1. RFP JG-2025-01.pdf

(Rev. 01/31/25)

REQUEST FOR PROPOSAL (RFP) No.: JG-2025-01

PROPOSAL DUE DATE: 11/7/2025

Medical Equipment for Health Clinic

North American Industry Classification System (NAICS) Code: 337127

Procurement Point of Contact: Jane E. Graves, C.P.M.

Telephone No: (510) 486-7214 Email: JEGraves@lbl.gov

University of California, Managing and Operating Lawrence Berkeley National Laboratory Request for Proposal No. JG-2025-1

1. INTRODUCTION

The University of California, Lawrence Berkeley National Laboratory (“University” or “LBNL”) requests a proposal for the new LBNL under-construction Health Services Clinic’s medical equipment, including storage, installation, set-up, calibration, commissioning and training, in accordance with this RFP, Sample Subcontract, and other enclosures.

This solicitation is governed by procurement policies and procedures established under the University’s Prime Contract No. DE-AC02-05CH11231 with the U.S. Government, represented by the Department of Energy (DOE), for management and operation of LBNL. Proposals submitted will be treated as offers and any resulting award(s) will be a Subcontract under the University’s Prime Contract.

Timeline of Events Request for Proposal Release 9/29/2025 Offeror Questions Due (see page 2) 10/17/2025 Proposals Due 11/7/2025, no later than 3:00 PM Pacific Time

Table 1 – Timeline of Events

This acquisition is being scheduled with the completion of construction in late 2026. A contingency for storage of the equipment is included with this request for proposal as unscheduled delays in occupying the building and delivery times require a San Francisco Bay Area storage facility to support this acquisition.

1.1 NAICS Code and Small Business Size Standard

The North American Industry Classification System (NAICS) Code for this acquisition is 337127, Institutional Furniture Manufacturing. The corresponding small business size standard for this acquisition is 500 or fewer employees.

The Offeror shall complete the Small Business Program Representations clause in the attached Representations and Certifications form based on this small business size standard. Refer to Subpart 19.1

- Size Standards, of the Federal Acquisition Regulation (FAR) for information on calculating the number of employees.

Under 15 U.S.C. 645(d), any person who misrepresents a firm's status as a business concern that is small, HUBZone small, small disadvantaged, service-disabled veteran-owned small, economically disadvantaged women-owned small, or women-owned small eligible under the Women-Owned Small Business (WOSB) Program in order to obtain a contract to be awarded under the preference programs established pursuant to section 8, 9, 15, 31, and 36 of the Small Business Act or any other provision of Federal law that specifically references section 8(d) for a definition of program eligibility, shall-

(i) Be punished by imposition of fine, imprisonment, or both;

(ii) Be subject to administrative remedies, including suspension and debarment; and

(iii) Be ineligible for participation in programs conducted under the authority of the Act.

2. SOLICITATION RESPONSE REQUIREMENTS AND EVALUATION FOR AWARD

2.1 General

The Offeror shall submit documentation illustrating their approach for satisfying the requirements of this solicitation. Failure to submit any of the information required by this solicitation may be cause for unfavorable consideration or exclusion from further consideration. Proposals shall be written in English and be clear, coherent, and prepared in sufficient detail for effective evaluation.

Written proposals shall be submitted by email (or other form of secure electronic submission) to the University Procurement Representative (JEGraves@lbl.gov) no later than 3:00 pm Pacific Time on November 7, 2025.

All correspondence in conjunction with this solicitation shall be directed to the University Procurement Representative. Proposals shall be valid for a period of 180 days from the proposal due date. Acceptance of late proposals will be at the University’s discretion. The University reserves the right to reject any proposal, to waive any minor proposal irregularities, or to cancel this RFP at any time prior to award without cost to the University. The University will not reimburse any firm for proposal preparation or any other costs related to the participation in this RFP.

