1) RFP-MG-032025 LPTA.pdf

(01/31/25)

REQUEST FOR PROPOSAL (RFP) No.: MG-03202025

PROPOSAL DUE DATE: 03/20/2025

ALS-U Storage Ring Struts

North American Industry Classification System (NAICS) Code: 333248, All Other Industrial Machinery Manufacturing

This solicitation is a small business set-aside.

Procurement Point of Contact: Martha Gamarano Grausz Telephone No: (510) 486-6618 Email: MGGrausz@lbl.gov

University of California, Manager and Operator of Lawrence Berkeley National Laboratory Request for Proposal No. MG-03202025

1. INTRODUCTION

The University of California, Lawrence Berkeley National Laboratory ("University" or "LBNL") requests a proposal for the manufacture, assembly, inspection, and delivery for 20-millimeter (mm) strut assemblies, 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 Offeror Questions Due (see page 02) 04/04/2025, no later than 3:00 PM Pacific Time

Proposals Due 04/18/2025, no later than 3:00 PM Pacific Time

Table 1

1.1 Estimated Term

The first article should be delivered 14 weeks after receipt of order (ARO), and production items should be delivered 16 weeks ARO.

1.2 Notice of Small Business Set-Aside

Proposals are solicited exclusively from small business concerns, as that term is defined in the Federal Acquisition Regulation (FAR) Subpart 2.1. Any award(s) resulting from this solicitation will only be made to a small business concern. The University does not require small business partners in a joint venture or teaming arrangement with a large business concern submitting a proposal for a University Subcontract to perform any specific percentage of the work under the Subcontract that will be awarded as a result of the subject solicitation.

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 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.

http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

1.3 NAICS Code and Small Business Size Standard

The North American Industry Classification System (NAICS) Code for this acquisition is 333248, All Other Industrial Machinery Manufacturing. The corresponding small business size standard for this acquisition is 750 in number of 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.

2. SOLICITATION RESPONSE REQUIREMENTS AND EVALUATION FOR AWARD

2.1 General

The offeror must 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 must be written in English and be clear, coherent, and prepared in sufficient detail for effective evaluation.

Written proposals must be submitted by email (or other form of secure electronic submission) to the University Procurement Representative (mggrausz@lbl.gov) no later than 3:00 PM Pacific Time on 04/18//2025.

Additional contact information is referenced below:

Lawrence Berkeley National Laboratory Attention: Martha Gamarano Grausz Mail Stop 90R1121

RFP MG-03202025

One Cyclotron Road Berkeley, CA 94720

All correspondence in conjunction with this solicitation must be directed to the University Procurement Representative. Proposals shall be valid for a period of 90 days from the proposal due date. Acceptance of late proposals will be at the University’s sole discretion. The University reserves the right to reject any proposals, to waive any minor irregularities in any proposal, or to cancel this RFP at any time prior to award without cost to the University. The University will not directly reimburse any organization for any proposal preparation or any other costs related to this RFP.

2.2 Offerors’ Questions

The University will respond to questions submitted in writing to the University Procurement Representative on or before 3:00 pm Pacific Time on 04;04/2025. 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 or made available to all offerors electronically, ensuring that the identity of all offerors will remain anonymous.

2.3 Evaluation and Selection

The University intends to select the responsive, responsible offeror whose proposal is determined to be technically acceptable and offers the lowest evaluated price. A responsive offeror is one whose proposal satisfies the requirements of this RFP, including 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.

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. 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 criteria described in Section 2.4, below.

Offerors may be contacted only for clarification purposes during the initial review. Incomplete offers may be considered non-responsive 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 criteria not addressed). Offerors will be notified when appropriate in the interest of fair business practice and professional courtesy if their offer was determined non-responsive and/or not meeting minimum requirements and the reasons for rejection will be provided if a debrief is requested.

For those offerors which are determined to be technically acceptable, award will be made to that offeror with the lowest overall price. While the University will strive for maximum objectivity, the technical go/no go process, by its nature, is subjective; therefore, professional judgment is implicit throughout the evaluation process. Offerors, therefore, must demonstrate that they meet or exceed the requirements of the Sample Subcontract.

The University’s evaluation will be based on the information provided by the offeror, the University’s own experience, and/or information from the offeror’s customers and other sources. Offerors are advised that, although negotiations may follow receipt of proposals, award may be made without discussions on proposals received. Thus, proposals should be submitted initially on the most favorable terms of price, technical compliance, and completeness.

