384663 - Proposal Instructions.pdf

REQUEST FOR PROPSAL NO: 384663

Bulk Sodium Sampling and Analysis

Page 1 of 2 Form update 9/3/2024

September 24, 2025

Dear Prospective Offeror:

Central Plateau Cleanup Company (CPCC) is interested in receiving proposals for services in support of the Bulk Sodium Sampling and Analysis Project, Richland, Washington, under Prime Contract 89303320DEM000030 with the U.S. Department of Energy.

Information regarding the product or services required and instructions for the preparation and submission of proposals are contained in the attached Request for Proposal (RFP).

The anticipated schedule for this RFP activity is as follows:

Notification of Intent to Propose: October 6, 2025 Questions Due: October 6, 2025 Proposals Due: October 23, 2025

Sincerely, Elisa Donovan, Contract Specialist Procurement & Supply Chain

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TABLE OF CONTENTS

SECTION A – REQUEST FOR PROPOSAL

1.0 INTRODUCTION

2.0 BASIS OF AWARD

2.1 ACCEPTANCE OR REJECTION OF PROPOSALS

2.2 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

2.3 PROPOSAL COSTS

2.4 AWARD NOTIFICATION

3.0 PROPOSAL PREPARATION INSTRUCTIONS

3.1 PROPOSAL CONTENT

3.2 VOLUME I – TECHNICAL PROPOSAL

3.3 VOLUME II – COST/PRICE AND CONTRACTUAL PROPOSAL

3.3.1 REQUIRED PRICE SUPPORT INFORMATION

3.4 ADDITIONAL PROPOSAL DOCUMENTATION

3.4.1 CPCCO REPRESENTATIONS AND CERTIFICATIONS

3.4.2 EXECUTIVE COMPENSATION CERTIFICATION

3.4.3 CONFLICT OF INTEREST DISCLOSURE & CERTIFICATION

3.4.4 SUBCONTRACTING

3.5 OFFEROR’S ACCEPTANCE

3.6 CERTIFICATION OF NON-MISSION SUPPORT CONTRACT WORK SCOPE

3.7 EXCEPTIONS TO TECHNICAL REQUIREMENTS AND OTHER TERMS AND CONDITIONS

3.8 PROPOSAL VALIDITY PERIOD

4.0 EVALUATION CRITERIA

4.1 VOLUME I - TECHNICAL CRITERION

4.1.1 FACTOR 1 – MANAGEMENT APPROACH

4.1.2 FACTOR 2 - TECHNICAL APPROACH

4.1.3 FACTOR 3 - PAST PERFORMANCE:

4.2 VOLUME II - COST/PRICE CRITERION

5.0 PROPOSAL SUBMITTAL DIRECTIONS

5.1 NOTIFICATION OF INTENT TO PROPOSE

5.2 QUESTIONS AND COMMENTS REGARDING THE RFP

5.3 DEADLINE

5.4 SUBMITTAL ADDRESS

5.5 WITHDRAWAL

5.6 RFP AMENDMENTS

6.0 NOTICES TO OFFERORS

6.1 PRECEDENCE OF REQUIREMENTS

6.2 IDENTIFICATION OF PROPRIETARY DATA

6.3 CERTIFIED COST OR PRICING DATA

6.4 FINANCIAL CAPABILITY DETERMINATION INFORMATION

6.5 FOREIGN NATIONALS

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6.6 NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE AND SIZE STANDARD

6.7 IDENTIFICATION OF SERVICE ANIMALS

6.8 SAM PRE-REQUISITE BEFORE SUBMITTING A PROPOSAL AND BEFORE AWARD

6.9 PRE-REQUISITES FOR BECOMING A BUYER CONTRACTOR

6.10 SHIP TO ADDRESS

SECTION B – RFP ATTACHMENTS

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Acronyms

BTR Buyer’s Technical Representative DOE Department of Energy NAICS North American Industry Classification System QA Quality Assurance RFP Request for Proposal SOW Statement of Work CPCCo Central Plateau Cleanup Company

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SECTION A – REQUEST FOR PROPOSAL

1.0 INTRODUCTION

Central Plateau Cleanup Company (Buyer) acting under its contract with the Department of Energy, requests Offerors to submit a proposal for a Firm Fixed Price (FFP) type of contract to provide Bulk Sodium Sampling and Analysis. This Section A describes the basis of award, proposal submittal requirements, proposal instructions, and notices to offerors. Section B contains Representations and Certifications and other documents, which offerors may be required to complete, sign and return with their proposal, as well as a Draft 4-Part Contract which contains;

Part I – Statement of Work Part II - Financial Terms Part III – General Terms and Attachments Part IV – Special Provisions

Buyer may determine that any proposal not submitted in accordance with this Request for Proposal (RFP) is non-responsive and reject the proposal.