2.2 Offerors’ Questions

The University will respond to questions submitted via email to the University Procurement Representative on or before 3:00 pm Pacific Time on Friday, October 17, 2025. Questions submitted after this date may not be answered prior to the proposal due date. Answers to questions that are submitted timely will be issued promptly and be made available to all Offerors electronically, ensuring that the identity of all Offerors will remain anonymous.

2.3 Evaluation and Selection

2.3.1 Determination of Responsive and Responsible Offers

The University intends to select for award the responsive and responsible Offeror(s) whose proposal demonstrates that the Offeror(s) can satisfy the minimum technical requirements specified later in this RFP (if any minimum requirements are specified) and contain(s) the combination of price, performance features, and supplier attributes (described later in this RFP) offering the best overall value to the University.

An initial review of offers will be performed by the Procurement Specialist to determine if the offer is complete and provides all the required information to enable the University to evaluate the offer to determine if it is responsive.

Offerors may be contacted only for clarification purposes during the initial review. Incomplete offers may be considered non-compliant and may be excluded from further consideration if the omissions are substantive (e.g., one or more required documents not submitted, one or more evaluation factors not addressed). Offerors will be notified when appropriate in the interest of fair business practice and professional courtesy if their offer was determined non-compliant and/or not meeting minimum requirements and the reasons for rejection will be provided if a debrief is requested.

A compliant Offeror is one whose proposal satisfies the requirements of this RFP including those listed in Section 2.4, and the requirements of the Sample Subcontract and its incorporated documents. A responsible Offeror is one that has adequate financial resources, ability to comply with the performance schedule, has a satisfactory performance record, has the necessary technical skills to be considered capable of performing and is otherwise eligible and qualified to perform the proposed Subcontract at the time of award. An Offeror cannot be determined as “responsible” if it is currently ineligible for receiving new federal government prime contracts or subcontracts. The determination of responsiveness and responsibility of complete offers will be made by a team consisting of technical and procurement personnel and considering the evaluation factors described in Section 2.4, below.

2.3.2 Evaluation of Desired Performance Features, Supplier Attributes and Non-Technical

Factors Once the University has determined offers are complete in the initial review, they will be evaluated to confirm that requirements of the solicitation stated in Section 2.4.2 & 2.4.3 have been met.

The University will go on to determine the best overall value by evaluating the desired performance features, supplier attributes, and non-technical factors including the price. The University Procurement Representative will make a determination for award to the successful Offeror based on the results of the evaluation.

The University’s expectations for these evaluation factors are stated in Section 2.4.2 and 2.4.3. The University reserves the right to award to other than the lowest price Offeror(s). Offerors shall therefore strive to be persuasive in describing the value of their proposed performance features, supplier attributes, and other factors, including how they would enhance the likelihood of successful performance and achievement of the University’s objectives. Price will be evaluated based on the total proposed price, including storage, installation, commissioning and training.

2.3.3 Additional Evaluation Considerations

The University’s evaluation will be based on the information provided by the Offeror(s), the University’s own experience with the Offeror(s), past performance, and/or information obtained from the Offeror’s references and other sources. In its evaluation, the University will consider the degree of substantiation of the proposed approaches in the proposal volumes and in response to any discussions, if held. The University is not responsible for locating or securing any information which is not included in the proposal. To ensure sufficient information is available, Offerors shall furnish as part of their proposal all descriptive material (such as manuals, drawings, technical specifications, or other information) necessary for the University’s evaluation.

Offerors are advised that, although negotiations may follow receipt of proposals, award may be made without discussions on proposals received. If the University determines that revised proposals are necessary, the University may solicit them from only those Offerors deemed to have a reasonable chance to be selected for award. An Offeror is identified as having a reasonable chance of award based on the evaluation indicating they are responsive and responsible; their offer satisfies the minimum requirements of the solicitation; they have presented acceptable or strong performance features and supplier attributes;

they have sufficient bandwidth to take on new work; and their proposed pricing is considered fair and reasonable. The University reserves the right to make no awards, a single award, or multiple awards as a result of this solicitation, if it is in the best interest of the University.