If the University determines that revised proposals are necessary, the University may solicit them from only those offerors deemed by the University (based upon evaluation of the current proposal) to have a reasonable chance to be selected for award. 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

The proposal should consist of a cover letter, technical volume, and a business volume. Offerors should submit these as separate documents. All proposals must be submitted in the following formats: MS Word, MS Excel, PDF, or an alternate format approved by the University Procurement Representative.

The offeror may submit an alternate proposal to address the objectives of the Statement of Work and/or Specifications, if considered more advantageous to the University than the requested proposal. An explanation of the perceived benefits to the University should be included. If accepted, alternative proposals will be evaluated in accordance with the evaluation criteria as described in Section 2.4.2 below.

Please submit the following items with your proposal. Please note an explanation of each item is provided after the table below.

Volume Criteria

Cover Letter Per Section 2.4.1

Technical Volume

Technical Evaluation Criteria

Criterion 1 - Ability to Meet Technical Requirements

Criterion 2 - Manufacturing Capabilities and Capacity (including lower-tier subcontractors)

Criterion 3 - Delivery & Schedule

Criterion 4 - Prior Experience and Past Performance

Criterion 5 - Quality Assurance

Business Volume

Non-Technical Evaluation Criteria

Enclosures Offeror’s Acceptance of the terms, conditions, general provisions, and other incorporated documents of the Sample Subcontract Price Proposal Schedule

Table 2

2.4.1 Cover Letter

The cover letter must 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 should contain a comprehensive discussion of how the offeror will fulfill the technical requirements and successfully perform the Subcontract, including:

The University will evaluate the offeror’s technical acceptability and capability to successfully perform the requirements of the Subcontract. In order to be considered technically acceptable, an offeror’s technical proposal must pass all technical criteria listed below, and failure to meet any one criterion will deem the entire proposal technically unacceptable. The possible proposal ratings are Pass (meets or exceeds requirements) or Fail (does not meet requirements).

The technical volume must demonstrate that the following acceptability standards are met or exceeded:

• Criterion 1 – Ability to Meet Technical Requirements

The technical proposal must demonstrate the Offeror’s ability to successfully meet the technical specifications set out in the Statement of Work (SOW) AL-1687-0894 Titled Statement of Work for the ALS-U Storage Ring Struts, Rev. B, dated 03/19/2025, and drawings as listed.

The technical proposal must address the ability to meet the following requirements:

1. Statement of Work, AL-1687-0894:

a. Section 2 – Scope of Work

b. Section 3 - Deliverables

c. Section 7 - Applicable Documents

Evaluation for Factor 1 is based on the extent to which the Offeror has provided evidence that all requirements can be met.

• Criterion 2 – Manufacturing Capabilities and Capacity (including lower-tier subcontractors)

The offeror must provide a plan to successfully demonstrate the offeror’s resources and project management support that is adequate to deliver the struts on schedule, using a quality-controlled manufacturing process, and include adequate procurement capabilities, fabrication facilities, and testing facilities to execute the subcontract. The offeror will also provide a synopsis of its experience in working together with its lower-tier subcontractors if applicable.

The Offeror must also meet the following:

a. All subcontractors and subcontracted, if any, manufacturing and measurement equipment are identified;

b. An equipment list that includes equipment specifications, sample maintenance records, current calibration certificate, quantities, and photographs are provided for all manufacturing and measurement equipment, including subcontracted equipment if used.

Both welder’s certification and welder inspector’s certification (per AWS D1.1) for staff that will perform welding and weld inspections must be provided.

Evidence in the form of certificate photographs is required for:

a. All welders or welding Subcontractors (requires current, applicable welder certificates);

b. All weld inspectors (requires current welder inspection certificates).

Evaluation for Factor 2 is based on the extent to which the Offeror has provided evidence that the required equipment will be sufficient and available and proof submitted for the required certifications.

• Criterion 3 - Delivery & Schedule

The offeror must submit a delivery schedule that addresses all requirements contained in Statement of Work (SOW) AL-1687-0894 Titled Statement of Work for the ALS-U Storage Ring Struts, Rev. B, dated 03/19/2025 including but not limited to the following section of the SOW:

• AL-1687-0894 SOW

o Section 3 - Deliverables

The offeror’s documentation submitted must include but not be limited to the following:

1) Proposed lead times and the ability to meet the projected delivery schedules.