2.0 BASIS OF AWARD

The basis of award is a best value trade-off process to determine which Offeror is responsible, responsive and the most advantageous to accomplish the objectives of the RFP. A trade off will look at factors other than only price. Refer to Section 4.0 for a description of the evaluation criteria.

Buyer intends to award one (1) contract as a result of this Request for Proposal (RFP) to the responsible Offeror whose is responsive to all of the RFP requirements.

2.1 Acceptance or Rejection of Proposals

CPCCo reserves the right to accept or reject any proposal with or without prior discussion with the Offeror(s). CPCCo may determine that any proposal not submitted in accordance with this RFP is non-responsive and reject the proposal. CPCCo may:

award a contract on the basis of proposals received without discussions with Offeror(s); therefore, initial proposals should be submitted with the most favorable technical and price terms;

select one or more Offerors with which to negotiate;

reject any or all proposals received;

issue a request for new proposals; or cancel the RFP without awarding a contract.

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2.2 Responsiveness and Responsibility Determination

CPCCo will determine if the Offeror is responsive to the requirements of this RFP and eligible for award. This evaluation may include (but is not limited to) information gathered from other sources, including safety performance, financial stability and past performance for CPCCo or other customers. The determination may be made at any time by CPCCo without additional questions or revision. CPCCo may waive minor informalities and irregularities in offers received.

2.3 Proposal Costs

CPCCo is under no obligation to pay proposal preparation costs.

2.4 Award Notification

Buyer will notify all offerors after Buyer selects an offeror for award. There will be no public opening of proposals.

3.0 PROPOSAL PREPARATION INSTRUCTIONS

Organize the proposal as described in the following sections. Do not submit generic brochures or other marketing materials which do not specifically relate to the proposal.

Each file submitted shall include the Offeror’s company name and the RFP number.

3.1 Proposal Content

Offeror’s proposal must contain information sufficient to demonstrate an understanding of the requirements and Offeror’s ability to perform successfully as proposed. Offerors who submit proposals which are unclear or incomplete may be judged non-responsive and dropped from further consideration for this award. Simply repeating the statement of work requirements or merely offering to perform the work may result in a lower evaluation or the offer being judged non-responsive to the requirements and dropped from further consideration.

3.2 Volume I – Technical Proposal

Volume I shall consist of the Offeror’s discussion that addresses the Offeror’s technical capabilities and what the Offeror will do to satisfy the requirements of the solicitation (reference Section 4.0).

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3.3 Volume II – Cost/Price and Contractual Proposal

Volume II shall consist of the Offeror’s proposed pricing as instructed in Section 4.0. All pricing assumptions shall be clearly stated to allow a reviewer to assess the potential cost risks associated with the scope.

3.3.1 Required Price Support Information

The Contractor may be required to submit information sufficient to determine that the prices or costs being charged are reasonable, fair and realistic. Such information may include pricing, sales, or cost information that is pertinent to establishing the pricing or costs being charged. Certified cost or pricing data need not be submitted. For example:

1. For items where pricing is controlled, by law or regulation, by periodic rulings, reviews, or similar actions of a governmental body; identify and submit the controlling document establishing the price offered.

2. For Commercial items; submit, at a minimum, information on prices at which the same item or similar items have previously been sold in the commercial market that is adequate for evaluating the reasonableness of the price of this acquisition. Such information may include:

a. For catalog items; a copy of or identification of the catalog and its date, or the appropriate pages for the offered items, or a statement that the catalog is on file in the buying office to which the proposal is being submitted. Provide a copy or describe current discount policies and price lists (published or unpublished), e.g., wholesale, original equipment manufacturer, or reseller;

Also explain the basis of each offered price and its relationship to the established catalog price, including how the proposed price relates to the price of recent sales in quantities similar to the proposed quantities;

b. For market-priced items; the source and date or period of the market quotation or other basis for market price, the base amount, and applicable discounts. In addition, describe the nature of the market;

c. For items included on an active Federal Supply Service Multiple Award Schedule contract; a copy of the appropriate pages for the offered items, Schedule cover page, terms and conditions, unless already on file with the contracting office.