2.4 Proposal Submittal Requirements

Proposals shall consist of a cover letter, a technical volume, and a business volume. Offerors shall submit these as separate documents and in .PDF format.

Proposals shall include information on the following evaluation factors. Please note that a description of the information required of each factor is provided after the table below.

Volume Factor

Maximum # of pages (double sided counts as 2 pages)

Cover Letter Per Section 2.4.1 4 pages

Technical Volume

Factor 1 – Technical Approach 25 pages

Factor 2 – Management Approach 25 pages

Business Volume

Offeror’s Acceptance of the terms, conditions, general provisions, and other incorporated documents of the Sample

Subcontract

3 pages

Price Schedule Excel file

Table 2 – Proposal Outline

2.4.1 Cover Letter

The cover letter shall identify the Offeror’s name and address, solicitation number and title, the name(s), title(s), email address(es), and telephone number(s) of the individuals in Offeror’s organization who have commitment authority on behalf of the Offeror and will be responsible for contractual negotiations and administration of any resultant Subcontract.

2.4.2 Technical Volume

The technical volume shall contain a comprehensive discussion of how the Offeror will fulfill the technical requirements and successfully perform the Subcontract, including a discussion of important performance features and supplier attributes, highlighting any aspects which may separate it from its competitors.

2.4.2.1 Desired Performance Features and Supplier Attributes

The technical volume shall identify, describe, and discuss the following performance features and supplier attributes the University has identified as desirable for the successful performance of the proposed Subcontract. The University will use these criteria for the subjective evaluation of proposals. The Offeror shall discuss them in the proposal and may identify other performance features and supplier attributes not listed below that the Offeror believes may be of value to the University. If the University agrees, they will be considered in the evaluation process. In all cases, the University will assess the value of each proposal as submitted.

The following adjectival ratings will be used to rate the performance features and supplier attributes:

● Excellent: Proposal demonstrates excellent understanding and satisfaction of the University’s requirements. Its approach significantly exceeds the desired performance features and supplier attributes and is highly beneficial to the University. There are no evaluated weaknesses.

● Good: Proposal demonstrates good understanding and satisfaction of the University’s requirements.

Its approach exceeds the desired performance features and supplier attributes and is beneficial to the University. There are no significant evaluated weaknesses.

● Acceptable: Proposal demonstrates an adequate understanding and satisfaction of the University’s requirements. Its approach satisfies most desired performance features and supplier attributes and is beneficial to the University. There may be minor, but correctable evaluated weaknesses.

● Unacceptable: Proposal fails to demonstrate an adequate understanding of the University’s requirements or its approach fails to meet desired performance features or supplier attributes that are beneficial to the University. There are unacceptable weaknesses that can only be met with major changes to the proposed approach.

• Factor 1 – Technical Approach

Offeror’s address how they will accomplish the requirements of the SOW, their proposed lead times, their approach to setting up and commissioning of the equipment. Include in the Technical Approach details on the storage facility and storage of the medical equipment and supplies, the critical component of this proposal.

1. The Offeror shall propose an acceptable lead time for delivery of the items on Price

Schedule.

2. The Proposal shall include specific action on meeting the requirements of the Statement of Work for completion of the installation.

3. Offerors shall provide a work schedule (e.g., Oracle Primavera P6 or Microsoft Project or equivalent) for completion of the requirements for the project. Offerors are encouraged to propose enhancement to the SOW approximate sequence to support overall project objectives, and may provide alternate sequencing with a description of the relative cost / benefit to LBNL.

• Factor 2 – Management Approach

Offeror to describe their approach to managing their staff, their organizational structure, and who they designate as their Project Manager.

The Offeror shall describe the makeup of its Project Team and Installation/Training Team. An organizational chart would be helpful to demonstrate your company structure.