2) Proposed carrier and estimate of total shipping costs

3) The schedule must be provided in Calendar Weeks ARO

The offeror may submit an alternate schedule and delivery date with justification for additional lead time or a delivery schedule that meets or beats the project schedule requirements. Acceptance of an alternate schedule will be at the sole discretion of the University.

Evaluation of Criterion 2 is based on an acceptable delivery & schedule that meets project requirements.

• Criterion 4 – Prior Experience and Past Performance

The offeror must have successfully performed within the last 5 years contracts similar in type, complexity, and accuracy as the proposed Subcontract.

The offeror must include in its proposal a written description of a minimum of two contracts within the last five years that demonstrate that the offeror has successfully performed similar work in a quality manner (e.g., letters of reference, project documentation, etc.).

Included in the description of these contracts should 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 to demonstrate quality work.

Evaluation of Factor 4 is based on the supporting evidence submitted that demonstrates recent and relevant experience.

• Criterion 5 – Quality Assurance

The offeror must have a Quality Management System (QMS) or Quality Assurance (QA)/Quality Control (QC) Program conforming to and meeting the basic tenets of the Quality Assurance Requirements Article of the Sample Subcontract.

The Offeror must complete the ALS-U Supplier Quality Evaluation Survey, AL-1208-0209, Rev C.

included in the RFP package.

The survey requires that the following is submitted:

a. Evidence of a Quality Management System (QMS) or Quality Assurance (QA)/Quality Control (QC) Program in the form of a manual or QA Standard Operating Procedures (SOPs).

b. The evidence must include policies, processes, and work activities at the corporate level, including how QA requirements are flowed down to lower-tier subcontractors and suppliers at the project level.

c. A sample or template of a manufacturing traveler or similar tracking documentation that demonstrates how the manufacturing process is tracked, a non-conformance report that illustrates how non-conformances are handled, examples of inspection and testing reports, and any evidence to support additional QA/QC practices if applicable. Requirements referenced in the Statement of Work Statement of Work (SOW) AL-1692-2466 Titled Statement of Work for the ALS-U Storage Ring Struts, Rev. X, dated XX/XX/2025, Sections 6 – Quality Assurance.

Evaluation of Factor 5 is based on the completion of the ALS-U Supplier Quality Evaluation Survey and the extent to which responses address the QA requirements of this RFP.

2.4.3 Business Volume

2.4.3.1 Non-Technical Evaluation Criteria

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

2.4.3.1.1 Enclosures

The offeror must complete the following enclosures and submit them with the business volume:

• Representations & Certifications

• Price Proposal Schedule

• ALS-U supplier quality evaluation survey AL-1208-0209 Rev. C Dated 03/25/2024

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

• Sample Subcontract and its Incorporated Documents including General Provisions for Commercial

Supplies and Services, dated 01/31/2025.

Notice: The design/documentation package and all associated documents, drawings, and records are owned by DOE. Documents may be obtained from LBNL via Windchill Project. Use of the documents for any purpose outside of (1) responding to this solicitation or (2) a LBNL 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.

2.4.3.1.2 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 should 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 should 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 should 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 must 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.

2.4.3.1.3 Purchasing System

The selected offeror will be required to have a purchasing system that is adequate for the proposed type of Subcontract if the subcontract includes the proposed purchase of goods or services by the Offeror that are anticipated to be >$50,000. If the offeror has had a Federal agency approve its purchasing system, provide a copy of the government report and/or adequacy determination letter. Complete and submit the Preaward Survey of Prospective Subcontractor’s Accounting System form enclosed with this RFP, including required supporting policies and procedures as indicated on the form.

2.4.3.1.4 Price Proposal Schedule

The price proposal schedule must 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 which 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 should 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 must 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 System for Award Management (SAM)

The selected offeror will be required to be registered in the federal government’s SAM database within 30 days of Subcontract award. This requirement will not apply if work is performed outside the U.S. and its outlying areas or the work involves emergency operations. Refer to the System for Award Management (FAR Clause 52.204-7) and System for Award Management Maintenance (FAR clause 52.204-13) clauses for additional information.

3. 4 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)