3_Evaluation and Basis of Award_RFP 23-044.pdf

RFP 23-044

Evaluation and Basis for Award

EVALUATION AND BASIS FOR AWARD

1. EVALUATION OF PROPOSALS

PPPL will evaluate proposals submitted in response to this RFP and plans to award a Firm Fixed Price Subcontract to the Offeror submitting the lowest priced, technically acceptable proposal on the basis of 1) responsiveness; 2) technical acceptability; 3) “responsibility” determination; and 4) price, as explained below:

A. RESPONSIVENESS. PPPL will determine the responsiveness of each proposal on a pass/fail basis. A proposal will be “responsive” if it is in compliance with all the requirements of the RFP. PPPL reserves the right to consider any proposal “nonresponsive” and reject in total or in part, with or without prior discussion with the Offeror, if the proposal (a) is not submitted in the format specified in the RFP or does not include all the information requested by PPPL; (b) is not in accordance with the instructions contained in the RFP; or

(c) contains material irregularities of any kind. Proposals determined nonresponsive will be eliminated from further consideration for award.

B. TECHNICALLY ACCEPTABLE. Responsive proposals from Offerors will be evaluated for technical acceptability. PPPL will determine the technical acceptability of each proposal on an acceptable/unacceptable basis. A proposal is deemed technically acceptable if all six (6) technical factors as described in Section 2 of this document are evaluated by PPPL to be acceptable. Proposal determined technically unacceptable will be eliminated from further consideration for award.

C. RESPONSIBILITY. PPPL will determine if an Offeror is a “responsible” prospective subcontractor, as the term is used in the Federal Acquisition Regulations (FAR) Subpart 9.1.

Offerors determined not to be a responsible prospective subcontractor will not be eligible for award.

D. PRICE. Price will be evaluated to determine if the Offeror’s proposed price is fair and reasonable. Lowest price for the purposes of award will be determined using the methodology described in Section 3 of this document.

Upon receipt of proposals, PPPL may contact Offerors with a request for clarifications. Proposals will then be screened for responsiveness. Offerors whose proposals were determined to be nonresponsive will be eliminated from further consideration. Proposals determined to be responsive will be evaluated using the methodology described in this document.

PPPL intends to make an award or awards without discussions with Offerors. Therefore, Offerors’ initial proposal should contain the Offeror’s best terms from a price and technical qualification standpoint. PPPL reserves the right to conduct discussions if subsequently PPPL determines it to be in the best interests of PPPL to do so.

2. EVALUATION OF TECHNICAL ACCEPTABILITY

In evaluating the Offeror’s proposal, PPPL will determine the technical acceptability of each proposal on an acceptable/unacceptable basis. The technical acceptability of an Offeror’s proposal will be based on the technical acceptability of six (6) factors listed below. Each factor will be evaluated on an acceptable/unacceptable basis. For a proposal to be determined technically acceptable, all 6 factors must be evaluated to be acceptable.

FACTOR 1 – TECHNICAL PROPOSAL REQUIREMENTS

Factor 1 is acceptable if the technical proposal requirements in 5.1.1 of the SOW are satisfied without reasonable exceptions.

1. Prepared model or calculations show expected heat transfer capacity of original equipment.

2. Designed shell and tube heat exchanger (HX) is similar to the original unit in design and have performance equal or better than original heat exchanger.

3. Submitted design information meets or exceeds performance calculations and in satisfaction of performance requirements of SOW paragraph 5.1.1.2.

4. Confirmation that the written certification attests the proposed heat exchanger is equivalent in design and performance with the original heat exchanger.

FACTOR 2 – QUALIFICATIONS OF PERSONNEL

Factor 2 is acceptable if the Offeror provides evidence of relevant experience and qualifications.

1. Identify number of tube and shell heat exchangers with a tube surface area of 1000 square feet or more produced in the last five (5) years.

2. Identify number of company employees and number of engineers.

3. Provide contact information for prior customers.

4. List similar like-kind replacement projects performed over the past five (5) years.

5. Applicable safety training qualification documentation for review.

FACTOR 3 – ORGANIZATIONAL PAST PERFORMANCE

Factor 3 is acceptable if the Offeror has successfully performed projects in the last five (5) years of a similar nature and magnitude to that described in this RFP. “Successfully performed” is defined as completion of the project on budget, on schedule, and no safety or environmental violations as confirmed by client references.

If PPPL is unable to determine through client references the acceptability of the Offeror’s past performance, PPPL will use independent sources of information including, but not limited to:

Federal, state, or local governmental agencies, better business bureaus, published media, or electronic databases to determine the past performance acceptability.

FACTOR 4 – ENVIRONMENT, SAFETY, AND HEALTH

Factor 4 is acceptable if the Offeror complies with Environmental, Safety, and Health requirements including the following:

1. Specific PPPL documents, requirements, permits, and courses listed in the Statement of Work.

2. Ensure workers are aware of foreseeable hazards and the protective measures as defined by

JHA’s and require workers to acknowledge being so informed.

3. A list of project activities for which job hazard analyses are to be performed.

4. Identification of competent persons for activities as required by applicable OSHA standards.

5. The Subcontractor’s disciplinary process for workers not following safe work practices.

6. Identification of the Subcontractor’s stop work program.

7. Implementation of project specific fall protection means and methods.

FACTOR 5 – QUALITY ASSURANCE PROGRAM

Factor 5 is acceptable if the Offeror's Quality Assurance Program includes the following:

1. Identification of the individual responsible for assuring quality.

2. A system in place to assure that personnel have appropriate training or qualifications prior to starting work.

3. A formal inspection process ensuring the compliance with the Statement of Work requirements.

4. Formal document control implemented for project deliverables i.e. submittals, shop drawings, etc.

5. Controls to assure that unacceptable materials are not installed. These controls include maintaining material identification, detection of counterfeit parts and remanufactured, rebuilt, or used parts represented as new, and appropriate controls for age-sensitive items (product shelf-life).

6. A nonconformance process for requesting information, substitutions, and changes to the contract that may be considered nonconforming. The nonconformance process shall include identification, segregation, customer notification and concurrence, and action to prevent recurrence.

7. Subcontractors are qualified and their performance monitored.

FACTOR 6 – PROJECT SCHEDULE

Factor 6 is acceptable if the Offeror’s proposed manufacturing schedule does not exceed 120 calendar days from the date of subcontract award.

3. EVALUATION OF PRICE

For the evaluation of the of the price for determination of the lowest priced proposal, the Offerors evaluated price will be submitted price in the Offeror Information and Pricing Form

4. BASIS FOR AWARD

Subcontract award, if any and at PPPL’s sole discretion, will be made to a responsible Offeror submitting the lowest priced, responsive, and technically acceptable offer.

PPPL reserves the right to accept or reject any proposal at its sole discretion, in total or in part, with or without prior discussion with the Offeror.

EVALUATION AND BASIS FOR AWARD