3. Additional supporting information, to the extent necessary to determine whether the price is fair and reasonable.

The Offeror grants Buyer or an authorized representative the right to examine, at any time before award, books, records, documents, or other directly pertinent records to

Page 7 of 25 Form update 9/3/2024 verify the reasonableness of the price. For items priced using catalog or market prices, or law or regulation, access does not extend to cost or profit information or other data relevant solely to the seller’s determination of the prices to be offered in the catalog or marketplace.

3.4 Additional Proposal Documentation

Offeror shall reference Section B Attachments for additional required documents to be read, or to be completed and returned. Please be aware of documents to be submitted as separate files.

3.4.1 CPCCo Representations and Certifications

Complete the CPCCo Representations and Certifications form from Section B below and return as a separate attachment.

3.4.2 Executive Compensation Certification

Complete the Executive Compensation Certification form from Section B below and return as a separate attachment.

3.4.3 Conflict of Interest Disclosure & Certification

Complete the Conflict of Interest Disclosure & Certification form from Section B below and return as a separate attachment.

3.4.4 Subcontracting

Complete the Lower-Tier Subcontractor Flowdown Certification form from Section B below and return as a separate attachment. This completed form is still required if no subcontractors are being proposed to indicate as such.

Contractor shall furnish Buyer a list of all proposed subcontractors who will be performing work on the Hanford site and those proposed subcontractors who will be performing a significant portion of the off-site work. The list must be furnished prior to award and updated with changes during Contract performance. Use the Subcontracting form and instructions located on this webpage.

Contractor may not subcontract any significant portion of this Contract without first obtaining concurrence of Buyer to the proposed subcontract scope and subcontractor(s).

See General Provisions, Section 3.6, for requirements.

Contractor is responsible to incorporate and flow down all appropriate provisions and requirements of this Contract to all subcontractors.

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Buyer reserves the right to:

reject any proposed subcontract or subcontractor as incomplete or unsuitable, require the replacement, at Contractor’s expense, of any subcontractor who fails to adhere to all the applicable provisions and requirements of this Contract.

3.5 Offeror’s Acceptance

The Contract, if any, resulting from this RFP will be substantially the same as the draft contract that is contained in the accompanying file. Unless otherwise noted by the Offeror in its proposal, Offeror’s submission of a proposal signifies the Offeror’s unqualified acceptance of all of the technical requirements and other terms and conditions that are contained and referenced in this RFP and the accompanying draft contract file.

Interpretations established by the Offeror to any part of this RFP may be considered an exception and may render the proposal being considered non-responsive and dropped from evaluation and award considerations.

3.6 Certification of Non-Mission Support Contract Work Scope

By submission of its offer, the offeror represents that it is not currently performing work under the Mission Support Contract (MSC) awarded in 2009, a prime contract for the Hanford Mission Essential Services Contract (HMESC), the MSCs successor contractor, or a subcontractor to HMESC performing work in any of the following area:

Safeguards and Security

Emergency and First Responders

Information Technology and Management

Portfolio Analysis, Project Support, and Independent Assessment

Environmental Integration and Environmental Compliance support

This contract limitation applies to any parent companies or affiliates of the prime contractor and subcontractors described above.

3.7 Exceptions to Technical Requirements and Other Terms and Conditions

The Offeror shall describe any exceptions to the technical requirements and other terms and conditions of the sample contract on which the Offeror’s proposal is based. Offerors are notified that Buyer considers the Offeror’s compliance with the technical requirements and terms and conditions of the accompanying draft contract to be essential.

In case of doubt, Offeror should request clarification from Buyer. If the Offeror takes any

Page 9 of 25 Form update 9/3/2024 exceptions to the requirements of the RFP, the pricing shall be based on the requirements of the RFP and the exception(s) priced as alternates. If the Offeror’s proposal is based only on the proposed exceptions, Buyer may determine that the proposal is non-responsive.

3.8 Proposal Validity Period

A proposal shall remain firm for 180 days after the proposal due date.

4.0 EVALUATION CRITERIA

Information such as experience, proposed work plans, past performance, key personnel, available resources, and any other information available may be used by Buyer in evaluating the Offeror’s capabilities, responsibility, and responsiveness to the solicitation.

For the best value trade-off evaluation, the following evaluation criteria are listed in order of significance, and the Offeror shall address each one as instructed. Buyer will rate each Offeror’s response to the evaluation criteria a non-price factor score of 1-5 with 1 being the lowest and 5 being the highest.

4.1 Volume I - Technical Criterion

4.1.1 Factor 1 – Management Approach

Buyer will evaluate the Offeror’s capability to successfully manage, perform, and execute the scope requirements.

