01. SS-2024020631 - Relocation Management Services_MN 7.5.24.pdf

Sources Sought Notice No. SS-2024020631

“Relocation Management Services”

August 13, 2024

Background:

The National Renewable Energy Laboratory (NREL) is a national laboratory owned by the U.S.

Department of Energy (DOE). NREL is the only federal laboratory dedicated to research, development, commercialization, and deployment of renewable energy and energy efficiency technologies. NREL is managed and operated for DOE’s Office of Energy Efficiency and Renewable Energy by The Alliance for Sustainable Energy (Alliance), the “M&O Contractor”.

NREL regularly relocates talent all around the world and need to be able to do so in a timely fashion. The needs range from, but are not limited to: residence packing, transportation to the new duty station, unpacking and temporary living arrangements.

Objective:

The objective of this Sources Sought is to identify potential subcontracting companies that are qualified and capable of continuing a full-service relocation management company to deliver a best-practice relocation program to NREL employees. The overall relocation volume, cost control, and the need to provide a more consistent transferee relocation experience are the deciding factors to seek professional relocation management services.

Project Details:

In the event a solicitation is released, NREL is seeking information from sources that may be capable of providing a solution that perform the planning, coordination, and implementation of the needed:

Expectations for Employee Experience:

• Information and useful resources to the employee for departing and destination locations as needed.

• Seamless experience with relocation counseling and execution of moving through third party providers (travel agency, moving companies, etc.).

• Clear communication regarding covered vs. non-covered services.

• Preferred, online and user-friendly portal for expense/ receipt management.

• Transparency with expense reimbursement process.

• Exception management protocols and tools.

• Ensure that upon the extension of relocating benefits to an individual, the individual (and his/or he designee) is promptly provided with all related relocation information to facilitate the move.

• This will include both notifying the employee that NREL Travel Agency will book airline travel for domestic flights if desired by the employee.

Expectations for Employer Experience:

• Develop key performance metrics: service level, employee satisfaction, management feedback.

• Develop timetable for performance reviews.

• Define frequency NREL can audit subcontractor’s records.

• Define frequency NREL will be subject to “adjustments”.

• Define authorization limits for policy exceptions.

• Demonstrate reporting methods to NREL.

• Provide confidential policies.

Request Details:

The Alliance intends to competitively solicit for Relocation Management Services, dependent on the volume of qualified responses received.

Step 1 - Sourcing (SSN): Parties that meet the minimum criteria outlined herein are encouraged to submit their capabilities statements. Submitted capabilities statements that meet the Alliance’s stated criteria will be considered for inclusion in the source list to receive notice of the planned RFP. The Alliance reserves the right to add additional sources to the source list at its discretion.

Step 2: Qualifying (RFP): Once the source list is compiled (the Alliance reserves the right to add additional sources to the source list at its discretion), the Alliance will send each potential source the Request for Proposals (RFP). Sources will then be asked to submit in accordance with that formal solicitation document. The Alliance will then evaluate the submitted qualifications against the selection criteria.

Step 3 - Proposal & Selection (RFP): In the third and final step, offerors will be asked to demonstrate their technical approach to the project as well as a firm price to perform the work. This step may include oral presentations as a part of the final selection.

Small-Business Requirements: Sufficient, qualified responses to this SSN will determine if a total small business set aside is appropriate for a resultant RFP. The NAICS code applicable to this SSN is 484210.

The following links are being provided for convenience:

• https://www.sba.gov/document/support--table-size-standards

• https://www.sba.gov/size-standards

Period of Performance: This project is anticipated to have a base period of performance totaling twelve (12) months or 365 days, plus four (4) one-year option periods totaling twelve months or 365 days. The total Period of Performance, if all options are exercised, shall not exceed sixty (60) months.

https://www.sba.gov/document/support--table-size-standards https://www.sba.gov/size-standards

Anticipated Lead/Delivery Time: The Alliance program anticipates the agreement to begin June 2025.

Location of Work to be Performed: Offerors shall be able to demonstrate their capability to perform in these locations:

National Renewable Energy Laboratory (NREL) South Table Mountain Campus (STM)

15013 Denver West Parkway Golden, CO 80401

AND

Various other locations associated with NREL as needed.

Submission Requirements:

For companies interested in competing for the “Conference Planning Implementation Services” RFP, please submit the following to Rachel Province at ASP.Responses@NREL.gov on or before 5:00 p.m. (MST), 08/20/2024. Your submission response is limited to 2-5 pages:

1. Company Name, Address, and Company URL (include bona-fide location as stated above)

2. Point of Contact Information (Email, Direct Phone Number)

3. Company’s Capability Statement

4. The Subcontractor shall provide a narrative of the Offeror’s company expertise with projects of similar scope, size, and complexity.

5. Equipment/Services Capability (including optional capabilities): Alliance is seeking a subcontractor that has demonstrated success with similar projects, has experience with federally funded projects, is knowledgeable with challenging schedules on project delivery, and is well versed and skilled in effectively integrating with all project team stakeholders.

Please complete the following table.

1 Capabilities Experience:

Yes/No

Years Experience (if applicable)

1.1 Experience with Federal Contracts (3+ years)

1.2 Dashboard with data reporting capabilities (3+ years)

1.3 Online portal for employee and employer use.

mailto:ASP.Responses@NREL.gov

2 Capabilities Experience:

Yes/No

2.1 Policy Counseling (Organizational Role)

2.2 Benchmarking

2.3

Understanding of Government Policies, including, Federal Travel Regulations and Federal Acquisition Regulation(FAR)

Disclaimer: Responding to this request identifies your company as an interested candidate only.

Your submittal is not in response to a Request for Proposals (RFP). This is an SSN not a Request for Proposal. Verbal replies will not be accepted. All inquiries must be in writing via email. Project related questions will not be entertained at this point in the procurement process. This document represents a market research effort. Any costs associated with the development of a response to this request will not be reimbursed by NREL and submission does not guarantee or otherwise promise inclusion in any forthcoming RFP. In the event a solicitation results from this SSN, NREL reserves the right to set aside in total or in part any resultant award. No award will be made to any subcontractor/vendor that is not registered or in the process of registering with the System for Award Management (SAM). Please visit the SAM website at https://sam.gov/content/entity-registration for instructions on how to register.

If a solicitation is conducted and an award is resulting, a SAM registration is required to be active at time of award.

https://sam.gov/content/entity-registration https://sam.gov/content/entity-registration