1. RFQ 455740 - HVAC Rental.pdf

Procurement & Property Management Division

Building 902B P.O. Box 5000

Upton, NY 11973-5000 Phone 631-344-5965 lgonzales@bnl.gov managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

January 30, 2025

REQUEST FOR QUOTE NUMBER 455740

HVAC and Power Rental

a. Issued By:

Brookhaven Science Associates, LLC Brookhaven National Laboratory P.O. Box 5000 Upton, NY 11973-5000

b. Contract Specialist:

Lisa C. Gonzales Telephone No.: 631-344-5965 Email: lgonzales@bnl.gov

c. Anticipated Freight Terms:

FOB Destination, Freight Prepaid

d. Anticipated Period of Performance:

May 1, 2025 – November 1, 2025, plus option for additional 12 month renewal period

e. Questions Due Date:

3:00 PM (ET) February 6, 2025

f. Quote Due Date:

3:00 PM (ET), February 14, 2025

g. Contract Type:

FFP

h. Payment Terms:

TBD

i. Note:

Brookhaven is a tax-exempt entity

j. Quote Validity:

Quotes shall remain valid for 120 days

1.0 INTRODUCTION

Brookhaven Science Associates, LLC (herein known as “BSA”), operator of Brookhaven National Laboratory (BNL) under a Prime Contract with the U.S. Department of Energy (DOE) herewith solicits your quote for the subject requirement as outlined in Enclosure 1, Draft Contract 455740.

NAICS: The North American Industry Classification System (NAICS) Code for this RFQ is 532490 Other Commercial and Industrial Machinery and Equipment Rental and Leasing. The stated size standard is $40M. The stated size shall be the sole determining factor as to classification (small or large business) of an Offeror. It is the responsibility of the Offeror to affirm its Representations and Certifications and size status are accurate and up to date in System for Award Management (SAM) (www.SAM.gov) within Enclosure 2, Quotation Pricing Sheet.

This procurement is being solicited for full and open competition.

http://www.sam.gov/

RFQ 455740

2.0 SCOPE OF WORK

The Offeror shall provide HVAC and Power Rental Equipment in strict accordance with Enclosure 1, Draft Contract 455740.

3.0 BASIS OF AWARD

BSA will make award to the responsive and responsible offeror who submits the lowest total price. Any Offeror that fails to provide information to show they meet all technical requirements will render the offer as non-responsive.

The resultant firm fixed price order shall be subject to the terms and conditions of Enclosure 1, Draft Contract. The Offeror shall clearly note its acceptance in full. Any exceptions shall be noted by redlining the Draft Contract and Terms and Conditions document with “tracked changes” turned ON. The Offeror shall not construe any noted exceptions to be accepted by BSA.

4.0 FORMS OF QUOTATION AND MANNER OF SUBMISSION

A complete quotation, including the signed Quotation Pricing Sheet (Enclosure 2), must be received by BSA no later than the due date in time listed in box f., on page 1 of this

RFQ.

Any offer received after this time and date may not be considered. Quotations will be opened in private. Quotations, including their withdrawal or modification, received after the closing date shall be considered late. Such responses will only be considered for award if it is in BSA’s best interest to do so. The anticipated award date is by April 30, 2025.

BSA will accept electronic submissions of formal quotations. Electronic submissions will be accepted by the following method:

• Email submissions must include a scanned copy of the signed Quotation Pricing

Sheet. Emails will be sent to lgonzales@bnl.gov with the BSA RFQ Number 455740 in the Subject Line.

All questions must be submitted in writing by the due date and time listed in box e., on page 1 of this RFQ. Responses to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other offerors.

5.0 PRICING AND SUPPORTING DOCUMENTATION

5.1 Pricing Quotation and Supporting Documentation.

The offeror shall complete and return the Quotation Pricing Sheet attached to this document as Enclosure 2. Prices shall be quoted in U.S. dollars, FOB, Destination, (freight included) including any Import Duties, customs and associated costs, if applicable. Offeror shall also include pricing information on any options offered.

5.2 System For Award Management (SAM):

In order to support DOE reporting requirements, BSA requires all its vendors/contractors to be registered in the U. S. Government supplier database entitled System For Award Management (SAM). Registration can be performed online at www.sam.gov. If not already registered, please register as soon as possible since failure to do so may preclude BSA from doing business with your organization. Please note that there is no charge for SAM registration.

When registering, you are strongly urged to copy and paste www.sam.gov onto your browser address rather than utilizing your search engine. Utilizing your search engine may redirect you to an erroneous site. Assistance with registration may be requested (free of charge) by contacting the APEX Accelerators (formally known as Association of Procurement Technical Assistance Centers (APTAC)) or the Federal Help Desk at 866-606-8220. By signing the enclosed Quotation Pricing Sheet, AMS Form-043, you are certifying that you are registered in SAM.

Note: Foreign Offerors are not required to be registered in SAM and can fill out the Enclosure 3, AMS Form-050 Annual Representations & Certifications instead.

5.3 Representations and Certifications.

Enclosure 3, AMS-Form-050 is only required for Offerors that are not currently active and registered in SAM.gov. A current copy (less than 12 months prior to the date of solicitation) of Supplier Specific Representations & Certifications AMS-Form-050 must be on file with BSA’s Procurement and Property Management Division before a contract can be placed. Enclosure 3 AMS-Form- 050 has been included for informational purposes. At the time of award the successful offeror will be asked to complete this form if it is not already on file.

6.0 SMALL BUSINESS SUBCONTRACTING PLAN

All Offerors certifying that they are other than a “small business or foreign business” and that they expect to submit an offer that will exceed $750,000 must submit a Small Business Subcontracting Plan for BSA’s approval prior to contract award. Reference shall be made to FAR 52.219-9 before completing this subcontracting plan. Firms certifying that they are small or foreign businesses need not complete the plan.

The following BSA small business goals are provided as an example for this procurement. Any exceptions to this requirement shall be noted accordingly.

Small Business ................................................................................. 50% Small Disadvantaged Business .......................................................... 5% Women-Owned Business ................................................................... 5% Hub Zone ............................................................................................ 3% Veteran-Owned Business ................................................................... 3% Service Disabled Veteran-Owned Business ........................................3%

7.0 OTHER REQUIRED FORM AND DOCUMENTS:

At the time of award, the successful offeror may be asked to complete the following forms:

• Vendor ACH Authorization Form, Enclosure 4

• W-9 Form, Enclosure 5

• W-8 Form, Enclosure 6 (must be completed in lieu of the W-9 Form if

Offeror is foreign)

8.0 ENCLOSURES:

Enclosure 1 - Draft Contract 455740 with Applicable Exhibits Enclosure 2 - AMS Form 043 Quotation Pricing Sheet Enclosure 3 - AMS Form 050 Annual Representations & Certifications Enclosure 4 - Vendor ACH Authorization Form Enclosure 5 - Form W-9 Enclosure 6 - Form W-8 (applicable only if Offeror is foreign)