The Offeror shall have successfully performed within the last three years contracts similar in type (Firm Fixed Price) and complexity (similar scope with storage, installation & training) as the proposed Subcontract. The Offeror shall include in its proposal a written description of up to three contracts within the last three years that demonstrate that the Offeror has successfully performed similar work in a quality manner (e.g., letters of reference, project documentation, etc.).

Subcontractor shall Complete the Past Performance Reference Informational Form and include with proposal submittal.

Successful projects for the federal government, particularly the U.S. Department of Defense (DOD), Department of Energy (DOE), a National Laboratory such as LBNL, for the State of California, or the University of California, is of particular interest for this work effort. Include in the description of these contracts shall be the client/customer technical and business contact information (name, title, telephone number, and/or email address).

Information on problems encountered on the identified contracts and creative solutions with respect to corrective actions taken is encouraged.

Note: This factor will be rated “neutral” if no Past Performance is noted for the following:

o Demonstrate quality work at LBNL or similar Lab/Campus environment o Demonstrate quality work at DOE sites

The Offeror shall identify key personnel and provide resumes for the proposed key personnel. The University reserves the right to request additional information and to check references as appropriate.

2.4.3 Business Volume

2.4.3.1 Enclosures

The Offeror shall complete the following enclosure and submit it with the business volume:

• Representations & Certifications

• Price Schedule

• Attachment B Past Performance Reference Information Form

The following enclosures are provided for informational purposes and do not need to be returned with the proposal:

• Sample Subcontract

• General Provisions for Commercial Supplies and Services dated 01.31.25.

• Insurance Certificate Instructions dated 05.28.21

• Attachment A - Equipment & Supplies List dated 09.02.2025

• Drawings of Health Clinic furniture layout (one file)–

a) 01-0058 Typical Mounting Heights

b) 01-101 Medical Equipment List

c) 01-401 Medical Equipment Schedule (new & existing)

c) 01-421 thru 424 Enlarged Plans & Elevations, Clinic

• Statement of Work for Health Services Clinic Medical Equipment & Supplies dated 09.02.25

Notice: The design/documentation package and all associated documents, drawings, and records are owned by DOE. Documents may be obtained from LBNL via [add information on access or link here].

Use of the documents for any purpose outside of (1) responding to this solicitation or (2) a LBNL [fabrication or other as applicable] subcontract is strictly prohibited. No document may be distributed to others or otherwise reproduced or used without written permission from the LBNL University Procurement Representative.

2.4.3.2 Non-Technical Factors

The following non-technical factors will also be evaluated as a part of the negotiation and award process.

2.4.3.2.1 Offeror’s Acceptance of Terms and Conditions

Offeror’s Acceptance of the terms, conditions, general provisions, and other incorporated documents of the Sample Subcontract.

The Offeror shall accept the terms, conditions, general provisions, and other incorporated documents of the Sample Subcontract, including the requirement to include clauses in its lower-tier subcontracts at any tier, to the extent applicable. The terms and conditions of the Sample Subcontract have been approved by the DOE, and it is not the University’s intent to make material changes. While an Offeror may identify “exceptions” to the Sample Subcontract such exceptions may reflect unfavorably upon the Offeror’s proposal. Exceptions make it difficult to compare competing offers, and the process of resolving exceptions may be time-consuming and result in unacceptable delays in the award of a Subcontract.

The Offeror shall include in its proposal a statement that the Offeror takes no exceptions to the terms, conditions, general provisions, or the incorporated documents of the Sample Subcontract. The Offeror shall include in its request for consideration of exceptions a redlined version of the Sample Subcontract with all proposed revisions indicated by tracked changes, or a separate sheet with all proposed revisions indicated by tracked changes, referencing the article or clause to which the proposed revision applies. The Offeror shall also include in its request for consideration of any exception, a business case for that exception, providing a justification for the requested change and an analysis of any increased risk to the University.

The University will attempt to resolve exceptions in a timely manner through an iterative process and with review, concurrence, and/or approval of both the University and DOE. However, Offerors are advised that when exceptions cannot be resolved and agreement cannot be reached on terms and conditions, award will not be made to otherwise successful Offerors.