Required document(s):

1) Organizational structure

2) Description of company’s qualification process for functioning in the roles relevant to this scope.

3) Execution Strategy: Offeror shall discuss their company’s proposed plan for providing deliverables according to the schedule provided in the SOW. Must include details pertaining to team location and dynamic, document review/checking, and interaction with Buyer.

4) Project Execution Plan or Work Plan: Offeror shall outline how they will identify, monitor and control incurred costs before the execution of tasks. In addition, Offeror shall show how the various engineering level of support will be utilized.

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4.1.2 Factor 2 - Technical Approach

Buyer will evaluate the following items to ensure the Offeror has the technical requirements and capabilities that provide the Buyer confidence.

Required document(s):

1) Work Plan:

a. description of equipment and Offeror’s capabilities to safely support the sampling and scope of work

b. schedule

c. key personnel and/or resources (including resumes)

d. specialized equipment and tools

e. sampling protocol and examples of field sampling logs

f. methods of or processes for storage, shipping and chain of custody forms

g. any permits necessary to perform sample collections

Offerors should provide a detailed proposal indicating how the outcomes of the SOW are to be accomplished. The technical approach should be in sufficient detail to fully explain the proposed technical approach or methodologies for accomplishing the work. The technical approach should reflect a clear understanding of the nature of the work being undertaken, including technical, scientific, and operational challenges and issues associated with accomplishing the requirements of the SOW and knowledge and familiarity with the regulations and standards identified in the SOW.

4.1.3 Factor 3 - Past Performance:

Buyer will evaluate the Offeror’s past performance to ensure it is recent, relevant and aligns with the requirements of the statement of work and demonstrates the ability to successfully perform the work scope.

Required documents: Offeror shall use the attachment Past Project References (see Section B) to demonstrate the past three (3) years’ experience similar in size, content and complexity, in particular for experience pertaining to the following.

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4.2 Volume II - Cost/Price Criterion

Buyer will evaluate the Offeror’s pricing and rank the price among the prices of other offerors. It is important to note that Buyer will not make an award at a significantly higher overall price in order to achieve slightly superior technical or management features. As proposals become more equal in their technical merit, the evaluated price becomes more important.

Required documents: The Offeror shall use the attached Pricing Proposal Template (reference Section B).

1) All travel proposed must follow the Federal Travel Regulations.

2) Mark-ups are not allowed on other direct costs, travel or equipment.

3) All pricing assumptions shall be clearly stated to allow a reviewer to assess the potential cost risks associated.

4) Provide price support documentation to corroborate the price reasonableness of your proposal.

5.0 PROPOSAL SUBMITTAL DIRECTIONS

5.1 Notification of Intent to Propose

Buyer requests that a prospective offeror notify Buyer in writing by October 6, 2025, indicating that the Offeror intends to submit a proposal in response to this RFP. The Offeror may transmit the notification to the Contract Specialist via e-mail.

5.2 Questions and Comments Regarding the RFP

The Offeror shall submit any comments or questions regarding the RFP to the Contract Specialist in writing no later than October 6, 2025. The Offeror may transmit questions and comments via e-mail. Buyer will answer all questions in writing and provide a copy of all questions and answers to all offerors. If the RFP requires an amendment to resolve issues regarding the RFP, Buyer will issue an amendment to those offerors who have not declined to participate in time for them to consider the amendment(s) before finalizing and submitting their proposals.

5.3 Deadline

Proposals are due by 2 p.m. on October 23, 2025. Buyer reserves the right to reject any proposal received after the deadline.

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5.4 Submittal Address

Identify the package containing the proposal as “Proposal in Response to RFP 384663 – Bulk Sodium Sampling and Analysis” via email.

The Contract Specialist’s telephone number is (509) 376-2470, and the e-mail address is elisa_l_donovan@rl.gov. The Offeror may contact the Contract Specialist to verify that the Contract Specialist received the proposal.

5.5 Withdrawal

Proposals may be withdrawn by written notice received by the Contract Specialist at any time prior to award.

5.6 RFP Amendments

If this RFP is amended, unless otherwise stated, all terms and conditions that are not modified will remain unchanged. The Offeror shall acknowledge receipt of all amendments by stating in the proposal that the Offeror has received the amendment(s) and has considered it/them in formulating the proposal.

6.0 NOTICES TO OFFERORS

6.1 Precedence of Requirements

In the event of a conflict among the provisions, the RFP instructions, the RFP correspondence, other documents and the resulting Contract, the terms of the Contract shall govern.

