the Contractor s recommendation, the WCCA may direct the Contractor to develop and post an appropriate corporate presence on one or more of these networks. C.7 WARRANTY C.7.1 The Contractor acknowledges and agrees that WCCA shall acquire all title, right and interest in and to the goods furnished by the Contractor to WCCA under the Contract and that all warranties, product registrations, certificates and the like for the goods Page 16 of 72

17 are the sole and exclusive property of WCCA. The Contractor shall ensure that all such warranties, product registrations and certificates, copies of which the Contractor shall provide to WCCA, identify WCCA as the owner of the goods. C.8 SCHEDULE OF WORK C.8.1 The Contractor shall propose a timeline for each Phase and work in conjunction with the Center staff to complete the Project within the established agreed upon schedule. C.9 CONTRACT REQUIREMENTS C.9.1 All work produced under the contract shall be the property of the WCCA and is considered proprietary unless permission for use is requested and granted. C.9.2 The Contractor shall provide a bi-weekly report that clearly reflects the status of projects, budgets and timelines. The format of the report will be agreed upon between the Contractor and the WCCA. C.9.3 Any change in scope requiring additional costs must be approved by WCCA prior to delivery of the service. Failure to obtain WCCA approval in advance may result in the Contractor not being compensated for the additional work. C,9.4 The Contractor shall assemble all required close-out documents, including code, etc. C.10. CONFORMANCE WITH LAWS C.10.1 It shall be the responsibility of the Contractor to perform under the contract in conformance with WCCA s Procurement Regulations and all applicable statutes, laws, codes, ordinances, regulations, rules, requirements, orders and policies of governmental bodies. C.10. TIME IS OF THE ESSENCE C.10.1 Time is of the essence with respect to this Contract. Pursuant to the terms of the Contract, the Project shall be substantially complete by September 30, As such, the Contractor shall dedicate such personnel and other resources as are necessary to ensure that the Project is completed on-time and in a diligent, skilled and professional manner. C.11 TECHNICAL PROPOSAL C.11.1 The Offeror s Technical Proposal shall include responses to the following: 1) Provide three case studies of accounts that demonstrate that the Contractor has extensive experience with the technical implementation and creative/design of websites. These case studies shall also demonstrate the company s ability to manage website content, produce high quality graphics Page 17 of 72

18 and perform the technical requirements of website design. 2) Describe its approach to the virtual tour section of the website that includes: a. samples of work b. resumes of key personnel. 2) The Contractor shall provide three examples of key recommendations you have regarding the WCCA website, (300 words or less) (The above information shall be included under Tab 1 of the Offeror s Proposal.) C.12 CONTRACTOR FURNISHED EQUIPMENT The Contractor shall furnish and maintain in acceptable condition, all materials and equipment necessary to perform work required by the Contract. The Contractor shall be solely responsible for the quality and performance of all contractor-provided materials and equipment used in performance of this contract. [End of Section C] Page 18 of 72

19 D.1 PACKAGING AND MARKING SECTION D: PACKAGING AND MARKING The packaging and marking requirements for the resultant Contract shall be governed by clause number 1.14, Shipping Instructions-Consignment, of WCCA s Standard Contract Provisions (SCPs) dated May, A copy of WCCA s SCPs may be downloaded from WCCA s website at [End of Section D] Page 19 of 72

20 SECTION E: INSPECTION AND ACCEPTANCE E.1 INSPECTION AND ACCEPTANCE The inspection and acceptance requirements for the resultant contract shall be governed by clause number 1.10, Inspection of Services, of WCCA s Standard Contract Provisions (SCPs) dated May, A copy of WCCA s SCPs may be downloaded from WCCA s website at [End of Section E] Page 20 of 72