2.4.3.2.2 Price Proposal

Price, while being an important factor, is not in and of itself the determining factor in the selection of the successful Offeror for award of the Subcontract contemplated by this solicitation. The technical abilities are more important than price, when all the technical factors are combined, the price will be used as a differentiator Price is not weighted; rather, each Offeror’s price will be evaluated for realism, reasonableness, and completeness of the proposed Subcontract price. The price proposal shall include a total firm fixed price and a completed Price Schedule.

3. SOLICITATION PROVISIONS

3.1 Restriction on Disclosure and Use of Proposal Data

The University will safeguard any commercial or financial data or information contained in proposals when marked in accordance with paragraph (e) of Federal Acquisition Regulation clause 52.215-1. Such data or information includes (i) trade secrets or (ii) commercial or financial information that is privileged or considered business confidential, either of which is developed at private expense.

The University will endeavor to properly maintain such data and information to the same degree as its own data and information and not disclose such data or information to individuals other than those working for the University or the Government on this procurement. These individuals will be bound by an obligation of confidentiality to use such data or information solely for the purpose of evaluation of the proposal. Proposals received will be retained and disposed of in accordance with requirements in the University’s Prime Contract with DOE.

If the Offeror intends to use a product or process for which there is a patent position, the proposal shall so indicate and list patent applications and/or patents granted (including dates, numbers, and descriptions), and whether the Government has rights related to the patents.

3.2 Export Control Classification Information

Before Subcontract award, the Offeror will provide export control classification information for all items as required by the Representations and Certifications. Items may not be accepted without the export control information required by this Request for Proposal.

If any of the ordered items (including data, software, or services) are export controlled under the International Traffic in Arms Regulations (22 CFR Sections 120-130, aka "ITAR"); the Export Administration Regulations (15 CFR Sections 730-774, aka "EAR"); the Nuclear Related Regulations (10 CFR 110 and 10 CFR 810); the Foreign Assets Control Regulations (31 CFR section 500-599, aka "OFAC"); or if sourced internationally, i.e., controlled under a country's equivalent dual use or military strategic goods list, then the Subcontractor agrees to provide the Procurement Representative with written notification of this export controlled status prior to shipment or transfer to the University. The notification shall specifically identify the export-controlled item(s) and its export classification. The University reserves the right to cancel or modify any part of the Subcontract that includes export-controlled items, data, software, or services prior to accepting delivery. Subcontractor shall indemnify the University and the Government for all export enforcement mitigation cost, fines, or penalties incurred by the University, specifically arising from Subcontractor's failure to comply with this notification provision and the University's reliance on the Subcontractor's representation as provided.

3.3 Buy American Act Requirements - Supplies

The General Provisions of the Sample Subcontract include FAR Clause 52.225-1, Buy American Act - Supplies, which requires that only domestic end products be delivered (i.e., products manufactured in the United States or unmanufactured products mined or produced in the United States), unless a specific exception applies. The Offeror is to indicate in the Representations & Certifications form, to be submitted with the proposal, whether it proposes to furnish any foreign end products.

The University may apply an exception to the Buy American Act for a proposed foreign end product if:

1. Its price, including any customs duty, is more than 20% less than the price for a comparable domestic end product available from a large business concern, or more than 30% less than the price for a comparable domestic end product available from a small business concern; or

2. A domestic end product satisfying the University’s requirements is not reasonably available.

If the Offeror proposes to furnish any foreign end product, the proposal shall also include information and data supporting its use as an exception to the Buy American Act. Refer to FAR Clause 52.225-1 for the definition of end product, domestic end product, and foreign end product.