6.2 Identification of Proprietary Data

If the Offeror submits any data as part of their Proposal, which is considered by the Offeror to be “proprietary data”, the document transmitting the data or which contains the data, shall be boldly marked indicating that the data included are considered to be proprietary. To the extent that the restrictive marking prevents Buyer from distributing the documents for evaluation or use, the marking may render the proposal non-responsive.

6.3 Certified Cost or Pricing Data

The Offeror is not required to provide certified cost or pricing data. However, Buyer may require the Offeror to provide certified and/or non-certified cost or pricing data prior to award if Buyer cannot determine that the acquisition is exempt from the requirements of PL 87-653 (10 USC Sec. 2306a).

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6.4 Financial Capability Determination Information

Buyer reserves the right, prior to award, to require the Offeror to submit information that Buyer will use to determine whether the Offeror has the financial capability to successfully perform the contemplated Contract in accordance with the Contract terms.

Such information may include, but not be limited to: annual reports; lines of credit with financial institutions and suppliers; SEC Form 10K, and any other information that may be required by Buyer.

6.5 Foreign Nationals

Offerors intending to propose use of any Foreign National (non-US citizens) shall indicate their intent as part of the Offeror’s proposal submission. After being selected for Contract award, but prior to start of performance, Foreign National requests will be processed in accordance with Hanford Site Security procedures, DOE Order 142.3A Chg 1 (MinChg) entitled Unclassified Foreign Visits & Assignment Program and Procedure HMIS-PRO-SEC392 entitled Unclassified Visits & Assignment by Foreign Nationals.

Information for processing requests shall be submitted regardless of the Foreign National works on the Hanford site or elsewhere. Processing of any request are required to be completed/approved prior to commencement of any work. The lead time for processing Foreign National requests can take up to several months depending upon the country of origin and the subject matter involved. If Foreign Nationals are considered for use at any time under a contract, Contractor shall notify the Contract Specialist and Hanford Security of the change. Contractor shall adhere to the requirements for processing and approval as identified above for any changes in Foreign National use.

6.6 North American Industry Classification System (NAICS) Code and Size Standard

Buyer has determined that North American Industry Classification System (NAICS) Code 562910 Environmental Remediation Services applies to this acquisition. Therefore, the size standard for determining whether an offeror is a small business in regard to this acquisition is $25M.

6.7 Identification of Service Animals

If the Offeror or a planned lower-tier subcontractor requires the use of a service support animal to perform its work under the Contract, the Offeror shall disclose and provide information in its proposal that includes a description of the work or task the services support animal has been trained to perform. Service support animals “in training” are not considered service support animals and will not be allowed on the Hanford Site or in Site associated facilities. Other animals, to include pets and “comfort animals” are not permitted access onto the Hanford Site or in Site associated facilities. Service support animals may be excluded from the workplace if the work site cannot support reasonable

Page 14 of 25 Form update 9/3/2024 accommodations. For more information, see the Hanford Site Procedure MSC-PRO- SEC-417, Appendix A-5, p.16.

6.8 SAM pre-requisite before submitting a proposal and before award

Per FAR 52.204-7, Offeror is required to be registered in the System for Award Management (SAM), obtain a Unique Entity ID, and not have any exclusions when submitting an offer and at the time of award. Their SAM registration must be maintained during performance and through final payment.

6.9 Pre-requisites for becoming a Buyer contractor

After award, Contractor must register in the Hanford Vendor Registration via https://vendreg.hanford.gov.

6.10 Ship to Address

All shipping containers and paperwork are to be marked with the following legend:

U.S. Department of Energy c/o Central Plateau Cleanup Company, Inc.

2355 Stevens Dr.

Richland, WA 99354

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SECTION B – RFP ATTACHMENTS

1. Attachment 1 – STATEMENT OF WORK (for Offeror review)

2. Attachment 2 – DRAFT CONTRACT (for Offeror review)

3. Attachment 3 – PRICING TEMPLATE (return in Volume II)

4. Attachment 4 – PAST PROJECT REFERENCES (return in Volume I)

5. Attachment 5 – REPRESENTATIONS & CERTIFICATIONS (return as a separate attachment)

6. Attachment 6 – EXECUTIVE COMPENSATION CERTIFICATION (return as a separate attachment)

7. Attachment 7 – LOWER-TIER SUBCONTRACTOR FLOWDOWN CERTIFICATION (return as a separate attachment)

8. Attachment 8 – CONFLICT OF INTEREST DISCLOSURE AND REPRESENTATION (return as a separate attachment)