21 F.1 TERM OF CONTRACT SECTION F: DELIVERIES OR PERFORMANCE The base term of the contract shall be for the balance of the current WCCA fiscal year from date of award. The WCCA fiscal year ends on September 30, F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT F.2.1 WCCA may extend the term of this contract for four (4) one-year option period, or successive fraction thereof, by written modification to the Contract before the expiration of the Contract; provided that WCCA will give the Contractor a preliminary written notice of its intent to extend at least thirty (30) days before the Contract expires. The preliminary notice does not commit WCCA 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) day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract. F2.2 If WCCA exercises this option, the Contract shall be considered to include this option provision. F.2.3 The price during the option periods shall be determined at the time of issuance of individual task order(s) issued against the Contract based on established labor rates. F.3 DELIVERABLES F.3.1 The Contractor shall provide, at a minimum, the deliverables set forth in the table below. Additionally, upon request, the Contractor shall provide other reports which may be presented to the Board of Directors, or the Council of the District of Columbia. The number of copies of the other reports will be determined at the time of the request by WCCA. Deliverable Quantity Format/ Method of Delivery Bi-Weekly status reports documenting all progress and meetings (See Section C.9.2) Marketing Discovery Report required under Phase 1 (See Sections C C.5.1.6) Three original, two copies, and electronic (PDF) files Three original, two copies, and electronic (PDF) files Mail or Hand Delivery ( for electronic) Mail or Hand Delivery ( for electronic) Due Date Bi-Weekly, commencing with the kickoff meeting End of Phase 1 To Whom COTR COTR Page 21 of 72

22 Deliverable Quantity Format/ Method of Delivery Concept Design Presentations throughout each Phase (See all Sections under C.5.) Three original, two copies, and electronic (PDF and DWG) files Mail or Hand Delivery ( for electronic) Due Date TBD To Whom COTR Build and Test Phase: Documentation of the new design and all code conformance (See Sections C C ) Draft Final Documentation of redesigned website (See Section C.5.2.2) Three original, two copies, and electronic (PDF and DWG) files Three original, two copies, and electronic (PDF and XLS) files Mail or Hand Delivery ( for electronic Mail or Hand Delivery ( for electronic) TBD TBD COTR COTR Final Documentation of redesigned website (See Sections C ) Three original, two copies, and electronic (PDF and XLS) files Mail or Hand Delivery ( for electronic) TBD COTR Payment requests (See Section G) Assemble all required closeout documents, including code, etc. (See Section C.9.4) Submit final project report and invoice for approval (See Section G) Three original, two copies, and electronic (PDF and XLS) files Three original, two copies, and electronic (PDF and XLS) files Three original, two copies, and electronic (PDF and XLS) files Mail or Hand Delivery ( for electronic) Mail or Hand Delivery ( for electronic) Mail or Hand Delivery ( for electronic) TBD TBD TBD COTR COTR COTR Page 22 of 72

23 Deliverable Quantity Format/ Method of Delivery SBE subcontract report (See Section M.5.7) F.4 PERFORMANCE Three original, two copies, and electronic (PDF and Mail or Hand Delivery ( for electronic) Due Date Monthly To Whom Contracting Officer F.4.1 WCCA desires to obtain complete and satisfactory performance in accordance with the specifications and requirements in the Contract. To this end, WCCA is contracting for the complete performance of services identified in this RFP s Statement of Work. WCCA reserves the right to assess deductions for nonperformance. WCCA will consider inadequate performance to be as undesirable as non-performance, as the cost of correcting inadequate performance may equal or exceed the cost of initial poor performance. F.4.2 The average daily rate calculated from the fixed-price amount for the services of the Contractor as set forth in the Contract shall be used to calculate deductions. This rate shall be multiplied by the number of productive and administrative days needed by WCCA to complete the task as determined by the COTR. F.4.3 The Contractor may risk termination or replacement if continued employment is contrary to a consistent productive relationship between the parties to the Contract; or poses an unacceptable risk to the development, design, construction, completion or commissioning schedule. F.4.4. If at any time WCCA finds that the key individual(s) assigned to the Contract are unsatisfactory for the performance of the Contractor obligations hereunder, and such causes and reasons for such belief are reasonable and reported in writing to the Contractor by WCCA, the Contractor shall, within ten (10) days, replace such key individual with a key individual who is satisfactory to WCCA. WCCA may, at its sole discretion, extend the period to correct by written notification to the Contractor. If, at any time, the key individual(s) desires to leave his/her employment, the replacement key individuals must be approved in writing by WCCA and the individual(s) shall have the requisite background to ensure that he/she is prepared and competent to assume the remaining responsibilities. [End of Section F] Page 23 of 72