3.4 Safety-Related Requirements

The selected Offeror and its lower-tier subcontractors performing work at an LBNL worksite are subject to the DOE Worker Safety and Health Program regulation of Title 10, Part 851 of the U.S. Code of Federal Regulations (10 CFR 851), as amended by the variance to 10 CFR part 851, Worker Safety and Health Program, approved by DOE in August of 2019. The approved variance allows the selected Offeror and lower tier subcontractors to follow applicable California Department of Labor Codes such as California Occupational Safety and Health Administration’s (Cal-OSHA) safety and health regulations in Title 8, including an Injury and Illness Prevention Program (IIPP), in lieu of specified provisions in 10 CFR part 851, Subparts B and C, and Appendix A. The Department of Energy retains enforcement authority per 10 CFR part 851, subpart A.

The selected Offeror shall also perform the work in compliance with the LBNL Health and Safety Manual, available at https://ehs.lbl.gov/resource/documents/esh-manual-pub-3000/, which implements the requirements of 10 CFR 851, as well as their Cal-OSHA mandated Injury and Illness Prevention Plan (IIPP) or equivalent and all other LBNL safety procedures and policies communicated to the Subcontractor. As part of this requirement, the Subcontractor and its lower-tier subcontractors shall inform their workers of their rights and responsibilities by appropriate means, including posting the DOE-designated 10 CFR 851 It's the Law Worker Protection Poster at its LBNL workplace where it is accessible to all workers. Provisions implementing the requirements of the regulation are included in the Sample Subcontract.

The selected Offeror’s personnel working on-site may be required to complete safety or other training specific to the LBNL facility or worksite where the work will be performed. The required training courses will be specified in the Subcontract documents. Subcontractor costs for the training are reimbursable under the Subcontract to the extent that the costs are identified in the Offeror’s proposal and incorporated into the resulting Subcontract.

The selected Offeror may not commence any work performed at an LBNL worksite until the Subcontract has been awarded and signed. The Subcontract will not be awarded, or site work allowed to begin, until the selected Offeror submits and the University accepts the following documents:

• Insurance Certificates, endorsement, or other documentation confirming the insurance coverage

• Subcontractor Job Hazard Analysis and Authorization Form for Non-Construction Activities

Performed at LBNL Facilities (SJHA) The selected Offeror will be provided instruction on submittal of such documents.

https://ehs.lbl.gov/resource/documents/esh-manual-pub-3000/

3.5 Brand Name or Equal

If an item in this solicitation is identified by a brand name, such identification is intended to be descriptive, but not restrictive, and is to indicate the salient characteristics and level of quality that will satisfy the University’s requirements.

Unless the Offeror clearly indicates in its offer that the item being offered is an equal product, the Offeror shall provide the brand name item referenced in the solicitation. To be considered for award, offers of equal items, including equal items of the brand name manufacturer, shall:

1. Meet the salient physical, functional, or performance characteristic specified in this solicitation;

2. Clearly identify the item by brand name, if any, and make or model number;

3. Include descriptive literature such as illustrations, drawings, or a clear reference to descriptive data or information reasonably available; and

4. Clearly describe any modifications the Offeror plans to make to a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.

The University will evaluate offers of equal items on the basis of information furnished by the Offeror or identified in the offer and reasonably available. The University is not responsible for locating or obtaining any information not identified in the offer.

3.7 Notice of Sherman Antitrust Act – Federal Antitrust Enforcement This solicitation is subject to the Sherman Antitrust Act which prohibits agreements among competitors to fix prices, rig bids, or engage in other anticompetitive activity. Criminal prosecution of Sherman Act violations is the responsibility of the Antitrust Division of the United States Department of Justice.

Violation of the Sherman Act is a felony punishable by up to 10 years imprisonment and a $1 million fine for individuals and a fine of up to $100 million for corporations. In addition, collusion among competitors may also involve violations of the mail or wire fraud statute, the false statements statute, or other federal felony statutes, all of which the Antitrust Division prosecutes.

In addition to receiving a criminal sentence, a corporation or individual convicted of a Sherman Act violation may be ordered to make restitution to the victims for all overcharges. Victims of bid-rigging and price-fixing conspiracies also may seek civil recovery of up to three times the amount of damages suffered.

(END OF RFP DOCUMENT)