24 G.1 INVOICE PAYMENT SECTION G: CONTRACT ADMINISTRATION DATA G.1.1 WCCA will make payments to the Contractor, upon the submission of proper invoices, at the prices stipulated in the Contract, for supplies delivered and accepted or services performed and accepted, less any discounts, allowances or adjustments provided for in the Contract. th G.1.2 WCCA will pay the Contractor on or before the 30 day of the month after receiving a proper invoice from the Contractor. G.2 SUBMISSION OF INVOICES G.2.1 An invoice shall be paid upon receipt of and acceptance by WCCA of a certified invoice. Prior to submission of an invoice, the Contractor will certify each invoice for accuracy and correctness. G.2.2 A certified invoice shall contain the following information (1) the contract number/purchase order/service number, (2) the name, address, and telephone number of the Contractor, (3) the period during which the services were provided ( Billing Period ), (4) the cost of the services and tasks during the billing period, (5) the signature of an authorized official of the Contractor, and (6) the signature of the COTR verifying that the services have been provided as set forth on the invoice and in accordance with this agreement. G.2.3 The Contractor shall submit proper invoices on a monthly basis or as otherwise specified in Section G.4. Invoices shall be prepared and submitted to the WCCA Accounts Payable Office: a. By mail to: Washington Convention Center Authority Accounts Payable Office 801 Mount Vernon Place, NW Washington, DC b. Invoices may also be ed to the WCCA Accounts Payable Office in PDF format to: invoices@dcconvention.com. G.2.4 For the satisfactory performance of the services set forth in this contract, the Contractor will be paid a sum not-to-exceed the amount set forth in Section B of this contract. G.2.5 Inquiries relative to payment(s) should be directed to the WCCA Office of the Chief Financial Officer s (CFO) Accounts Payable Unit. G.2.6 The Contractor shall submit final invoices no later than thirty (30) days after expiration of the contract. Page 24 of 72

25 G.3 FIRST SOURCE AGREEMENT REQUEST FOR FINAL PAYMENT G.3.1 For contracts subject to the 51% District Residents New Hires Requirements and First Source Employment Agreement requirements, final request for payment must be accompanied by the report or a waiver of compliance discussed in section H.5.5. G.3.2 No final payment shall be made to the Contractor until the WCCA Chief Financial Officer (CFO) has received the Contracting Officer s final determination or approval of waiver of the Contractor s compliance with 51% District Residents New Hires Requirements and First Source Employment Agreement requirements. G.4 PAYMENT G.4.1 Unless otherwise specified in this contract, payment will be made on partial deliveries of goods and services accepted by WCCA only if: 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: G.5 CONTRACTING OFFICER (CO) "Payment will be made on completion and acceptance of each percentage or stage of work in accordance with the prices stated in the Schedule in Section B." Contracts will be entered into and signed on behalf of WCCA only by the Contracting Officer. The Contracting Officer for the Contract will be: Jack Schreibman, Esq., Director, Contracts and Procurement Services Washington Convention Center Authority 801 Mount Vernon Place, NW Washington, D.C (202) (telephone) (202) (fax) jschreibman@dcconvention.com G.6 AUTHORIZED CHANGES BY THE CONTRACTING OFFICER G.6.1 The Contracting Officer is the only person authorized to approve changes in any of the requirements of this Contract. G.6.2 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. Page 25 of 72

26 G.6.3 In the event the Contractor effects any change at the instruction or request of any person other than the Contracting Officer, 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.7 CONTRACTING OFFICER S TECHNICAL REPRESENTATIVE (COTR) G.7.1 The COTR is responsible for general administration of the Contract and advising the Contracting Officer as to the Contractor s compliance or noncompliance with the Contract. In addition, the COTR is responsible for the day-to-day monitoring and administration of the Contract, ensuring that the work conforms to the specifications, requirements and terms and conditions of the Contract. The COTR for the Contract will be: Henry W. Mosley, CFO Chief Financial Officer 801 Mount Vernon Place, NW Washington, DC hmosley@dcconvention.com G.7.2 The COTR shall not have authority to make any changes in the specifications or Scope of Work or terms and conditions of the contract. G.7.3 The Contractor may be held fully responsible for any changes not authorized in advance, in writing, by the Contracting Officer; may be denied compensation or other relief for any additional work performed that is not so authorized; and, may also be required, at no additional cost to WCCA, to take all corrective action necessitated by reason of the unauthorized changes. [End of Section G] Page 26 of 72

27 SECTION H: SPECIAL CONTRACT REQUIREMENTS H.1 HIRING OF DISTRICT RESIDENTS AS APPRENTICES AND TRAINEES H.1.1 For all new employment resulting from this contract or subcontracts hereto, as defined in D. C. Law 14-24, D.C. Law 5-93 and Mayor's Order and implementing instructions, the Contractor shall use its best efforts to comply with the following basic goal and objectives for utilization of bona tide residents of the District of Columbia in each project's labor force: at least fifty-one (51) percent of apprentices and trainees employed shall be residents of the District of Columbia registered in programs approved by the District of Columbia Apprenticeship Council. H1.2 The Contractor shall negotiate an Employment Agreement with the DOES for jobs created as a result of this contract. The DOES shall be the Contractor's first source of referral for qualified apprentices and trainees in the implementation of employment goals contained in this clause. H.2 DEPARTMENT OF LABOR WAGE DETERMINATIONS The Contractor shall be bound by the Wage Determination No , Revision 3, May 29, 2007, 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 J.1.1 of this solicitation. The Contractor shall be bound by the wage rates for the term of the contract. If an option is exercised, the Contractor shall be bound by the applicable wage rate at the time of the option. If the option is exercised and the Contracting Officer 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. H.3 PUBLICITY The Contractor shall at all times obtain the prior written consent of the Contracting Officer 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. H.4 FREEDOM OF INFORMATION ACT The District of Columbia Freedom of Information Act, [D.C. Code (a-3)], requires WCCA to make available for inspection and copying any record produced or collected pursuant to a WCCA contract with a private contractor to perform a public function, to the same extent as if the record were maintained by WCCA. If the Contractor receives a request for such information, the Contractor shall immediately send the request to the COTR designated in Section G.8 who will provide the request to the WCCA FOIA Officer. If WCCA receives a request for a record maintained by the Contractor pursuant to the Contract, the COTR will forward a copy to the Contractor. In either event, the Contractor is required by law to provide all Page 27 of 72

28 responsive records to the COTR within the timeframe designated by the COTR. The WCCA FOIA Officer will determine the releasability of the records. WCCA will reimburse the Contractor for the costs of searching and copying the records in accordance with D.C. Code and Chapter 4 of Title 1 of the D.C. Municipal Regulations. H.5 51% DISTRICT RESIDENTS NEW HIRES REQUIREMENTS AND FIRST SOURCE EMPLOYMENT AGREEMENT H.5.1 The Contractor shall comply with the First Source Employment Agreement Act of 1984 ( First Source Act ), as amended [D.C. Official Code, sec et seq.]. H.5.2 The Contractor shall enter into and maintain, during the term of the Contract, a First Source Employment Agreement, (see Section J.2.2 below) in which the Contractor shall agree that: a. The first source for finding employees to fill all jobs created in order to perform this contract shall be DOES; and b. The first source for finding employees to fill any vacancy occurring in all jobs covered by the First Source Employment Agreement shall be the DOES First Source Register. H.5.3 The Contractor shall submit to DOES, no later than the 10 th day of each month following execution of the Contract, a First Source Agreement Contract Compliance Report ( Compliance Report ) verifies its compliance with the First Source Agreement for the preceding month. The contract compliance report for the Contract shall include the: a. Number of employees needed; b. Number of current employees transferred; c. Number of new job openings created; d. Number of job openings listed with DOES; e. Total number of District residents hired for the reporting period and the cumulative total number of District residents hired; and f. Total number of all employees hired for the reporting period and the cumulative total number of employees hired, including: Name; Social Security number; Job title; Hire date; Place of residence; and Referral source for all new hires. Page 28 of 72

29 H.5.4 If the Contract amount is equal to or greater than $100,000, the Contractor agrees that 51% of the new employees hired for the Contract shall be District residents. H.5.5 With the submission of the Contractor s final request for payment from WCCA, the Contractor shall: a. Document in a report to the Contracting Officer its compliance with the Section H.5.4 of this RFP; or b. Submit a request to the Contracting Officer for a waiver of compliance with Section H.5.4 and include the following documentation: Material supporting a good faith effort to comply; Referrals provided by DOES and other referral sources; Advertisement of job openings listed with DOES and other referral sources; and Any documentation supporting the waiver request to satisfy the requirements of Section H.5.6 below. H.5.6 The Contracting Officer may waive the provisions of Section H.5.4 if the Contracting Officer finds that: a. A good faith effort to comply is demonstrated by the Contractor; b. 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; c. The Contractor enters into a special workforce development training or placement arrangement with DOES; or d. 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. H.5.7 Upon receipt of the Contractor s final payment request and related documentation required by Sections H.5.5 and H.5.6 above, the Contracting Officer shall determine whether the Contractor is in compliance with Section H.5.4 or whether a waiver of compliance pursuant to Section H.5.6 is justified. If the Contracting Officer determines that the Contractor is in compliance, or that a waiver of compliance is justified, the Contracting Officer shall, within two (2) business days of making the determination forward a copy of the determination to the CFO and the COTR. Page 29 of 72